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Best Practices

Efficient Multifamily Residential Property Management

Explore how you can overcome persistent challenges and reach new levels of success.

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Top Challenges in Multifamily Property Management

Between a surge in demand for units nationwide, an economic recession, shifting employee expectations, and a flood of new units coming online, multifamily property management businesses face various challenges — all of which are forcing executives to look closely at their operations.

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62% of property managers ranked operational efficiency as one of their most pressing challenges.*

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Property managers report that 14+ hours a week are spent on tasks that could be streamlined or automated.** 

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54% of property managers cited maximizing revenue and profits as one of their top challenges.*

Source:  *2022 AppFolio Property Management Industry Pulse  **2022 AppFolio Property Manager Hiring and Retention Report


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Why Multifamily Property Management Companies Need to Adapt Their Strategies

A lack of standardization and poorly integrated or disparate systems can lead to operational inefficiencies for multifamily asset management companies. This can negatively impact the employee experience and make it difficult to retain top performers, scale, and maintain margins.

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“Our previous solution felt very segmented, to the point where we had to exit completely out of the system if we wanted to look at multiple properties. Now all of our data is together in one place. Searching for data is now task-oriented rather than property-oriented.”

Anne Peterson
Rainier Properties, 2,000+ units
Read the Story
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How Having Streamlined Operations Elevates Your Property Management Business

Happier employees and less churn

When workflows are consistent, flexible, and efficient across properties, teams have more time to devote to meaningful work.

Better data, faster decision-making

A single source of truth can help multifamily housing management companies get the insights they need to take advantage of market shifts and act quickly to resolve complex challenges.

Competitive advantage

The benefits of frictionless workflows and simplified processes extend to your renters, owners, and investors through great customer experiences.

Ready to Take Your Multifamily Property Management Business to the Next Level?

Download this free guide for ways to streamline your processes and create space to scale.

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Ways Multifamily Businesses Can Overcome Operational Efficiency and Staffing Challenges

Follow these strategies to maximize your people and processes.

Centralize Teams for Greater Efficiency

Instead of having team members wear different hats throughout the day, centralize your teams into specialized roles so they can focus on what they enjoy and do best. This way they can get work done faster and more efficiently — and help your business grow sustainably.

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Leverage AI to Automate Manual Processes

By putting AI and automation to work, you can free teams from tedious, repetitive tasks like responding to commonly asked questions so they can have more time to focus on higher-value work and customer service. 

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Differentiate Through Personalization

When you offer personalized service and differentiated experiences to renters, owners, and investors, you can attract and retain more customers and stand out from your competitors. On-demand tools and AI can help you curate customized experiences at scale all while driving efficiency.

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Consolidate Your Tech Stack

Having a single system to manage all of your workflows, integrations, and property data can eliminate inefficiencies and allow you to get the insights you need to make smart business decisions and boost NOI.

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How Technology can Streamline Critical Workflows

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Multifamily Marketing

Attract more prospects with a fully integrated, modern website, flexible virtual showings, and seamless self-guided tours. Additionally, use AI to help you make sense of data on your current and future customers to maximize your marketing efforts.

Multifamily Leasing

Let AI work as an extension of your team to respond to prospects 24/7 and automate key leasing processes like renewing leases and finalizing lease agreements. Additionally, use a customer relationship management (CRM) system to strengthen relationship-building with prospects by securely managing personal details. 

Multifamily Maintenance

Simplify work order management, speed up unit turns, and provide a better customer experience with a fully automated maintenance flow and online self-service resident portals.

Multifamily Accounting and Reporting

Save time, increase visibility, and minimize errors and inconsistencies by automating your accounts payable, late fees, and monthly owner statements.

Unlock Operational Excellence With AppFolio Property Manager

See how one powerful platform can help you build upon your strengths and maximize efficiency.

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“AppFolio is constantly iterating on their software. We have tremendous confidence that working with AppFolio is better than doing it with anybody else.”

Rishi Khosla
Chief Marketing Officer, 2B Living 5,000+ units

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Frequently Asked Questions

What are the most important KPIs for measuring success in multifamily property management?

Key KPIs include occupancy rate, net operating income (NOI), lease renewal rate, and maintenance costs. These metrics provide a comprehensive view of financial health and operational efficiency.

How do large multifamily property management companies stay competitive in today’s market?

They focus on technology integration, resident experience, and data-driven decision-making to stay ahead. Offering amenities, on-demand tools, and responsive customer service also plays a crucial role.

What industry trends are shaping the future of multifamily property management?

Trends include the adoption of smart home technology, sustainability initiatives, and the use of AI for predictive maintenance and resident engagement.

What are the most effective marketing channels for leasing multifamily properties quickly?

Online platforms like Zillow, Apartments.com, and social media are highly effective. Local real estate agents and community events can also drive quick leasing.

How can property managers improve resident retention in multifamily communities?

Foster a strong community, offer an excellent resident experience, and provide amenities and on-demand tools that meet residents' needs. Regular communication and feedback are also crucial.

How can property managers reduce vacancy rates in competitive multifamily markets?

Implement aggressive marketing strategies, offer move-in incentives, and maintain a high standard of property maintenance to attract and retain residents.

How can multifamily property managers reduce maintenance costs without compromising quality?

Regular preventive maintenance, efficient vendor management, and leveraging technology for cost-effective solutions can help reduce maintenance costs while maintaining quality.

What are the key factors in selecting and managing maintenance vendors for multifamily properties?

Look for vendors with a strong track record, competitive pricing, and reliable service. Regular performance evaluations and clear communication are essential for effective management.

How can property managers ensure fair housing compliance in multifamily communities?

Stay updated on fair housing laws, provide regular training for staff, and maintain transparent and consistent policies to ensure compliance and create a welcoming environment for all residents.

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