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Green & Paperless - A Property Manager's Competitive Advantage

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Running a green and paperless property management business is a true competitive advantage - property managers find that a paperless office saves time and money and gives them an opportunity to market their 'green' attributes to stand out from the competition. This presentation covers:

1) How to go paperless - what you need to do to get rid of expensive and time consuming paper!

2) Seven simple and cheap ways to make your properties more green to save money and make them more attractive to prospective renters.

3) Ideas on how to market your company as more 'green' so you stand out from the competition.

Published in: Real Estate, Technology, Business
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Green & Paperless - A Property Manager's Competitive Advantage

  1. 1. Green and Paperless – Your Competitive Advantage NAME, AppFolio
  2. 2. Defining Green… Confidential ©2008 <ul><ul><li>A Color </li></ul></ul><ul><ul><li>Political Genre </li></ul></ul><ul><ul><li>Cash Money </li></ul></ul><ul><ul><li>Someone who is envious </li></ul></ul><ul><ul><li>Someone who is inexperienced </li></ul></ul><ul><ul><li>Person can be green-thumbed </li></ul></ul><ul><ul><li>Or green-eyed </li></ul></ul><ul><ul><li>… Eco-conscious </li></ul></ul>
  3. 3. Why Are Property Managers Interested In ‘Going Green’? <ul><li>A paperless office saves time & money </li></ul><ul><li>Opportunity to attract better tenants. </li></ul><ul><li>Marketing these ‘Green’ attributes to stand out from your competition. </li></ul>Confidential ©2008 This is especially relevant in the Northwest
  4. 4. We will cover today: <ul><ul><li>1. How To Go Paperless </li></ul></ul><ul><ul><ul><li>So you run a more efficient office and save money </li></ul></ul></ul><ul><ul><li>2. Seven Simple and Inexpensive Ways to Green Your Properties </li></ul></ul><ul><ul><li>3. Ideas on How to Market Your Company as Green </li></ul></ul><ul><ul><ul><li>Stand out from the competition </li></ul></ul></ul>Confidential ©2008
  5. 5. How and Why to Go Paperless
  6. 6. What Would a Paperless Office Look Like? More Free Time Confidential ©2008 Saving Money Faster Rent Week Less Toner Save the Trees Less Paper Less Office Space Less Postage
  7. 7. 3 Areas To Focus On When Going Paperless Get rid of paper (easier said than done!) Maximize your use of web-based tools (software, email, etc) Stay organized – Scanners and naming conventions Green your office too! Confidential ©2008
  8. 8. Many Typical Property Management Functions can be Performed Online Confidential ©2008 Task Action Benefit Communications -- tenants, owners & vendors Send email instead of mail Save $$ on postage, paper & time Rental Applications & Leases Move them online instead of paper Save time, Better tracking, don’t store paper files Work orders Send email instead of fax Save time, Better tracking, don’t store paper files
  9. 9. More Routine Tasks to Move Online Confidential ©2008 Task Action Benefit Distribute Payments Distribute online instead of checks Save time, Save paper, Get $$ faster Collect Rent Online Offer web-based ACH for tenants No checks to process and manage! Newsletters Email instead of mail Save paper, postage and time!
