The core problem: Growing complexity and decreasing resources
The pressure on property management companies is steadily increasing. While over 90% of real estate companies plan to increase their investments in digitalization, the biggest hurdles remain. Missing personnel resources (cited by 80% of companies) and unclear data structures slow progress.
The consequences are palpable: Employees spend countless hours manually processing inquiries, creating protocols, and coordinating service providers. These inefficient processes not only cost time but also lead to a high error rate. Unstructured communication via phone or private messenger complicates seamless and legally compliant construction documentation.. This creates a cycle of overburdening and declining service quality that jeopardizes economic success.
These operational bottlenecks prevent managers from focusing on value-adding activities such as strategic property development or personal customer care.
The solution: Central processes through smart property management software.
A modern property management software consolidates all relevant processes onto a single platform and puts an end to information chaos. Instead of managing data in different systems such as Excel spreadsheets, email inboxes, and notebooks, everything is captured centrally and digitally. This alone can increase efficiency by up to 30%.
The transition to a digital solution doesn’t have to be complicated. The key lies in user acceptance, which is a hurdle for almost 60% of companies. An intuitive, simplicity-focused software that resembles familiar tools overcomes this hurdle. The biggest advantage lies in the automation of routine tasks. Damage reports, task assignments to craftsmen, and report generation can be done with just a few clicks. A good property management software offers the following core functions:
- Central dashboard for all properties and processes
- Automated capture and assignment of tasks
- Legally compliant archiving of all communications
- Mobile work for all participants directly on their smartphones
- Easy integration of external service providers
- GDPR-compliant data processing and storage
By bundling communication, collaboration between the office, tenants, and service providers becomes seamless and traceable.
Efficiency in focus: How you can save time and costs concretely
Using property management software leads to direct and measurable savings. By automating recurring processes such as utility billing or dunning, the manual effort per employee is reduced by several hours per week. This gained time can be used to manage 15-20% more units.
Another crucial factor is the reduction of error costs. Misallocated invoices or missed deadlines in defect correction can quickly cause costs in the four-digit range. A digital facility management solution ensures that all processes are transparently documented and processed on time. The digital capture of meter readings and consumption also optimizes energy management, which can lead to savings of 5-10% on operating costs.
The investment in software often pays off within the first year, as not only do personnel costs decrease, but expenses for paper, printing, and postage are eliminated.
Legal certainty and GDPR: The foundation for professional action
Property management companies process a large amount of sensitive data and are required by Article 30 of the GDPR to maintain thorough documentation. Violations can be punished with hefty fines. A professional property management software ensures compliance with these regulations through technical and organizational measures.
This includes:
- GDPR-compliant data storage: All data is encrypted and hosted on servers in Germany or the EU to ensure maximum security.
- Role-based access concept: Employees, owners, and service providers only receive access to the information relevant to them.
- Seamless logging: Every communication, every damage report, and every task change is timestamped and archived unalterably.
- Legally compliant reports: Hand-over protocols and construction daily reports are digitally created and cannot be manipulated afterward.
This digital documentation is legally admissible in court and protects you in case of disputes. You minimize your liability risk and demonstrate the highest level of professionalism and transparency to owners and tenants. A solid maintenance software is a central building block in this.
Conclusion: Your advantage with Valoon
Digital transformation is the key lever to successfully meet the challenges in property management. A modern software solution not only increases efficiency and reduces costs but also creates the necessary legal certainty in all processes. By reducing administrative effort by up to 30%, you create room for growth and better customer care.
Valoon was developed to make these advantages easily and straightforwardly accessible. Our platform is based on WhatsApp and requires no training effort for your employees on the construction site or with service providers. We connect the office and the property seamlessly and ensure automatic, legally compliant documentation. Focus back on your core business – Valoon takes care of the rest.
Increase your efficiency now and request a free demo to see how easy the transition can be.
More Links
Wikipedia provides a comprehensive article on property management with general information and definitions.
The digitalization study 2020 by ZIA and EY provides detailed insights into digitalization in the real estate industry.
A press release from ZIA and EY on the digitalization study 2024 highlights digitalization as a key driver of progress and the potential of AI in the real estate industry.
A survey by Statista analyzes the future impact of megatrends on the German real estate market.
Der IVD informs about increasing management fees and additional costs based on a recent CRES study.
Haufe provides insights into the digitalization of the real estate industry through the Digital Real Estate Index.
Der VDIV highlights digitalization as an opportunity for the real estate industry and the advantages of open digital platforms.
PwC provides comprehensive insights on its page about Digital Real Estate and the digitalization of the real estate industry.
Deloitte provides perspectives and analyses on digitalization in the real estate industry.
Die PropTech Germany Study 2023 deals comprehensively with PropTechs and innovations in the German real estate sector.
FAQ
Is property management software also useful for small management companies?
Yes, absolutely. Especially small management companies benefit from digitalization, as they can establish professional and scalable processes with less personnel effort. Automating standard tasks creates room to run operations efficiently and grow.
How complicated is the transition to new software?
The effort depends on the chosen software. Modern, cloud-based solutions like Valoon are designed for easy implementation. By using familiar interfaces like WhatsApp, the training effort for external partners and on-site staff is almost completely eliminated.
How secure is my data in cloud-based property management software?
Reputable providers guarantee the highest security standards. Look for GDPR compliance, encrypted data transmission, and server locations in Germany or the EU. Role-based access rights also ensure that everyone only sees the information intended for them.
Can I also manage communication with craftsmen using the software?
Yes, that’s a core function. You can assign tasks and orders directly from the software to craftsmen and other service providers. All communication, including photos and documents, is documented centrally and legally compliant, significantly simplifying coordination.
Does the software also support mobile use?
A good property management software must be usable on mobile devices. Employees in the field, janitors, or external partners should be able to access all relevant data, edit tasks, and update the status using their smartphones or tablets.
What does legal certainty mean in the context of property management software?
Legal certainty means that all actions, communication histories, and documents (e.g., hand-over protocols) are stored unalterably and are timestamped. This seamless documentation is admissible as evidence in court and protects you from liability claims.
