Automate your invoice approval process with Strata Master v12.5

Posted on by kestoesta

Strata Master v12.5 and File Smart v8 have arrived! The long-awaited Online Invoice Approval module is a major time-saver, as you’ll no longer be sending out invoices for approval individually or manually keeping track of responses – and that’s just one feature!
Continue reading “Automate your invoice approval process with Strata Master v12.5” →

What the experts have to say about strata management post-COVID-19

Posted on by kestoesta

How did the COVID-19 pandemic affect the strata management industry and what are the experts’ recommendations to ensure the sustainability of strata management? SCA board members Peter Brisbane and Joshua Baldwin sat down with leading strata Lawyer, Colin grace, and MRI strata specialist, Sam Cochrane, at the first-ever virtual MRI Ascend conference to discuss this question and take a comprehensive look at the impact of the COVID-19 crisis has had on body corporates and strata management agencies. Here are the highlights from the discussion.

Unique challenges brought by the pandemic highlighted the importance of strata managers 

The pandemic has certainly brought new challenges for body corporates. From the more serious topic of financials down to trivial disputes like car parking – the conversations that strata managers are having with committees are not always pleasant nor easy, but the shared experience left a lasting impression that bode well for the strata management moving forward.

“The trust that these committees had in us as managing agents to adapt and to give ideas to them during the pandemic grew the relationship between the body corporate and the strata manager. It reaffirms the fact that a good manager can also help in business development,” said Joshua Baldwin, Director at Munro Property Group and President at SCA SA.

For Peter Brisbane, Director and Licensee at Strata One and SCA NSW Board Member, this time is also an opportune moment for the strata management industry to step up and implement professional standards, “As more people are understanding their budgets now, understanding the complexity of community living and taking greater ownership in looking after their investment, the time is right for the industry as a whole to step up and really be that key to make a change.”

Technology helped facilitate more efficient and engaging meetings 

One of the biggest tasks for a strata manager is dealing with the many meetings required to keep strata communities functioning. But what were once face-to-face meetings have now become virtual meetings due to the pandemic and those who quickly adapted to the new approach has seen positive results.

“Our meeting attendance has increased by 32% over this period because of the convenience of being online,” said Joshua. He added that this increase in participation creates an easier workflow for managers as they will be able to take note of concerns in just one meeting instead of going through individual emails from a number of people. 

Colin Grace, Partner and Strata Community Specialist at Grace Lawyers gave a legal insight, noting that these meetings will also help in preventing future breaches, “We need to have the AGM. I think this whole new world is committee meetings online and in general meetings where we don’t need to meet online, use the electronic voting powers, the proxy voting, or the pre-meeting voting.” 

Learning to find the right balance in dealing with levy contributions 

As the crisis affects people and their livelihoods, there were owners who inevitably fall into financial hardship causing non-payment of contributions. This will eventually have an effect on how the strata schemes are managed and maintained and also have a lasting effect on both the owners and the body corporate. It is then the strata manager’s task to establish a middle ground that can minimise the risks for both.

“It’s finding that balancing act between letting someone defer their payments and how we actually manage the property,” said Peter. “That’s really what we need to as a body corporate and owners corporation managers – make sure that we find that balance between making sure there’s enough money to pay the bills, but yet be mindful of increases or additional costs on the owner.” 

Integral to this is having a deep understanding of the different owners and their situations. Colin summarized the common types of owners strata managers will encounter during this period and advised the steps to take for each:  

  1. Those that don’t pay and never will – “They are probably in debt collection long before this started and don’t let them use the pandemic as another excuse. Strata managers should be persistent in collecting contributions from these types and if all else fails then you can inform the committee and advise to bankrupt them.” 
  2. Those that were behind before the pandemic but not really bad – “They’re not the recalcitrant type that uses every excuse. These are the ones that found a bit of trouble. You can go the first stage and issue a letter, see if they need help. It is not untoward to ask. In fact, the tribunals encouraged asking questions to owners to get a full picture of the situation. 
  3. The ones that have struggled because of the pandemic – “These are those who lost their job or are on JobSeeker who can really use the help.” He then mentioned setting up a levy crisis line or web page to make the application confidential and convenient for the owners and make the whole process for the strata managers. 

The full impact of COVID-19 pandemic is yet to come, and strata managers must be prepared to advise clients in carrying out decisions 

As government subsidies like JobKeeper are reduced and eventually removed, body corporates should expect the full-blown effect of the crisis financially. The panellists agreed that making informed decisions will help body corporates minimise risks and it is the strata manager’s responsibility to supply the right information they need. 

“What we’ve been doing is really involving those owner’s corporation committees and giving them all the data and expert advice – if it’s a sinking fund analysis, etc. But at the end of the day it’s still their decision to make,” said Joshua. 

