Take a moment to think through the handling of a simple maintenance request, from reporting all the way through to payment. For most property managers, the process (outlined in our diagram below) includes around 8 steps and a bare minimum of 22 separate communications. (Double or triple that for more complex issues.)

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Surprised? You shouldn’t be. Maintenance management is one of the most labour-intensive – but valuable – roles property managers can take on. And yet, very few charge any kind of additional fee for shouldering this sizeable workload. This is despite the risk that giving it anything less than 100% is almost guaranteed to drive clients away. (Recent research shows poor maintenance management challenges to be one of the leading causes of lost business.)

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So, what’s the alternative? When your average service fee is a mere R864 (10% of today’s national average rental of R8,647), it’s simply not feasible to spend hours on every dripping tap. That’s a sure-fire way to drive your profits (and your team) into the ground. Thankfully, there is a much better option.

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Taking Maintenance Management online

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As technology has advanced, so too have online maintenance request solutions like RedRabbit. By streamlining communications, improving documentation, and eliminating inefficiencies, these solutions have become literal gamechangers for property professionals.

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Those embracing online maintenance requests are already delivering exceptional service in a fraction of the time, with happier tenants, clients and suppliers, and thriving properties. As technology continues to evolve, however, this competitive edge will only become sharper, paving the way for a more professional and profitable industry all round.

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But don’t take our word for it. The proof, as they say, is in the pudding. Here are just a few of the benefits you can expect from an online solution like RedRabbit.

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The benefits of online Maintenance Management

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Standardised, professional communications

Prebuilt, editable templates make it quick and easy to fire off those 22 (or more) communications that happen every time a maintenance request comes in. No more repetitive typing, no need to cut corners – just effortless, consistent and ultimately professional communications and reporting, ready to roll out to any and all relevant stakeholders in a matter of moments.

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24/7 Availability

Maintenance issues don’t keep office hours. Using an online solution means tenants can report problems at any time of day, with full peace of mind that their request will reach the right eyes with the appropriate level of urgency. This instant,24/7 accessibility is also valuable for agents and landlords, enabling faster response times to both routine and emergency repairs.

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Full audit trail

Built-in tracking of all communications means property professionals using online maintenance solutions have easy access to a clear and comprehensive audit trail. This is not just an important record from a legislative perspective. It also promotes transparency and accountability between all stakeholders, encouraging everyone to put their best foot forward.

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Organised data

With all data automatically collected and collated online, it’s easy for any team member to take charge of a repair project at any time. No more complex handovers or critical information lost to staff churn. Progress reports outline all project details, including steps taken and steps approaching, making it possible to seamlessly pick up where another has left off.

Automated records management also makes it much easier to identify repeat issues and/or warrantee claims, ensuring the right contractors are held accountable down the line.

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Automated reminders

Online systems also offer automated reminders to keep your repairs at the top of your contractors’ priority lists. No need to waste time sending countless follow-up emails and reminders. The system can handle that for you, resulting in prompt responses and expedited service that makes you look good, and keeps your landlords and tenants happy.

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Picture perfect repairs

Logging maintenance requests online (rather than by sticky note, phone, whatsapp or email) makes it much easier for tenants to include important supporting details. From pictures of the issue to appliance models and serial numbers, they’ll be able to upload everything you need, in one consolidated place, to get the issue sorted in record time.

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Having access to photographs also enables property managers to identify urgent issues that could escalate, prioritising these to avoid more extensive – and expensive – repairs.

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In-app guidance

Built-in templates also make it possible to guide tenants through the online repair reporting process, prompting them to include all relevant details, first time. Prompts can also notify tenants if an issue is not the landlord’s responsibility, keeping “nuisance” reports (like blown lightbulbs) from creating unnecessary admin.

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Greater cost efficiency

Online workflow and communication efficiencies (paired with detailed tenant repair requests) make it quick and easy to get multiple quotes from multiple suppliers while avoiding unnecessary callouts and associated fees. This ensures projects are completed at the most cost-effective rates possible (a win for landlords) with minimal inconvenience to tenants (a win for them, too).

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System integration

The cherry on the cake (for RedRabbit, at least) is that it integrates into WeconnectU’s Rental Asset Management solution. This unlocks even more efficiencies, eliminating duplicate data and facilitating effortless, cross-platform information sharing. Just imagine the smiles on your accounts and compliance teams’ faces when they discover invoices and inspections are shared live between platforms!

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Turbocharge your team

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Technology has changed the game for maintenance and repair management, turning what used to be a time-consuming profit-sink into an extraordinary, seamless and professional value adding service.

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Regardless of whether you choose to reflect this value in your billing (which we strongly encourage you to do), embracing this opportunity to supercharge productivity and professionalism is an essential step towards creating the resilient, future-proof and profitable property management business of your dreams.

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Ready to step into the future? Get in touch to see RedRabbit in action.‍