  10. 10. The More Paper You Eliminate, The More You Save – 2 Examples <ul><ul><li>Filing : </li></ul></ul><ul><ul><li>-- 5 minutes: Retrieve paper file </li></ul></ul><ul><ul><li>-- 10 paper files a day </li></ul></ul><ul><ul><li>= 5 weeks of time just walking files around the office! </li></ul></ul><ul><ul><li>At a cost of $20/hr = ~$4K in wasted time per employee </li></ul></ul><ul><ul><li>Email Owner Statements Instead of Mail : </li></ul></ul><ul><ul><li>Mail 200 Owner Statements / month @$1 Per Statement X 12 Months </li></ul></ul><ul><ul><li>= $2,400 Savings (Postage, paper, time) </li></ul></ul>Confidential ©2008
  11. 11. NARPM Also Offers a Class – Take it! Confidential ©2008
  12. 12. #2 Get and Stay Organized PART 1 - Scanner <ul><ul><li>Fujitsu ScanSnap S1500 – Dedicated document scanner </li></ul></ul><ul><ul><li>very fast </li></ul></ul><ul><ul><li>auto document feeder </li></ul></ul><ul><ul><li>business card scanning </li></ul></ul><ul><ul><li>automatic duplex scanning (can scan both sides of page at once) </li></ul></ul><ul><ul><li>good packaged software </li></ul></ul><ul><ul><li>can buy it on Amazon </li></ul></ul><ul><ul><li>Mac Compatible Version – S1500M </li></ul></ul>Confidential ©2008
  13. 13. #2 Get and Stay Organized PART 1 - Scanner <ul><ul><li>Option 2 - Epson WorkForce Pro GT-S50 – Document Scanner </li></ul></ul><ul><ul><li>Very fast </li></ul></ul><ul><ul><li>75 page document feeder </li></ul></ul><ul><ul><li>business card scanning </li></ul></ul><ul><ul><li>automatic duplex scanning </li></ul></ul><ul><ul><li>600 dpi optical resolution </li></ul></ul><ul><ul><li>Earth-friendly ReadyScan LED technology </li></ul></ul><ul><ul><li>(Mac compatible) </li></ul></ul>Confidential ©2008
  14. 14. #2 Stay Organized <ul><ul><li>Naming Conventions : </li></ul></ul><ul><ul><li>The clearer and simpler the names, the easier the navigation. Include the date. </li></ul></ul><ul><ul><li>Create a Filing System in Advance </li></ul></ul><ul><ul><li>(organizational planning is imperative!) </li></ul></ul><ul><ul><li>Identify which documents will be electronically stored. </li></ul></ul><ul><ul><li>Determine structure for document folders - single-tiered systems or use of subfolders. </li></ul></ul>Confidential ©2008
  15. 15. #2 Stay Organized <ul><li>Assign personnel roles including : </li></ul><ul><ul><li>Identifying which staff will create the folders </li></ul></ul><ul><ul><li>Outlining guidelines and procedures </li></ul></ul><ul><ul><li>Establishing who has responsibility for maintaining documents </li></ul></ul><ul><ul><li>Determining who will scan the documents </li></ul></ul>Confidential ©2008
  16. 16. 3) Green Your Property Management Office <ul><li>7 Tips to “Green” Your Office </li></ul><ul><li>Get rid of junk mail that comes to the office. Call to have your company name removed from the mailing list </li></ul><ul><li>Buy re-chargeable batteries for appliances </li></ul><ul><li>Use warm light fluorescent bulbs in lamps and light fixtures </li></ul><ul><li>Hold training sessions over the Web </li></ul>Confidential ©2008
  17. 17. 3) Green Your Property Management Office 5. Improve your office indoor air quality but adding some plants 6. Maximize your natural light and use task lighting. 7. Save a couple of degrees in heating and cooling the office Confidential ©2008
  18. 18. 7 Simple & Inexpensive Ideas to Green Your Properties
  19. 19. Greener Properties To Attract ‘Greener’ Residents <ul><ul><li>But Why Do you Even Want Green-minded folks? </li></ul></ul><ul><ul><li>They might tend to… </li></ul></ul><ul><ul><li>Respect their interior and exterior environment – less wear and tear on property </li></ul></ul><ul><ul><li>Believe in a minimal impact way of life - green tenants tend to be mindful of wasted resources like electricity and water </li></ul></ul><ul><ul><li>Likely to build a sense of community – </li></ul></ul><ul><ul><li>work to keep it nice </li></ul></ul>Confidential ©2008