Colin also added that body corporates should always keep their legal hats on against deciding what’s right “It’s all about good fiscal management and not running afoul of the legislation. We don’t want to get to the point when we’re out of money. Then you’re raising special levies. And as we know, those are combined have to pay to cover off on those who can’t pay.” 

Strata management at its core is about building open, well-oiled and well–communicated communities where everyone can flourish together. What this pandemic has shown is that transparent flow of information between body corporates and strata managers, as well as active involvement from owners, are key aspects to ensuring sustainable and healthy communities now and in the future. 

Watch the full panel  

Watch the full Strata Panel: The Impact of COVID-19 for Strata Management session on demand. You can also watch more MRI Ascend sessions and hear from industry leaders, MRI Executive and Product Managers covering client case studies, product deep dives, industry issues and more. 

What’s new in Property Tree this August

Posted on by kestoesta

New Profiles have arrived! Following many months of research, design and testing we couldn’t be more excited to launch the single biggest redesign of Property Tree, the new and improved Profile pages. This plus many more enhancements are now available for you starting this month in Property Tree. Continue reading “What’s new in Property Tree this August” →

Introducing MRI Property Connect

Posted on by Josh Symons

One of MRI’s objectives in building property management solutions is to simplify living for all your owners and tenants, ultimately making it easier for them to transact with your business. With this in mind, we bring to you MRI Property Connect, an ANZ-first property management tenant mobile app that gives your tenants more control in managing their property information. 

Continue reading “Introducing MRI Property Connect” →

How to use CAFM software: Procurement and implementation

Posted on by cmarson

Whenever somebody asks us how to use CAFM software, the immediate answer is that it depends. The capacity of this remarkable technology has become so vast in recent years that it can practically lend itself to any aspect of business continuity and operations.

Making the right choice

However, that flexibility and power mean that it is hard to directly answer how it is generally used – each system should be bespoke to meet the needs of its specific end-users. But, how effective it operates will depend a great deal on two factors:

  1. Who you choose as your vendor.
  2. How well you implement the software.

In this article, we’ll cover both of these considerations, meaning you can be confident of getting the most out of your CAFM software going forward.

What is CAFM software?

CAFM (Computer Aided Facilities Management) software is designed to support FM professionals and other key personnel responsible for all aspects of business continuity. This technology achieves this by streamlining FM duties and compiling the vast quantities of data contained within an organisation relating to its assets, structures and processes into one accessible, easy-to-operate program.

In this way, CAFM software has eliminated the need for reams of spreadsheets, blueprints and binders that FMs would need to keep tabs on. By storing and overseeing this information, these systems make it much more straightforward to understand how a business environment is operating, which consequently leads to:

  • More efficient and proactive maintenance due to a better grasp of asset life cycles and requirements
  • More knowledge of energy usage and the utilisation of space in a building, allowing this to be optimised over time
  • More time and freedom for FMs to devote to strategies that will improve efficiencies throughout the company
  • More empowerment to employees and other building users to play a role in making their working environment as well-kept, comfortable and cost-effective as possible

For an in-depth understanding of what CAFM software is and the benefits that it presents to FMs worldwide, we’d urge you to check out “An Introduction to CAFM Systems”.

How can you use CAFM software?

Due to the substantial scope that CAFM software offers to users throughout an organisation, the question “How do you use CAFM software?” is very open-ended – it will depend entirely on what the company in question needs it for.

Indeed, the focus of any successful CAFM software project should be about building an interactive relationship between the provider and the customer. Each organisation is different, and so their solution should never be a one-size-fits-all – it should be tailored to meet the precise needs of the client and the scale of their operations, ensuring they end up with a tool that fulfils their objectives and sticks within their budget.

For instance, a retailer might prioritise a CAFM’s software’s capacity to manage and control stock, so that orders can automatically be made when items reach a certain level. Alternatively, a building containing a lot of electronic or valuable items may wish to ensure that they have software for immediate leak detection.

The possibilities are practically endless with this technology, which is why simply providing an answer to how you use CAFM software is fairly redundant. How you would intend to use it could be vastly different from how another firm intends to use it.

Instead, we would like to devote this article to two essential components to ensure that your solution is the perfect fit – procurement and implementation.

How to use CAFM software: Finding the right vendor

As noted earlier, the partnership between the CAFM software provider and the customer is critical. With this technology, it is not a case of plugging it in and away you go.

This is the beginning of a long-term relationship, so it is critical that the vendor you work with not only provides software with features that meet your needs today – they need to also deliver consistent support, solid training, and develop a solution that can grow with your business.

So, how do you find the perfect provider? In our experience, before you start looking outwards, it’s important to look internally first.

