Using an answering service can save you time, money, and frustration. With an answering service, you can be notified of truly urgent calls immediately and save time by having the answering service handle all other, non-emergency calls.
When Emergencies Go Bad
With a typical voicemail box, you lose a higher level of interactivity. Also, depending upon your voicemail setup, you might not know that a tenant has tried to reach you until you check your messages, which could be hours after they’ve needed you. If an incident such as a flood has occurred, the longer you wait to respond, the worse the condition of your property becomes.
If you are missing maintenance messages and not taking care of maintenance issues in a timely manner, your tenants could (within their legal rights) withhold rent, hire someone else to fix a problem and charge you for it, move out, or even attempt to sue you because of your failure to respond in a prompt manner. This can cause unnecessary tension between you and your tenants over the course of their lease and even cost you revenue.
How a New Property Management Answering Service Can Help
With a new property management answering service, your tenants can have 24-hour access to you in the event of a true emergency.
When tenants are able to get a quick response to their emergency calls, they are more likely to view your property as a positive living space that is well managed, meaning they are more likely to stay longer. When you respond to their emergencies promptly, you may also be saving yourself time and money by preventing further damage to your property or its tenants.
How It All Works
You can set up a voicemail system that uses automated answering to separate emergency tenant calls from non-emergency tenant calls. The emergency calls are forwarded to a designated phone number, while the non-emergency calls are routed to an answering machine that you can check on your schedule.
You can also have voicemails converted to text and sent to an email account for easy access to a record of what message was left and what problems need to be addressed. No need to scribble down important information and waste time listening to a message over and over again.
People interested in living on your property can get access to a prerecorded message that will let them know about rent ranges, deposits, and amenities. This helps free up your or your receptionist’s phone line for more specialized phone calls that require a staff member to answer.
With a quality answering service, you won’t have any need to forward lines. The system will always answer for you when you’re at lunch, closed for the holidays, or out of the office for any other reason.
Finding the Answering Service That’s Right for You
When you’re searching for an answering service to help you manage a property, always check for the following:
- 24-hour answering
- Messages that can be customized
- Voice-to-text email functions
- An affordable, flat monthly rate (no paying a fee for each call)
Property management can be hectic, but having an answering system can streamline your entire phone-answering process. A business that works more efficiently can create more revenue, more long-term customers, and a glowing reputation within the community for having great customer service and a well-run organization.
Contact us for more information today!