  20. 20. Use Green & Non-Toxic Materials <ul><li>Replace all incandescent bulbs Instead use fluorescent lights and CFLs to save energy and $$ </li></ul><ul><li>Re-paint Walls Use Low or No-VOC (volatile organic compounds) paints </li></ul><ul><li>Install low flow fixtures to save water Faucets, toilets, showerheads – also, check for plumbing leaks and fix! </li></ul>Confidential ©2008
  21. 21. Green Appliances 4) When you can, encourage owners to upgrade to Energy Star Appliances (understand the green home certification standards) Refrigerators – old refrigerators use a lot of electricity and can slowly leak chemicals Washing Machines – front loading washing machines use less water & use less detergent which residents will love. Dishwashers – use less water and energy and are a great selling point! Confidential ©2008
  22. 22. Heating and Cooling 5) Temperature control inside the rental property: Thermostats – use a programmable thermostat so a comfortable temperature range can be left on “auto” Water Heater – add an insulation blanket to your water heater Furnace Ducts – check for leaks and have them fixed so you don’t loose valuable heat Confidential ©2008
  23. 23. Landscaping Ideas <ul><li>6) Reduce your lawn and water consumption </li></ul><ul><li>Try ornamental grasses, drought-tolerant landscapes </li></ul><ul><li>Use Aloe Vera Plants and Succulents </li></ul><ul><li>Wildflowers Native to Your Area </li></ul><ul><li>Use Rock Gardens, Patios or Decks </li></ul><ul><li>Add deck or patio space to allow residents to enjoy the outdoor space – this is great for property photos too! </li></ul>Confidential ©2008
  24. 24. Encourage Vegetable Gardening <ul><ul><li>7) Garden Space & Vegetable Gardens </li></ul></ul><ul><ul><ul><li>Designate a piece of land for resident gardening projects </li></ul></ul></ul><ul><ul><ul><li>Build a raised bed along the side of your building that gets the most sun and encourage residents to buy and grow their own plants in it. </li></ul></ul></ul><ul><ul><ul><li>Short of Space?…Reserve a plot for residents to use in a nearby community garden </li></ul></ul></ul>Confidential ©2008
  25. 25. Make it Part of Your Ongoing Communications <ul><ul><li>Educate your tenants on Green Resources: </li></ul></ul><ul><ul><li>After signing a lease, recommend green moving companies that use recycled boxes & bio-diesel trucks. </li></ul></ul><ul><ul><li>Offer seasonal advice on how to keep the unit insulated and your utility costs low. Use a thermostat. </li></ul></ul><ul><ul><li>On move out day, suggest a green cleaning company or green cleaning products that are non-toxic </li></ul></ul>Confidential ©2008
  26. 26. Now make ‘Green’ Your Competitive Advantage
  27. 27. Use ‘Green’ as Your Marketing Advantage <ul><ul><li>Become an Eco-Broker / Look for Green Certifications </li></ul></ul><ul><ul><li>Incorporate marketing messages tailored for ‘green’ tenants </li></ul></ul><ul><ul><li>Make sure prospects can find your new messaging on your website! </li></ul></ul>Confidential ©2008
  28. 28. More Education & Designations – Help You Market Yourself <ul><li>NAR’s Green Designation Program </li></ul><ul><li>http://www.greenresourcecouncil.org/ </li></ul><ul><li>Advanced training in green building </li></ul><ul><li>Sustainable business practices </li></ul><ul><li>Certified Eco-Broker </li></ul><ul><li>http://www.ecobroker.com/ </li></ul><ul><li>Energy efficiency </li></ul><ul><li>Sustainability </li></ul><ul><li>Green Issues </li></ul>Confidential ©2008 <ul><li>IREM (Institute of Real Estate Management) </li></ul><ul><li>http://www.iremfirst.org/if/knowledgebase/sust-general </li></ul><ul><li>Sustainable Real Estate Management Course </li></ul><ul><li>NARPM </li></ul><ul><li>http://www.narpm.org </li></ul><ul><li>Online learning: Going Paperless </li></ul>
  29. 29. Update Your Marketing Messages To Attract Green Tenants <ul><li>Green Tenants: What they care about </li></ul><ul><ul><ul><li>Saving money on utility bills </li></ul></ul></ul><ul><ul><ul><li>Saving water: drought tolerant plants and environmentally friendly landscaping </li></ul></ul></ul><ul><ul><ul><li>Creating a Non-toxic environment: creating a safer environment for kids and pets </li></ul></ul></ul><ul><ul><ul><li>Reducing environmental impact </li></ul></ul></ul>Confidential ©2008
