These days more and more businesses are doing their part to reduce their carbon footprint and help lower the consumption of precious resources in our environment. One of the easiest ways to do so is by going paperless. Historically the property management industry has been very paper-driven, from faxes to invoices and checks, to storing boxes upon boxes of files. It may seem like a major task, but if you employ the following 5 tips, you can transition your property management office to a more environmentally friendly zone with ease.
Overcome the Urge to Print
It’s normal to want to print everything out and file it away where we can physically reference it as needed. Today’s technology doesn’t require this anymore, providing the ability to store and access a tremendous amount of data electronically, rather than on paper. This reduces waste and also keeps your important information protected from things like fire or water damage.
Not only does property management software help you improve productivity by automating manual tasks, but it also supports a paperless environment because it facilitates document storage and electronic information sharing. That means less physical paperwork to have to handle and store, reducing waste.
Get Organized Electronically
A good organization strategy isn’t just for physical files. You can also create and implement an electronic organization plan that helps you make sure everything is filed away where it belongs so that it can be easily retrieved on demand. Once you do, you’ll be amazed how much time you’ll save when you no longer have to dig through paper files to look for something you need, and instead can access it with a few clicks of the mouse.
Invest in a Scanner
For those documents that come in to the office in paper form, you can still work with a paperless system by simply using a scanner to transfer them to electronic versions. Make scanning incoming paper documents a part of your organization strategy and it won’t be overwhelming.
Offer Web-Based Options for Customers
One of the biggest expenses property management organizations incur is monthly mailings. This is also a huge waste of paper. By offering your customers the option to view their account information and make payments online via a secure web portal, you’ll reduce this consumption, lower costs and provide an added level of convenience for your customers.
Given the present state of the environment, it’s imperative that we all do our part to conserve and protect our precious resources. Part of this involves lowering our consumption of paper. While it’s unlikely that you will be able to go completely paperless, by just reducing the amount you use can still have a significant impact.
How have you reduced consumption in your property management office? Please share your tips and suggestions in the comments below!
Find out what more you can do to boost the productivity of your property management business. Download a free copy of The Property Manager’s Guide to Maximizing Productivity.