Does your team work together just as well remotely as they do in person?

Due to COVID-19, working remotely is the new reality for many property teams. Because of widespread work from home practices, it’s more important than ever to find a way to keep your team productive remotely.

However, when you and your team work remotely, it can be a challenge to be productive and get everything you need done. But, your team being productive is key to a well-run building with happy tenants.

If your team struggles to get their jobs done remotely, they can’t keep your building and all assets in good working order. And, if they can’t be productive remotely, your team can’t create a great tenant experience that increases tenant satisfaction and retention.

How can you help your team be productive while working remotely?

One way is to use space management software. With this software, you can store all your data in one place that’s easy to find. And, you can make everything accessible from anywhere, so your team has what they need while working remotely. Plus, with space management software, your team will have the tools to mitigate vacancies and minimize tenant turnover.

Wondering how space management can help your team be productive while working remotely? Read on to find out.

Step 1: Centralize Data Storage

Storing your data in one place is the first way to help your team be productive while working remotely.

Your data, like tenant-level information or floorplans, is probably stored in filing cabinets, localized computer files, or even email inboxes. While this can work when everyone is on site all day, it becomes a problem when your team is working remotely.

Your team can’t access filing cabinets while working remotely. And, you have to manually share localized computer files to anyone not using your computer. Having this siloed information means your team doesn’t have the info or tools necessary to be productive.

As such, necessary work around your property can’t get done while working remotely – which leads to a run-down building and unhappy tenants.

So, to be productive remotely, you need to have your data in one place. That way, your team doesn’t have to hunt for what they need to get their jobs done. Instead, they can go to a single place to find exactly what they need to be productive.

While you could manually create a central file location, it can be time-consuming to gather all your data and consolidate it. A better way is to use space management software that has a central hub for all your data. That way, your data is all automatically collected in one place – helping you and your team be more productive.

Step 2: Access Data from Anywhere

Along with centralizing your data, you should also make sure your team can access it from anywhere to keep your team productive while working remotely.

Much of your data is probably stored in paper copies or local computer files. However, with this method, your team has to be in the building to access paper copies of data. Or, they have to be the owner of the file to access the data. As such, when your team is working remotely, they have limited access to crucial building data.

What’s more, these paper and local digital data storage methods mean your team could be working from different versions of floorplans, tenant info, and other core resources. This can lead to confusion about which information is correct, making it harder for your team to work together and get things done.

Without the right data, your team struggles to do necessary jobs like connecting with current tenants, winning over prospective tenants, and making sure all building maintenance tasks are complete. This can cause tenants to be unhappy with your building service, crucial equipment to break down sooner, increased vacancies, and more – all of which hurt your building revenue.

To solve this problem, you need to have access to your data from anywhere. That way, your team has remote access to everything they would normally have while working at your property.

While you could manually set up a file-sharing system, you have to move every file into the system and get every team member set up with it. This can be time-consuming, to say the least. An easier way to make your data accessible from anywhere is by using cloud-based space management software.

With this software, your data is automatically uploaded to the cloud, which you and your team can access from anywhere. And, your data is automatically updated. So, you and your team always have the most up-to-date floorplans to work from. That way, you and your team can work from one universal source of truth, and can be just as productive remotely as you are onsite.

Step 3: Simplify Leasing and Tenant Retention

One last way to keep your team productive while working remotely is to use space management software to simplify leasing and tenant retention.

Keeping up with the leasing process and tenant retention can be challenging when working at your property. When much of your team is working remotely, it can be even more difficult. Your team has to meet all tenant and prospective needs just as quickly as they would at your property, often without all the information they need on hand.

If your leasing and tenant retention process is less efficient when your team is working remotely, your team won’t be able to mitigate vacancies effectively, and won’t be as successful in attracting new tenants. Having fewer tenants will negatively impact your building revenue and decrease your NOI.

However, you can avoid this by simplifying your leasing and tenant retention process. Your team shouldn’t have to scramble for the most updated floor plans or tenant info. And, they should have easy access to floorplan changes and visibility into your rent roll. That way, they can easily access every tool needed to stay on top of leasing and tenant retention.

Space management software can make this easy, even while working remotely. With space management software, you can view and edit floorplans in minutes. Your team can virtually show new and existing tenants what increasing or decreasing spaces will look like. This helps to increase their satisfaction while keeping your leasing process moving along.

And, you can eliminate the need for costly architects who take weeks to get back to you. Space management software allows you to manage everything in house – helping you reduce your operating expenses.

And, with dynamic and stacking floorplans, space management software gives your team visibility into tenant leasing data – so they can prepare for vacancies and be proactive about retaining tenants. The best part? Your team can do all of this remotely.

Wrapping It Up

The COVID-19 pandemic has changed nearly every aspect of daily life – including how and where you work. Widespread remote work isn’t likely to go away anytime soon. So, you need a way to keep your team productive while working remotely in order to be successful in the long term.

But, maintaining productivity can be challenging when you’re not on your property every day. But, if you can’t find a way to keep your team productive, you won’t be able to keep your building in top shape, manage vacancies, or provide a great tenant experience.

Space management software can help you keep your team productive by centralizing your data so it’s easier for your team to find what they need. And, using cloud-based software can help you access what you need from anywhere. Finally, space management technology can simplify your leasing and tenant retention process – to keep your team productive, attract new tenants, and mitigate vacancies.

Looking for space management software that helps your team be more productive? Give Prism a try. Prism’s space management module centralizes your data, is cloud-based to allow access from anywhere, simplifies leasing and tenant retention, and more.

Learn how space management software can make your team more flexible, efficient, and productive in our eBook: 3 Ways to Boost Efficiency while Remote with Space Management Software.