How technology is making life easier in closed communities with a limited workforce

Modern closed communities ranging in size from 100 units to 20,000 units per community have maintenance personnel, security personnel, technical personnel such as electricians, plumbers and landscapers, similar to the workforce. blue collar in hotels and resorts. Some places also have trainers, in-house medical staff, and meal providers.

However, contrasts emerge when it comes to white collar labor.

Most closed communities are severely understaffed when it comes to this layer of management. Even though communities have grown over the past one to two decades, sufficient experience is required for management skills to be available in abundance.

Often, management committees replace these positions by volunteering their personal time on weekends or after hours. However, without critical element, this whole configuration falls into chaos.

This critical element is technology. Robust online technology, such as a community application, powered by Community Management SaaS, becomes essential in this situation to manage closed communities.

How does technology help manage these properties well?

Let’s take a look at some of the main functions of gated community management and the impact of technology on them.

One of the most important activities of management staff is to communicate constantly with the landlord and tenants. With a community app, communication can take place on the official channel where all verified landlords and tenants are added. Without the app, these communications are via email and WhatsApp, creating chaos and members lacking critical information. In addition, managing WhatsApp groups in a closed community involves at least one additional man-hour per day.

Serving residents with the greatest satisfaction when receiving maintenance requests remains one of the highest priorities of the supervisory staff. The app’s online help desk allows residents to submit their requests without having to go to a registry or call a phone number where their problem may get lost in translation! With an interactive online help desk, problem solving becomes seamless and eliminates multiple phone calls. In his absence, maintenance requests are handled using logs and phone calls that add three extra hours of work for supervisory staff.

Many gated communities have world-class clubs with Olympic-grade swimming pools, tennis courts, badminton courts, gymnasiums, and a sauna. Residents pay a premium in the form of rent or maintenance costs to access these facilities. However, booking these facilities involves complex algorithms to ensure uniform availability for all residents. The online booking function of the community app automates these algorithms for booking facilities. With the help of the community app’s facility booking feature, bookings work just like an online trip or a hotel reservation. The resident does not need to meet with a manager to do this and it also saves management staff a minimum of two hours per day.

The main source of income for gated communities are maintenance charges paid by each owner. These vary from Rs 1000 / month to Rs 30,000 / month depending on the amenities and common services provided in the gated community. Billed on a monthly or quarterly basis in most cases, this is the most effortless management process in a gated community. In the absence of technology, accurate billing was a rare miracle due to the complications of arrears, late payment penalties, and consumption-based billing for utilities. However, automatic billing and online payments on community apps have eliminated exhausting inefficiencies around maintenance billing and saved lakhs due to on-time collection and late payment penalties.

Some community management applications also have fully integrated automated accounting as well as billing and maintenance collection functionality. This means that the need to manually post journal entries is eliminated for 60-70% of all financial transactions in the community!

Such advanced automation saves 4 hours per day for accounting staff. Using this online technology has saved up to 10 hours of work per day. Apart from this, much of the management time is saved through online security supervision, as all visitor input information is available online, as well as LIVE availability of incident patrols and on call.

The automatic move-in workflow on the community app not only welcomes a new tenant in a professional and well-guided manner, but also cuts down on staff time managing move-in management tasks. Rather, management staff can focus on supervising the property at this time.

Overall, it is evident that despite the limited workforce, sustained management of closed communities on a modern and sophisticated scale is only possible through the adaptation of community management technology!

– Written by San Banerjee, Co-Founder and CEO, ADDA. Opinions expressed are personal


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