Fielda Software for Property Management

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Manage inspections effortlessly and seamlessly consolidate disparate data into unified single format reports

Like any large-scale, operations-heavy business, the real estate and property management industry depends tactically and strategically on data. Companies involved in building, acquiring, leasing, selling, occupying, or managing property need reliable and robust information from various physical locations and points to manage daily operations effectively. Likewise, decisions, policy-making, and operational strategies by designers, architects, builders, property management companies, investors, and owners are all informed by on-the-ground intelligence..

Property Management Data Types

Hotel staff follow established guidelines and checklists when they conduct housekeeping routines. These include making the bed, changing towels, cleaning the bathroom, using air fresheners, and replacing amenities like tea bags, stationery, ice buckets, drinking cups, laundry bags, tissue rolls, etc. In addition, when conducting inspections, housekeeping supervisors use checklists to cover all these details, from cleaning, dusting, and sanitizing to consumables stock tracking and housekeeping task logs.

Property Data Management

In the massive daily, weekly, and monthly property management routines, field data collection is often still manually conducted, which poses numerous challenges to businesses, and usually, large chunks of collected data are discarded. In other cases, the data is available but scattered across multiple locations and departments, or stored in incompatible formats, making data consolidation a nightmare. The loss of data over time is not uncommon in the business, causing organizations to miss out on the potential value of the vast amounts of data at their disposal. Inconsistent data formats make reporting challenging and prevent stakeholders from accessing up-to-date records and progress highlights for operational or statutory reviews. To make things worse, the tracking of data is poor or completely absent, leaving gaps in information such as who recorded the data, its location, and the supporting documents needed as evidence for the records to be updated. This poses severe threats to the business in terms of its ability to meet the demands of regulatory compliance, ensure competitiveness in its field, make informed financial and investment decisions and manage operations optimally.

Compliance in Property Management

Whether it’s compliance with the numerous building codes related to fire safety, seismic codes, structural codes, etc., or adherence to guidelines on energy conservation like the International Energy Conservation Code (IECC) or the Global Alliance for Buildings and Construction (GABC), the need for accurate, comprehensive and up-to-date records and reports can never be over-emphasized. Non-compliance can result in delayed projects, suspended operations, penalties, and even more severe outcomes like legal action. Therefore, regular gathering and maintaining clean data mandate proper regulatory and statutory compliance.

Property Management Inspections

Fielda makes large-scale routine activities (like inspections) simple, intuitive and manageable. Managers can upload a CSV file to create activities and tasks in Fielda so that each field inspector knows precisely which building, house, or apartment to be inspected on a given day. For data gathering, operations teams can create, customize and deploy forms for field data capture during weekly inspection of buildings, stairwells, restrooms, mechanical and electrical rooms, janitorial closets, walkways on all floors, and parking areas at the property. By enabling data to be collected with the exact data fields required, using simple form completion on mobile and tablet devices, and enabling the process to be closed in a fraction of the time, it would take manually. With Fielda, everything is customizable, from the data fields to the entire sequence and workflow to seamless data gathering and consolidation.

Property Management Data Collaboration

Fielda also helps the data flow between functions. For instance, sharing monthly inspection data of all existing vacant spaces with maintenance and janitorial personnel engaged to complete any repairs and maintenance work needed to address issues found during inspections track these tasks until closure. This inter-departmental connection reduces response time, improves the quality of work, and reduces communication gaps and rework resulting from incomplete and delayed data sharing. On the other hand, it also enables creating data silos for individuals and teams to avoid confusion and information overload, allowing them to see only the data relevant to their tasks for a specific period.

Data Consolidation and Reporting in Property Management

One of the biggest challenges in property management reporting is consolidating data from various sources, points of truth, and teams. It often means collecting data then formatting it into a usable PDF report their client can understand, often consuming 4 to 6 hours each week. With disparate report and file formats, the need for unifying data into meaningful single format reports is paramount. Fielda empowers teams to combine all data sets, export data out of Fielda in seconds, and consolidate information into a single PDF report making reviews, decisions, and compliance submissions effortless. In addition, disparate data sources can be consolidated into a CSV/Excel file for reporting to clients on-site. Data stored securely on the cloud also ensures compliance with the minimum one-year storage protocols.

By significantly improving the process of inspections and field work tasks such as service, maintenance, and repairs, Fielda puts the power of efficiency into the entire property management operations. Improving collaboration and making reporting intuitive and straightforward, Fielda transforms decision making, compliance, and productivity across teams, locations, and processes.

Commercial Property Inspection

Review property documents, the structure’s physical condition, and the building’s systems. Audit the construction permits, surveys, appraisals, floor plans, etc…