A thorough audit of your existing FM processes will help guarantee that you have a complete understanding of what is required in your organisation. This, in turn, will allow you to formulate the goals you want your CAFM software to achieve. Common solutions that you might be seeking could include:

  • Improving the speed, accuracy and reliability of data capture to support the automation of data processing
  • Enhancing the organisation’s ability to reduce the need for human intervention and the costs this involves
  • Introducing greater efficiencies to operations and better support for FMs and other end-users

However, you also need to consider the specific circumstances that may be affecting your organisation. For instance, do staff find double-bookings of meeting spaces a consistent problem? Is the cramped nature of the working environment a regular complaint? Are FMs struggling to push through helpful changes because they can’t report the right data to company executives?

Also, consider where your business might be in five years’ time. Right now, space management might be your top priority in how you see your CAFM software. But this could shift dramatically in a matter of years as your company evolves and technology changes. Your software needs to be capable of adapting as your goals and objectives shift.

Once these factors have been determined, you’ll be able to confidently answer that all-important question – what objectives should our solution fulfil?

Following the audit, you can then begin searching for vendors that can fulfil these objectives. When doing so, you’ll likely have thoughts over whether you require a hosted or cloud-based solution, if the CAFM software can work both as a mobile and static solution, and of course, you’ll have a budget to work within.

But make sure you’re thorough with your choice of vendor:

  • Search online for CAFM software reviews and testimonials from clients – remember, who you choose will not just be your supplier but your partner
  • Request a free demo of any software you’re interested in, as well as references or examples from their existing clients (particularly within your specific industry)
  • Investigate the various payment options available to see if it can comfortably fit into your budget
  • Research the various integrations the solution can perform to see if it meets your existing infrastructure
  • Get evidence that they are continuing to develop their CAFM software, as this will indicate whether they can support your needs as your business evolves
  • Receive reassurance about their capacity to offer support and training – this will be critical to ensuring everyone in your organisation gets on board with the system and that it returns an effective ROI

It feels like a lot to do, but keep in mind that the CAFM software you choose will ideally touch and benefit the entirety of your business operations. It should act as a fully integrated business tool, delivering information at all levels to benefit performance, efficiency and productivity.

With the customer scoping out their various requirements and the provider offering reassurance that their solution, both should work together closely from start to finish to ensure the end result delivers on these expectations. And that neatly brings us onto the next stage of the article – implementation.

How to use CAFM software: Implementing your software

The careful planning of the implementation of CAFM software and ensuring all data that is entered into it is clean and accurate is at the heart of formulating decisions and making facilities management strategies far easier.

First of all, you need to address the various pitfalls that can derail any attempt at implementation from the outset. These include:

  • Failure to secure company-wide buy-in
  • Lacking an advocate in senior management
  • Missing or inaccurate data

To help overcome the first two of these hurdles, we’d recommend speaking to your provider to compile a meaningful business case for the solution you have in mind. We have helped many of our clients over the years produce this documentation, and know first-hand how it can alleviate any doubts directors and other executives may have about making this investment, and how it will lead to greater savings and efficiencies over time.

However, it takes more than just support at board level. You also need to make sure everyone in the company is willing to incorporate the CAFM software into their day-to-day duties. By setting out a timescale for this to be gradually introduced to team members and provide them with the necessary training, it is more likely they’ll be willing to accept this new approach.

During the implementation process, keep in mind that the harder it is for staff to learn the software, the more difficult it will be to implement and adopt it successfully when compared to an intuitive, easy-to-use platform. This should have been part of your thought process when determining which vendor to work with.

Ways this can be achieved during implementation include:

  • Defining the various colours, icons and imagery that will be used within your software, especially with regards to its dashboard and reporting
  • Customising menus, entry screens and prompts to ease employees’ experience using the system
  • Adapting any training programs for ease of understanding
  • Setting up relevant security codes and access rights to ensure that people only have access to the data and areas they need
  • Writing or modifying the procedures manual so staff have a clear understanding of how to use the system

In relation to data absences or inaccuracies, again it is just a case of taking the necessary time to work alongside the supplier to ensure all your information is embedded into the system. A good CAFM provider will work closely with you to ensure no stone is left unturned that can hinder the performance or reliability of the software going forward.

To maximise the potential of how your CAFM software is implemented, stick to these three critical considerations:

  1. Establish clear milestones with your vendor on what needs to be achieved and when, to ensure your solution is set up in a timely fashion
  2. Nominate someone with the relevant expertise to lead the project on your side and communicate directly with your chosen provider
  3. Put the training and understanding of the CAFM software among your employees as a top priority, easing its adoption among your team

The implementation stage doesn’t represent an endpoint; the relationship should continue by means of ongoing support assistance, training of users, and relationship management.

Harnessing the power of CAFM software

We hope that this has given you a greater sense of why it’s difficult to explain how to use CAFM software, and what steps need to be taken to ensure that your system meets the unique objectives of your FM team and processes.

