Keeping track of the complex details involved in property management can be overwhelming. However, reliable computer software that combines all the components you need – accounting, spreadsheets, word processing, utilities, tenant files and management functions – can become your best friend. It can reduce constant repetitive tasks to a simple click and provide the information you need to help you do your job better.

Over the past decade or so, numerous brands of property management software have appeared in the market, but not all of them are the same. With so many property management software choices on the market, you might be confused about where to begin. Also, property management covers a multitude of areas – retail, commercial, apartments, condos, manufactured home communities, storage facilities, homeowner associations and student housing, How do you sift through all the choices and information to select the one that best suits your property management needs?

The best way is to ask for a demo or trial version and practice your routine daily tasks with the program. If you plan to have additional staff use the product, include them in your research and product evaluations to determine how user-friendly it is. Often, managers select software without including input from the employees who will be using it every day.

All the property management software packages on the market claim to make your job easier, but do they really? While all of them provide a good selection of basic features, it’s important to find out how the program will work in everyday, real-world situations. Here’s a list of questions and guidelines that may help you:

How easy is the software to use?
For instance, is it easy to enter and find customer transactions? How fast can you find a transaction when someone calls? Some programs are strong on accounting features, but fall short in terms of functionality. Look for the details such as the ability to run multiple features at one time with quick navigation. Be sure the various parts of the program are connected, with screens that allow you to switch to other information so you don’t have to go through several menus to find what you’re looking for.

Does the software maximize today’s technology?
Basically, this means how compatible is it with current Windows applications and does it have a modern-looking interface? Microsoft Windows has come a long way, so look for functions that take advantage of easy-to-use features such as right-clicking the mouse for added options and a guided set-up wizard for easy installation. Also, the ability to do automatic live updates online will keep you up-to-date with the latest available version of your software.

How long has the software program been around?
Every year, at least one new property management program appears and one disappears. Don’t be fooled by how long the company says they’ve been around. If a program has been in existence for some time, it will probably be around in the future as well. If you’re looking for an online software version, be sure to find out how long they have been offering that service. This can indicate how up-to-date they are on the newest software technology.

Ask about end-user support.
A company’s support policy speaks volumes about their program and service. If the support plan is timed, limited or overly expensive, it may indicate the program requires a great deal of technical support. It also can mean you’ll need a lot of high-cost training to use it. Training costs can be expensive, so be sure to find out.

What are the program’s features and functionality?
Make sure the software has all the features you’re looking for and that they are functional. Don’t be fooled by an advertising checklist. Make sure the features are robust and do exactly what you want in the easiest way possible. Look for detailed features and user-friendly functions such as the ability to resize windows and correct mistakes easily. The software should have a powerful word processor for writing letters or creating templates and leases. Other necessary features would be check writing, work orders, modifying/reoccurring charges, complete transaction histories, tracking security deposits, refunds and customer facts.

What are the startup and future costs?
Before you purchase, make sure you know all the costs up front, including training. Some programs may have low monthly fees, but their startup costs can be very high. Also, find out if there are annual recurring fees and if so, what will the cost be over the next two, three, four or five years? Ask if upgrades are included in the price. Make sure the software has the capability to grow with your business and find out what costs are associated with that.

Make sure the software is compatible with your business.
Some software is very industry-specific even though they market themselves otherwise. For instance, the program can focus more on apartment leasing than management. Or it may have been designed for the storage industry and is lacking in accounting functions. Get references and check them out.

Finally, ask around. Find out what other colleagues in the industry are using and compare notes. Go to online forums on the manufacturer’s website and see how customers rate it and view strong or weak points. You’ll also see how customer issues are resolved or if they’re just ignored. That will give you another indication of the company’s attitude about customer service and how they will handle your potential problems.

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Author : Julie Savchenko
Julie Savchenko is the public relations contact for Rent Manager software.

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