  30. 30. Messaging to Attract Green Tenants <ul><li>What you could highlight in a vacancy ad: </li></ul><ul><ul><ul><li>Use of no-VOC or low-VOC paints in unit </li></ul></ul></ul><ul><ul><ul><li>Energy star appliances </li></ul></ul></ul><ul><ul><ul><li>Efficiency: saving water and electricity </li></ul></ul></ul><ul><ul><ul><li>Environmentally friendly landscaping </li></ul></ul></ul>Confidential ©2008
  31. 31. Creative ways to make your properties stand out <ul><ul><li>Map the close proximity to a local farmers market or healthy grocery store. Show the walking distance </li></ul></ul><ul><ul><li>Install a bike rack on the property and market its convenience so residents picture driving their cars less </li></ul></ul><ul><ul><li>If a school or park is nearby, mention its proximity in your listings. Kids and parents will appreciate walking to school in the morning or to the park. </li></ul></ul><ul><ul><li>Include photos of your ‘green’ features </li></ul></ul>Confidential ©2008
  32. 32. Creative ways to make your properties stand out <ul><ul><li>Bottom Line: </li></ul></ul><ul><ul><li>Use the ‘green’ messages in your marketing and you will stand out from the crowd! </li></ul></ul>Confidential ©2008
  33. 33. Look for New Places To Connect
  34. 34. Now It’s Time to Promote Your ‘Green-Ness’ <ul><li>Get More People to Find Your Website: List your site on local (free) directories </li></ul><ul><li>Commit to blogging at least once a week </li></ul><ul><li>Communicate using your Facebook Fan Page </li></ul>Confidential ©2008
  35. 35. Promote Your Site: Free Places to list your site <ul><li>1) List on Google Local </li></ul><ul><ul><li>Great way to get your business to show up on Google searches </li></ul></ul><ul><ul><ul><li>( http://www.google.com/local/add/businessCenter ) </li></ul></ul></ul><ul><li>2) Bing </li></ul><ul><ul><li>Local listings, categorized by business type ( www.bing.com ) </li></ul></ul><ul><li>3) Yahoo Local </li></ul><ul><ul><li>Business listings & community review site ( local.yahoo.com ) </li></ul></ul><ul><li>4) Yelp & Merchant Circle </li></ul><ul><ul><li>Claim Your Business Listing & Update it </li></ul></ul><ul><li>5) YellowPages.com </li></ul><ul><ul><li>( www.YellowPages.com ) </li></ul></ul>Confidential ©2008
  36. 36. Promote Your Site: 5 Free Places to list your site Example: <ul><li>1) List on Google Local </li></ul><ul><ul><li>Great way to get your business to show up on Google searches </li></ul></ul><ul><ul><ul><li>( http://www.google.com/local/add/businessCenter ) </li></ul></ul></ul><ul><li>2) List on Windows Live Search Local </li></ul><ul><ul><li>Local listings, categorized by business type ( maps.live.com/localsearch ) </li></ul></ul><ul><li>3) Yahoo Local </li></ul><ul><ul><li>Business listings & community review site ( local.yahoo.com ) </li></ul></ul><ul><li>4) Yellowpages.com (Free?) </li></ul><ul><ul><li>Great brand recognition ( YellowPages.com ) </li></ul></ul><ul><li>5) Craigslist </li></ul><ul><ul><li>Promote your services when you post your vacancies ( Craigslist.com ) </li></ul></ul>Confidential ©2008
  37. 37. <ul><ul><ul><li>Why Start Here? </li></ul></ul></ul><ul><ul><ul><li>You control the message </li></ul></ul></ul><ul><ul><ul><li>Easiest Place to get more traffic and generate traffic for your website </li></ul></ul></ul><ul><ul><ul><li>Content can be re-used (on Facebook, ActiveRain, etc) </li></ul></ul></ul><ul><ul><ul><li>Looking for Content? Start with your New-found Green-Ness! </li></ul></ul></ul><ul><ul><ul><li>Saving Money: Ideas to help your tenants green their homes </li></ul></ul></ul><ul><ul><ul><li>Your technology: Showcase how you’re going paperless – look good to prospective owners </li></ul></ul></ul><ul><ul><ul><li>Walking / Neighborhood maps: Walkability of your neighborhood </li></ul></ul></ul><ul><ul><ul><li>Free Blogging Tools To Use </li></ul></ul></ul><ul><ul><ul><li>Wordpress.com = free </li></ul></ul></ul><ul><ul><ul><li>Blogger.com = Free </li></ul></ul></ul>Blog – Talk about Being ‘Green’ ©2010 AppFolio, Inc. All Rights Reserved.
