Categories Property Management

Four Pro Tips for a Smoother Move-In

You’re not different. Property managers always look for ways to save money and increase efficiency in their businesses. This will benefit them, their owners while also pleasing their tenants.

Your move-in procedure is a good place to start when examining your leasing cycle. Why? This sets the tone of how you interact with your residents. It can also lead to healthy, long-term relations that will solidify your retention rate. You’re also vulnerable to time-consuming and resource-intensive measures if you have to coordinate each move in across multiple properties.

There are some immediate benefits to improving your move-in procedure:

  • It will help you find the efficiencies and savings that you are looking for.
  • With fewer team members, you can achieve more.
  • Your existing team will be able to save time.
  • If you can make the move-in process easier, tenants will feel more comfortable and are more likely to refer you or stay as tenants.
  • Owners are happy when a faster move-in reduces the vacancy and turnover time.

Here are six tips that will help you to reduce your costs and increase efficiency at each stage of the move-in process.

1. Automate, centralize and monitor your payments

According to the 2021 Rental Owners’ report by Propertyware and Buildium, payment is the top process rental owners would like their property managers digitally handle. According to the report, 73% single-family owners of rental properties would prefer to receive and make payments electronically.

Your team may be spending too much time collecting rent and checks. Rent collection doesn’t need to be complicated by allowing renters to choose from more payment options. With the help of a tenant portal and property management software, you can automate your rent collection.

Property management software generally allows you to accept payments by ACH (electronic checks), credit cards, or cash through authorized payment centers. The more payment options you offer, the easier it is for tenants to pay rent. This will reduce the number of late payments or missed payments, and get the funds to owners faster, especially with features such as recurring payments.

You can give tenants the option of paying cash, but not handle it yourself. A service like Propertyware’s Cash Payments will allow you to sync up with retail bill-pay services at Walmart.

Even if your company already has multiple payment options, you still need to monitor each one across the portfolio in order to determine which is most effective and where you might have some adoption gaps. Education usually requires clear, concise communication at the appropriate points of a tenant’s tenancy. Consider how you can set up payment expectations at the beginning and where to regularly communicate your options.

2. Take your inspections mobile

It’s difficult to keep track of all the information when you are doing multiple inspections at once. There are so many moving pieces between the tenant reports and damage logs.

Use , a mobile application for inspections and recording. You can then create repair tickets and reports on the move.

Your inspectors can also take photos of the damage and tag it. This will be logged in your reporting system. Everything will automatically sync once the inspection has been completed and your mobile device connected to the internet. You can create maintenance and repair tickets based upon what the inspectors discovered.

3. Keep on top of your Turnover Maintenance and repairs

You’ll need to manage your maintenance costs during the vacant period before you move in. You don’t want a long vacancy but ensuring that your maintenance is properly transitioned will save you money.

You’ll first want to stop any routine maintenance that is unnecessary. You might need to hire a lawn service or a pool service. You’ll also want to prepare yourself for any special arrangements that may be included in the upcoming tenancy.

Manage all your vendors in one place, including those for maintenance, repairs, landscaping and other services.

Work on ways to standardize the costs of your properties, to make it easier to create work orders, and to establish recurring tasks.

4. Get the Most out of Your Possession Delivery Experience

To ensure a smooth transfer of property, communication with tenants is a must. Set the tone as soon as a tenant signs the lease to ensure that they have the expectations and information needed for a smooth move-in.

Create orientation content and welcome communication to offer next-level services and to save your staff answering the same questions over and over again.

Include information about local schools, restaurants, or even utility services if you don’t use a central bill-paying service. Consider the types of information tenants would like to receive in the various stages that lead up to moving-in. Next, build an outline of a series of emails that supports the intended experience–emphasizing the most important information. It’s important to have them log in immediately so that they can access the same information at any time.

As an added benefit, you can introduce AssetProtect Insurance Program to your tenants. This will enhance their experience, protect all parties and give your business a new revenue stream.

You’re constantly looking for ways to improve processes, provide better services to tenants and owners and generate new revenue streams to improve your bottom-line.

In the article before, we’ve discussed the process of lead-to-lease. Take a look at the move-in procedure. What can be improved? How can software be used to standardize processes and bring everything together in one place, so that nothing gets lost? You’ll be amazed at the process efficiency you can achieve with customizable technology and your imagination.

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