Things can quickly get on top of staff when working in a fast-paced environment like a real estate agency or property management office. There can be a lot of telephone traffic from new leads to a third-party organisation, even for a small but thriving business. Here are three problems a property management phone system for estate agents and property owners resolves.

Problems a property management phone systems can resolve

A phone system should always be about streamlined communication. A cloud-based phone system will provide the flexibility and features your property agency needs to keep things running smooth.

Missing Leads

With a VoIP phone system, you never have to miss a call again. Countless features aid call handling and the professional presentation of a company. Here are just some of the features to stop missing leads.

  • Call Queuing. When your team is busy, callers can join a queue and hear music or an advertising message. This approach makes potential leads more likely to stay on the line for longer.
  • Auto-attendant. At the beginning of a call, callers are presented with a list of press options. These options can route them to the appropriate department, site or staff member. For example, they may press 1 to speak to the London branch, press 2 for the Hampshire branch, press 3 to pay a bill etc.
  • Roaming Extensions. Your office staff can connect calls directly to other team members who are out at a property via a mobile app. The feature is perfect for when agents are currently at a property but can still take calls.
  • Virtual receptionist. A virtual receptionist service is ideal for small estate agents with a lot on their plate. The receptionist delivers the right presence for your company and can answer basic questions to callers. Some of their actions include taking down contact details for a callback, messages about property progress, and even parking unsolicited sales calls.
  • Out-of-hours Call Management. Of course, you can’t always be on call. So, a cloud-based property management phone system can be set to several out of hours options. Sending to a mobile, voicemail or even a different branch can all ensure you never miss that unique lead when it lands in your lap.

Protect against tenant disputes

If you’re a property manager or landlord, you’ve likely come across your fair share of tenant disputes. One way VoIP can reduce the frequency and the longevity of arguments is through call recordings. A phone system with call recording can be a powerful tool, allowing you to record and replay all calls whenever you need. By recording your tenant, landlord or third-party conversations, you can easily prove who said what. Here are the features that will aid conflict resolution.

  • Call Recording. As we said, this is a great way to prove what was said on a phone call, especially if there is no written confirmation. In addition, calls can be recorded and stored on most cloud-based systems indefinitely, so even long term tenant disputes can be resolved even after many years.
  • Conferencing. If there is a dispute between tenant, landlord, your agency and even third parties, VoIP systems usually allow conferencing calls, including video. These calls can also be recorded, ensuring that all parties are held accountable.
  • Call Monitoring. While the audio of a call can be indispensable in resolving disagreements, even simple call monitoring can be used as evidence. Call monitoring can keep track of if and when a number called your office. Property agents can use this to highlight non-contact from a troublesome tenant. At the same time, it also shows when your staff called the tenant, proving due diligence.

Should a dispute be taken further, it’s good to note that call recordings are admissible evidence in UK courts. So give yourself added protection should you need it.

Take More Calls and Make More Sales

We all want business to be booming, so here are some ways a phone system can help when your estate agent company is not achieving your targets.

  • Call Logging and Statistical Monitoring. Get instant notifications of missed calls and queue exits so you can quickly and easily return calls. This will ensure you don’t miss any leads. You can also monitor call volumes and staff performance to see who can improve.
  • Virtual Landlines. Marketing is essential for all businesses, but you don’t want to waste your time on campaigns that get you nothing. Virtual landlines and trackable phone numbers allow your company to have unique numbers for different uses. For example, other numbers for additional sites, leaflet drops or social media posts can help you see what’s working. That’s because you can see how many calls you get from each number.
  • Shared phone directory. All your contacts in one place guarantees you can get the correct number for the right person. All staff can add their leads and connections to a shared directory that can immediately update across your phone system. So, if a team member is ill or on holiday, others can reach out and not miss that important sale.

Property Management Phone System with Yestech

We offer a comprehensive range of features like those described above for property management companies and estate agents. In addition, Yestech is passionate about creating bespoke phone systems that work for a company’s individual needs. Whatever challenges you face, we can make the communication process streamlined so you can concentrate on your business. We are all about communication, we are a telecoms company, after all, so let’s talk. Call 0800 524 4293 today, or contact us using our online form.