  38. 38. 500 Million People Are Spending Time on Facebook! Use your Facebook Page Confidential ©2008
  39. 39. <ul><ul><ul><li>Set up Fan Page (not a Profile) </li></ul></ul></ul><ul><ul><ul><li>Fan your own page…suggest it to your friends, staff and residents – tell everyone! </li></ul></ul></ul><ul><ul><ul><li>Post updates (like from your blog) about interesting things </li></ul></ul></ul><ul><ul><ul><li>Connect with local business Fan Pages </li></ul></ul></ul><ul><ul><ul><li>Include in your welcome packages </li></ul></ul></ul><ul><ul><ul><li>Have Fun </li></ul></ul></ul><ul><ul><ul><li>Involve your staff </li></ul></ul></ul>Quick Overview on Setting up A Facebook Page (in case you don’t have one!) ©2010 AppFolio, Inc. All Rights Reserved.
  40. 40. <ul><ul><ul><li>Use content from your blog </li></ul></ul></ul><ul><ul><ul><li>Post photos of ‘green’ improvements at your properties </li></ul></ul></ul><ul><ul><ul><li>Share links to ‘walkable’ places in the neighborhood - restaurants, coffee, grocery stores, etc </li></ul></ul></ul><ul><ul><ul><li>Giveaway reusable grocery bags for all tenants who pay rent online! </li></ul></ul></ul><ul><ul><ul><li>Host a pay rent online contest, use your Facebook page to promote it </li></ul></ul></ul><ul><ul><ul><li>Ask your tenants for their ideas on ‘greening’ the properties </li></ul></ul></ul>Use Facebook To Share With Your Tenants ©2010 AppFolio, Inc. All Rights Reserved.
  41. 41. Three things you can do when you get back to your office – Get started! Get rid of your paper! Buy a scanner and filing system Pick a couple easy ways to make your rental properties a little more green Incorporate Green Marketing messages into your online marketing Confidential ©2008
  42. 42. More Resources <ul><li>Websites </li></ul><ul><ul><li>GreenPropertyManagement.com: www.greenpropertymanagement.com/ </li></ul></ul><ul><ul><li>For indoor air quality tips, visit http://www.epa.gov/iaq/largeblds/ </li></ul></ul><ul><ul><li>EPA’s Energy Star Website – tips to improve your building’s energy performance </li></ul></ul><ul><ul><li>PropertyManager.com – www.propertymanager.com </li></ul></ul>Confidential ©2008
  43. 43. What is AppFolio? Confidential ©2008 www.northpacificpropertymanagement.com/ Complete Solution Resident Applications Built-in Screening Automated Payments Marketing Accounting Property Management Online Communication Websites
  44. 44. Introduction ©2010 AppFolio, Inc. All Rights Reserved. Complete, web-based property management software Industry Education Sites, Free Educational Webinars

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