Changing your business processes isn’t as simple as coming into work one day, and suddenly changing how everything is done. That simply won’t work.

If you’re finally taking the plunge to adopt more digital, automated processes in your property management business, then you need to do it right.

For a new process to stick, it needs to be given adequate time and energy. This involves first working through your current processes and creating a mindset shift in the culture of your organisation. Before starting with a new process, you need closure from your old processes.

5 Steps to changing your business processes for managing agents

Automated processes are there to make your work day more efficient. But for them to actually work, there needs to be change in thinking for all involved. 

Below are five steps to follow before kicking off with a new business process:

1. Align your digital strategy with your business strategy

Your new processes can’t exist independently from your overall business strategy. They need to work together. For example, if your business strategy is to create strong relationships with vendors, then your digital processes need to help strengthen those relationships.

When everyone is clear on the current business strategy, and you all share a clear view of your customer, it’s easier to push to a new business process that’s customer-centric.

2. Focus on teamwork and getting your team to embrace change

The success of your new processes are based on the people using them. Put a strong focus on teamwork and getting everyone involved in embracing the change. Invest in training and take the time to make sure that everyone understands how the new process works.

Your new processes should make collaboration easy, which will also emphasize teamwork in your business. No more silos, or silo mindsets.

3. Select tools that are specific to your business

There are so many digital tools available for businesses to use. From big, all encompassing software to smaller, more niche tools. If this is your first step towards digitalisation in your business, we recommend sticking with a niche tool.

Unity was designed specifically for property managers. Our main aim with the software was to take the exact processes that you were already doing (manually) and automate them. This makes the adoption processes completely natural and intuitive to all property managers (no matter your digital experience).

4. Create a culture of accountability and transparency

The great thing about digital systems is that everything is transparent and everyone is held accountable for what they do. People can no longer hide their work behind spreadsheets. Your digital systems will become your single source of truth in your organisation. 

Before implementing these systems, it’s important that you create a culture of accountability and transparency. There needs to be change in thinking and a clear understanding around the benefits of accountability and transparency in an organisation. With this thinking, the transition is much easier.

5. Finish off old processes to start fresh and new

It’s always best to start new processes off on a clean, fresh slate. While many processes are ongoing, there are some that have an ending. 

For example, before starting a new process for invoicing clients, first finish off your current invoicing for the month/quarter/or year. Or, if you’re going to start using Unity as a way to track communication with your vendors, first finish off all current projects. Then, when you start a new project, with a new vendor, start off with putting everything on Unity. 

As far as you can, you want to make sure that you’re capturing all relevant information on a project. When you change your process halfway through, it just makes it messy.

Lay down the groundwork for a smooth transition to digital

Without taking the time to create a solid, optimised process for change, you run the risk of your new processes failing. It’s important to lay down the groundwork for digital transformation by encouraging a shift in mindset and properly finishing off all current processes.

When you sign up with Unity, we’ll help you develop a process adoption strategy within your organisation. Together, we’ll get you from manual to completely digital in no time!