The selection of business software for home and public-sector administrators often moves in a field of tension: high demands on functionality and performance are faced with a fixed budget and limited company resources. In order to be able to make a well-founded and long-term economic decision in the market of software providers, a variety of factors, such as core functions, implementation costs and future viability, have to be taken into account.

The digitization of the housing industry is progressing steadily, putting ever-narrower limits on the possibilities of oral communication, paper economy and human overview. As a rule, even smaller administrators can no longer do without powerful management software.

As the company grows, the demands on a work-sharing organization increase and automatically lead to a reorganization of tasks and responsibilities. At the same time, there is a growing demand to be able to cope with the accounting, technical building management and commercial inventory management in the software to be used. 

In contrast to this, in reality one often finds a situation in which companies have to make do with isolated solutions, manual processes and manually reworked evaluations. For example, the functionalities of a modern system design, such as automated processes, flexible data analysis, easy data export, the electronic invoice and incoming workflow or the integrated document management, still do not belong to the daily routine of every case worker.

It is therefore clear that these managers have a great need for powerful software in order to map the processes and business activities as economically as possible. But how can you make the right decision in the market of administrative software?

It does not always have to be made to measure. Large companies usually have correspondingly large budgets. You have the opportunity to create a tender with all required functions and company specifics in order to find a supplier suitable for you, who individually and tailor-made your requirements. 

So you are able to configure the selected software exactly to your business processes, set and, if necessary, to be extended with appropriate additional developments. This way is not necessarily open to small and medium-sized managers. They rely on finding software that meets their basic needs and meets them on economic terms.

Elementary functions

The basic needs of software-related administrators can be summarized in a few words: maximum efficiency in day-to-day business, legal compliance, data protection and data security, as well as accessibility at all times. B. to owners and advisors.

In day-to-day business, the automation of processes offers great potential for savings, because tasks that occur constantly can be processed much more efficiently. Thus, a learning function for recurring bookings saves a lot of paperwork, automatically generated rent.

Annual obligations, such as the creation of increasingly complex additional costs, must comply with the current legal requirements on the one hand, but must be flexibly designed so that the special features of the objects can be taken into account. The preparation of economic plans and the calculation of rent increase potential also play a role that should not be underestimated. Software providers are challenged to know exactly what their views are and to take their needs into account in the architecture of their software solutions.

Another criterion is the provision of interfaces based on industry standards. As a result, the range of services of the solution can be expanded with little effort. This circumstance is of central importance, because the possibility of integrating mobile solutions, service partner portals and tenant cockpits based on future-oriented technologies, decides on the long-term horizon of a software and thus has a great influence on the profitability of an investment. Suppliers best meet ever-increasing requirements if they define their software as an open platform and further develop it together with cooperation partners.

Other factors

To be able to provide information to their customers, the administration must have holistic access to property, tenant and booking data, leasing status and vacancies, as well as other core information. This criterion can best be met by software operation via a certified data center with 24/7 server operation and integrated system monitoring. Compared to an in-house operation, further advantages are obvious, because a professionally managed data center guarantees the highest security and data protection standards. 

The customer will be tedious on security-related obligations, such as the regular performance of updates or backups, which would otherwise be responsible in-house. Other services such as geo-redundancy or access, access and other standard controls reduce the risk of data loss to almost zero. 

In order to exploit the potential of the applications used, it is very important that employees receive intensive, practice-oriented training geared to their needs. If the implementation is professionally and expertly accompanied and competent contacts are available, emerging questions and problems can be solved quickly and efficiently. This allows administrators to unlock the full potential of their software solution.

The price-performance ratio is central

All these criteria limit the number of software solutions in question, but they often do not allow a clear selection. Therefore, another important criterion is the price-performance ratio. On the one hand, because the software introduction for companies usually means a great financial outlay, on the other hand, because the providers differ significantly in this area. License costs, implementation costs, migration costs, training costs, consulting costs, and service or support costs vary widely and have a significant impact on the cost-effectiveness of software conversion. If they are difficult to calculate or even change in the course of the project, they represent a risk that should not be underestimated.