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| Paperless Office 2 replies 3 voices |
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Clint A
on Jan 4, 2012 9:55am
Property Manager Theo Poulos Real Estate Katoomba NSW |
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Can anyone share any experiences working in or running paperless PM departments. Using fileSMART or something similar? Is it easy? Is it worth it? Did you still have many owners wanting things posted? |
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Rachael Jenkins
on Jan 4, 2012 1:44pm
Rent Roll Analyst/Consultancy/PM Independant Contractor The Property Management Doctor Tamworth NSW |
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Hi Clint, I was working in a Brisbane office when they began to convert to “Paperless”. It was an eye-opening experience. Using a scanner (although I can’t remember the name of the program), we scanned everything onto computer files. But yes, there was a hitch. Not having the technology to do electronic lease signs or bond forms etc, we still had to print the documents out, have them signed, then scan them back in. We still maintained a physical file for each property containing the important information – Tenancy Agreements, Condition Reports, Management Agreements. We also weren’t able to become completely paperless as we had many older investors who did not have email, and yes, this required posting. There were tradies who didnt have emails, so work orders were still printed & faxed/collected for them. We also found that tenants searching for properties still came into our office looking for rent lists & application forms. They don’t all have access to the internet to complete electronic forms. Locally, there is apparently an office who have gone paperless. I found out this as a couple searching for properties came into the office I worked for at the time and told me the story. They had asked for a rent list and were told to look online. They advised the office concerned that they didn’t have the internet & were unable to do this. They were told to visit a friend or internet cafe to look online, they were a paperless office & refused to print a list. Sounds like going paperles, if you are 100% committed, may lead to a downfall in customer service. Do you work for a paperless office, or are you looking to change over? |
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Dale Freeman
on Jan 9, 2012 1:09pm
Operations Apmasphere Sydney NSW |
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Perhaps there is a discussion to be had about not being completely paperless with outgoing documents such as rental lists and statements but paperless with what is stored within the office. For example a work order could be faxed off and then discarded because the agencies system would have the ability to access a copy of this at a later date if required. That would ensure that the customer experience isn’t diminished. |
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