Remember that a good provider will identify the ongoing real-time needs of a customer, meaning the services provided extend beyond the use of the technology and address the streamlining of their business processes. At MRI, we have provided this service and attention to detail for our clients for 30+ years, unlocking their ability to control, harness and utilise their data for the benefit of their overall operations.

For more information on how to use CAFM software and how we can tailor our all-encompassing solutions to meet your requirements, contact our team today.

 

Posted in FSI

Rockend is now officially MRI Software

Posted on by pschuppe

Rockend is now officially MRI Software

We’re excited to announce that the Rockend website now has a new home on mrisoftware.com/au. As of 22 July, when you visit the Rockend website rockend.com, you will be automatically redirected to MRI Software mrisoftware.com/au.

While the name might be changing, it is still business as usual. Our commitment to maintaining the history, legacy, local services and support of all your Rockend products will not waiver. Indeed, with a greater pool of resources and enhanced capabilities, the products that you know and rely on can and will only get better. Over the coming months, you may see some product names change slightly, as well as brand colours and logos.

To help with this transition here are a few answers to questions you may have:

Will there be any changes to my products and services?
All products and services will continue functioning to the same high standard. You will see the logo and identity change to reflect our new brand. And you can continue to expect regular upgrades and improvements as per usual.

Can I still access customer lounge via the new web site?
Yes. Desktop customers can continue to access the customer lounge via the new mrisoftware.com/au web site. From the top navigation menu, go to Service > Support > Rockend Customer Lounge

Has Support contact details changed?
No, you can contact support via phone 1300 657 700, Live Chat or email.

For Property Tree clients: Where do I find?

For Rest Professional clients: Where do I find?

For Strata Master clients: Where do I find?

Run your commercial property business smoothly with integrated solutions

Posted on by Chris Vroman

The time of being an absentee landlord or manager in the commercial real estate industry is over. The experience that your property provides for tenants influences retention, occupancy levels and business performance. A reliable, top-of-the-line tenant experience is shaped by how efficiently your back office is operating, how your business responds to challenges, and how you position the organization for future growth.

The best way to stay ahead of your competition is to run your commercial property well, ensuring that your tenants have a superior experience and that the business is prepared for the future.

Live up to the lease agreement

Adhering to the lease agreement is a process that goes both ways – while commercial properties need the right tenants to fill the space, property and facilities managers are responsible for maintaining an experience that meets the needs of their tenants. Providing a well-maintained space, timely responses to work orders and limiting the need for additional services is all part of running your property smoothly. Empowering tenants with self-service tools such as online payment options and an easy-to-use maintenance request system can also help set the standard for good landlord/tenant interactions.

Streamline back office operations

By providing you with full visibility into your data, MRI @Work enables you to easily access information and leverage key data points that make managing day-to-day property operations easier. Whether you manage a commercial retail, mixed-use, office, or industrial property, this central hub of data can be the resource you need to access the necessary information that will enable you to operate efficiently across your entire portfolio.

With the right commercial solutions, you can easily process billing and deposits with the confidence that the payment is being logged to both your company’s accounting system and the tenant’s record. With solutions from MRI @Work, you can better protect your company from both a financial and legal standpoint by evaluating risk from bad debt and collections, easily tracking and managing disputes, and utilizing accurate and timely CAM calculations.

Taking proactive steps to provide for your tenants and ensure a quality experience for them also means engaging in good maintenance practices. Manage tenant maintenance requests through MRI @Work’s dashboards and enact preventative maintenance measures that can help decrease the frequency of work orders. Gain visibility into task status and portfolio performance, helping you to stay ahead of the curve.

Align budget, financials, and long-term strategy

Managing your property operations goes beyond the surface-level tasks that can be accomplished and checked off a list, however. Stepping back to examine your property operations and financials at a high level is more important than ever when it comes to understanding where money may be slipping through the cracks.

In many areas, automating your organization’s revenue-generating tasks, such as your lease clauses, break points, and recoveries can tighten up the way your properties run and capture more profit. This kind of automation can enable your staff to work more efficiently and effectively, and it allows you to easily accommodate variable lease types and drive tenant renewals.

Taking it one step further, any conversation about streamlining workflow and property operations has to address your organization’s budget. The solutions in MRI @Work can assist you in structuring a budget that looks out into the future and prepares you for both the best case and worst case scenarios. With the ability to extract data from a set time period and apply market assumptions, you can make more informed decisions around costs and investments, and then measure performance against those assumptions. All of this leaves you better prepared to adapt to whatever challenges the future may hold and, as a result, operate more efficiently.

Simplifying day-to-day property operations with the powerful tools found in MRI @Work’s suite of solutions lets you manage complex lease terms, facilitate tenant billing, and streamline facilities management so that your property can run smoother than ever. Learn more about MRI @Work and the commercial solutions that can help you streamline your workflow.