Handling the day-to-day operations of a property management business can be overwhelming, regardless of the size of your portfolio. You have to manage communications with tenants, vendors, owners, employees, prospects, and more. It’s easy for things to get lost in the shuffle, or for details to slip through the cracks.
It’s a lot to handle, and with these responsibilities come high expectations. Nearly 70% of renters leave their apartments because of poor customer service, and we don’t need to tell you about the costs associated with high turnover rates.
With all of this in mind, the Rent Manager team created an industry-first phone system built specifically for property managers. rmVoIP’s telephone technology produces a communications framework to help manage your day-to-day operations, communicate and interact with current and prospective renters, and more.
Here are three ways using rmVoIP enables better communication between property managers and tenants
#1. Know who is calling and why, before you even say “Hello?”
rmVoIP’s integration with your Rent Manager database means that when the phone rings, you’ll get a quick screenshot of who is calling. A window pops up within Rent Manager, instantly providing you with caller records to identify who is on the other end of the call. It also provides you with a look at the caller’s recent activity, so you can quickly understand what the situation and status of their call may be.
Tenants don’t mind telling you why they are calling, but they don’t want to have to repeat themselves. Being able to see that this resident called your office two days ago regarding a service issue will give you a pretty good idea of what they could be calling to discuss now. This will cut down on the need to ask for further details and eliminate additional frustrations.
After you answer the call, the system saves you time on the task at hand. For example, Jon Snow, a resident in Unit B at North Property calls in to tell you that the wall in his unit is cracking. You’ll need to create a service issue to have someone inspect the problem as soon as possible, since winter is coming. While you’re on the call learning about the issue, rmVoIP streamlines the process and allows you to easily add a new Rent Manager service issue for this tenant.
Say the system doesn’t recognize the number calling. For example, it’s a completely new contact who’s reaching out to you for the first time to get more information about your property. While on the call, just a few mouse clicks enable you to add this new prospect to Rent Manager. Again, shedding time from these repetitive tasks, saving you and your staff endless amounts of time.
#2. Automatically capture a history of calls
Have you ever been in a “he said/she said” scenario with a tenant? To help eliminate these situations and provide clarity in difficult situations, rmVoIP automatically captures every call made from and received by the system. Every phone interaction is recorded and stored inside the History/Notes tab for that contact. You’re able to quickly and easily look back at the call log in the history, review the recording of the conversation, and see which member of your staff took the call. If one of your tenants claims they were never told about a late fee, you can quickly provide evidence to the contrary and resolve the situation.
#3. Send mass voice messages in a few simple steps
Do you ever need to make announcements to a large group of residents? Spending hours dialing phone numbers just to relay the same message over and over is a waste of your valuable time. With the Phone Broadcast feature, you can record an outgoing message and deliver it to as many contacts as you’d like, in a matter of minutes. For example, let’s say one of your properties will need to have the water turned off for maintenance on Tuesday. This temporary service shutoff will affect all 34 units at this property. Instead of making 34 calls to inform these residents, you can build a contact list filtering these specific tenants and send it out in one message.