Managing commercial office properties can be challenging, especially regarding tasks ranging from maintenance to scheduling regular meetings with tenants. The financial management aspect can also be overlooked because of the number of tasks you have to do.

The good news is that you can save time using various tools, which we will discuss in this guide. If you’re a commercial office property owner or manager, this guide will certainly be helpful.

Let’s take a look at everything you need to know now!

1. Scheduling and Dispatch Software

First, you must ensure you have enough time throughout the day to invest in the priorities of your role as a commercial office property owner or manager. There may be times when you need maintenance, even if the task is delegated to contractors that offer such services for your needs.

If you’re looking to work with HVAC service providers, Service Fusion is a scheduling and dispatching software that will be very useful for you. That’s because it has plenty of features, including appointment scheduling, route optimization, and real-time locations, so you know where the HVAC technicians you’re working with are.

2. Property Management Software

Property management can be done using the right software and tools. For example, if you have a commercial property that is small or medium in size, you can use tools such as Yardi Breeze to handle various tasks.
They include, but are not limited to, lease management, communication with tenants, accounting, and others. Not only that, but you will also be able to automate routine but tedious tasks if done manually.

Alternatively, Buildium offers similar features but can be a very user-friendly option for those who want to avoid dealing with complex software. With these tools, property management is made simple.

3. Maintenance Management Tools

Of course, maintenance is vital when it comes to ensuring that your buildings are up-to-date and functioning correctly. It’s also essential to ensure that if something needs to be repaired and maintained, the property manager must schedule it accordingly.

That’s why tools such as UpKeep can be excellent for keeping track of work orders and managing assets, scheduling any preventive maintenance needed, and so much more.

With UpKeep, you can manage everything on your mobile device. No matter where you are or which property you are inspecting, you can check on the maintenance progress of each of your commercial buildings with the touch of your smartphone.

4. Financial Management Software

The last thing you ever want to do is pay attention to the financial management responsibilities of a property owner. This is because you want to keep track of expenses, what’s coming in so far as rent payments are concerned, and more.

Plus, poor financial management can bring down your property management business. Also, you may frequently miss payments for various services and products designed to keep your business running.

Financial management software such as QuickBooks Online can be great for accounting. It’ll be excellent for invoicing, expense tracking, and financial reporting. It will also help you make informed decisions regarding what you can spend money on wisely and what is not worth the investment.

It’s no secret that financial management is a non-negotiable thing for property owners, both residential and commercial alike. The task may be overlooked because of how busy our schedules can get, making it more than possible to use time-saving tools to ensure that we stay on top of the financial aspect of the property business.

5. Tenant Communication Platforms

Ensuring that property owners and managers communicate with tenants regularly is always a great idea. Having tools such as TenantCloud and Propertyware will be excellent for messaging your tenants whenever they have questions, concerns, or specific requests they need to fulfill.

Both tools will have easy-to-use tenant portals and online payments that tenants can make whenever the rent is due. Last but certainly not least, these tools can also provide you with plenty of maintenance tracking so you know what’s being worked on and what has been completed at the request of one of your tenants.

Communication is a two-way street. It is essential to not only actively listen to your tenants’ issues or concerns, but it’s also a good idea to ask questions to get to the bottom of the situation.

Plus, it never hurts to check in on your tenants from time to time, especially when it comes to whether or not they are satisfied with their current space. Be sure to let them know you will listen to them if they have any questions, comments, or concerns about the property.

6. Document Management Systems

Of course, documents have to be signed by the tenants and property managers themselves. However, it doesn’t have to be all on paper.

That’s why you have document management systems such as Google Drive and DocuSign, two of the best tools for a commercial office property owner or manager. With DocuSign, you can use electronic signatures to manage the documents accordingly.

You can send, sign, and store documents in a secure environment. If the tenant has questions about specific paperwork they have signed, you can access them accordingly and send them their way anytime and anywhere.

Final Thoughts

These six time-saving tools will benefit many commercial office property owners and managers. You should choose each type based on your needs, budget, and other factors. Take advantage of any free trial to determine whether the tools you need to address property management necessities are worth the investment.

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