Knowledge is power

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Looking for property management call answering solutions?

If you’re a  commercial property manager, what keeps you up at night swallowing Tylenol is likely to be due to one of the following:

  1. Time
  2. Management
  3. Maintenance

We all complain about lack of time. We all have the same 24 hours, but we don’t all use them up the same way.

We don’t have a time deficit, we have a management one.

Property managers  juggle simultaneous commitments

– calls from tenants,

– complaints from owners,

– inquiries from property seekers.

– landlords checking references and

– calls from service companies, etc..

They feel victimized by the phone and email because they aren’t in control. Outsourcing calls can get you back in the captain’s chair.




“Efficiency is doing things right; effectiveness is doing the right things.” – Peter Drucker

Time deficits, like financial ones, can leave us feeling heavier on our feet and lighter in our wallet.

A  property manager regularly puts out fires while juggling phone calls and building emergencies. But every ‘superman’ manager is vulnerable to their own ‘kryptonite’ – time.

When everything needs your full attention, nothing gets enough.Click To Tweet



Outsource –

There are different roads to reach the same goal. But if you’re running on empty, whatever road you choose will be a dead end.

One way to save fuel is to use less of it. By lightening the load, your fuel will go further.

Delegating or outsourcing less time-sensitive work gives you better mileage and more power.

For example, outsourcing your calls to a professional call management service will free you to focus on your priorities.

Call agents represent you. They’re your virtual receptionists who filter calls and expedite them according to your directions.

You get immediate notification of only those calls you deem as priorities.


What’s the value of a good night’s sleep?

Being “on-call” means you liable to be interrupted at any time. That could mean receiving a call at 3am from someone wanting to know what time the rental office opens.

Call agents are ‘on call’ 24/7. They screen your calls so only emergencies get to disturb your sleep.  

Fauna Foundation Chimpanzee




“ipsa scientia potestas est” (‘knowledge itself is power’)  – Francis Bacon

What is knowledge but data?

When Bacon wrote these words in 1597, only 30% of the population could access it. Today, we are flooded with data. The challenge is no longer accessing it but managing it.

How do we keep up?  What data is important?  How can we make it work for us?

Most call management centres collect a huge amount of data. Few make it available to their clients. This data is a bankable resource upon which to build a solid business strategy.

Customized reports generated from this data can reveal trends such as:

  • the tenants who call for help most often,
  • the call history for each property (tenant or co-owner in the case of condos)
  • the buildings that report most problems


Solution / Benefits:

Call management services act as your personalized CRM. They save you time, frustration and lost revenue by:

  • tracking caller history and trends
  • repopulating repeat caller information into your script fields. (This reduces client’s time and frustration by avoiding information repetition for every call.)
  • billing you less time due to fewer errors and redundancies to process.
  • tracking specific user issues. (resulting in fewer input mistakes and omissions.)
Property Management maintenance


Maintenance – (Emergency repair prevention)

Missing a call about a ceiling leak can result in serious damage to your property investment.

Even the smallest claim cannot only shoot your insurance premiums that ceiling, but also the roof.

What happens when one of your property’s HVAC systems breaks down in the middle of the night and no one notices?

Delays caused by unanswered calls not only cause expensive repairs, but also the loss of goodwill and trust of your clients.

Solution / Benefits:

Call management services screen your calls according to your preferences. If the call is an emergency, you’ll be immediately notified via SMS, email or telephone.

The agent can prevent problems escalating by initiating preventive protocols with the caller. For example, they can suggest to the caller that they “close the water valve or put down towels or a water catcher. This gives you time to arrange a service call. In the meantime, the problem hasn’t become a possible insurance nightmare.

You protected your property investment and saved your client major inconvenience.

i24 Call Management Solutions have agents who are on call 24/7. The service is customized to meet your requirements.

The move to outsource your call management may seem like more work. You may feel you haven’t the time, but i24 makes setting up your account and going ‘LIVE’ a pain-free process.

“If you deprive yourself of outsourcing and your competitors do not, you’re putting yourself out of business.”  – Lee Kuan Yew

The following infographic and downloadable document take you through the process step by step, smile by smile.

Click on the image below to download the pdf.

Looking for property management call management solutions?

About the Author:

Ray Hiltz is Director of Virtual Reality for i24 Call Management Solutions. He's passionate about using collaboration to build a better workplace, country and world. His ongoing challenge is to strike a balance between the digital and the real world. So far, it's proving difficult.

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