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Amanda Stiles, Times are changing


Amanda Stiles

An interesting shift is emerging within real estate circles: one which could dramatically change the face of real estate management for the better. Amanda Stiles, General Manager of award-winning agency Morton & Morton, explains.

The business of selling and leasing properties relies on comprehensive reports, inventories and invoices. While passion and knowledge may give the edge on the floor, thorough documentation is the cornerstone for productivity. However, as demands on our time increase and cost-savvy companies continue to dominate the market, the benefits of electronic document storage are becoming increasingly apparent.

Morton & Morton

Around six years ago, established real estate agents Morton & Morton modernised daily office procedures and eliminated their paper trail. Ahead of their time then, the benefits of a paperless office are still paying dividends. “We used to take two days out of our month to stuff envelopes in the boardroom,” recalled Amanda Stiles, who manages over 1000 rental properties in her role as General Manager. “Two days out of your business is expensive. Now, someone pushes a button and the property managers don’t even know ‘end of month’ is happening.”

A new way of doing business

Herein lies the shift – the switch from pen and paper to computer and keyboard. But it is more far reaching than this, Amanda explains, as good electronic document storage software prepares to change the face of real estate management as we know it. It is little wonder that several electronic storage systems are now on the market, specifically designed to wick away the unnecessary time spent managing paper documents. As Amanda testifies, choosing your software through one such provider gives essential backing and support throughout the transition period – and beyond. Making the switch is surprisingly simple, said Amanda, who explained the key benefits that come from short-circuiting your paper trail.

Five Benefits of 'going electronic'

1) Saves time

Eliminating paper from your daily routine ensures everyday tasks can be executed more efficiently. “We could have an owner on the phone who wants to query their strata cost”, said Amanda, “but we don’t have to physically get up to the cabinet and search through paperwork. We call up the documents while we’re on the phone. We just use the software’s sort function and resolve the query there and then.” With documentation stored electronically, files can be emailed to landlords with a few clicks of the mouse.

2) Instant Access, anywhere

Easy access needn’t be limited to a workplace, either. “We have four offices in Sydney,” explained Amanda. “Now our documentation is held electronically, I can work in Crows Nest and look up a lease in Darlinghurst. I don’t need to make a trip to the city.” With information consolidated in one central location, multiple agents can access documents remotely and at the same time – from home, or between appointments.

3) Protects your documents

“It’s also a case of risk management”, added Amanda. “It’s much more accurate and reliable to be a paperless office.” Documents are stored securely and backed up daily. “If the office burnt down we’re all backed up. Paper has a life span - but as long as we keep our servers in check, we know our information is secure.”

4) Reduces costs

The immediate reduction in printing, postage and storage costs enables electronic storage to pay for itself. Valuable resources are freed up – increasing employee productivity and reducing the outlay of unessential labor. “We spend less time moving to and from offices,” admitted Amanda. “The cost savings far outweigh the cost of implementing the system.”

5) Supports strong customer relations

Perhaps most importantly, as Amanda pointed out, “our clients are moving forward and their expectations are greater”. With the support of a good electronic system, property professionals can spend less time drowning under a paper pile and more time delivering quality service.

Key points to bear in mind

In a day and age where, as Amanda Stiles says, “electronic storage is an expectation, not a ‘wow’ factor,” it’s only a matter of time before it becomes the norm. With so much choice now on the market, she imparted two final tips to bear in mind when considering your own options.

Firstly, choose a program that integrates with your existing PM/trust accounting software. This will ensure the switch to electronic document storage is seamless and trouble free. “We used to have property drives in a shared folder but making the switch was easy,” said Amanda, who specifically sought software with an inbuilt integration function.

Secondly, consider a provider that specialises in real estate and understands the labour pains of your profession. “It’s hard to quantify just how much time we’ve saved by implementing a system that automatically collates our landlord statements at ‘end of month’. It’s the answer to efficiency.”

fileSMART

One such piece of software is fileSMART, an easy-to-use software system that effortlessly streamlines everyday property management, sales and accounts procedures. Featuring electronic archives and simple sort functions, fileSMART enables property professionals to store and retrieve any document in a secure central location. At the end of the month, or any time you choose, fileSMART can even collate all your landlord statements and invoices, and email them or print them, leaving you to return to the business of servicing clients. “fileSMART is our filing cabinet”, confirmed Amanda. “We use it for everything.”

For more information on fileSMART visit www.rockend. com.au/fileSMART


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Amanda Stiles