Are you a property manager looking to stay ahead of the curve? Embracing AI can seriously upgrade your business, making operations smoother and more efficient.
It’s worthless knowing what AI is capable of if you’re not applying it to your business.
We need to do more with less as business owners, and AI is the key.
In this guide, we’ll explore essential AI tools and strategies to help you achieve your goals.
Key Takeaways
- Make Work Easier: Use AI tools to handle routine tasks, improve communication, and help with decision-making.
- Save Time: Tools like ChatGPT, TimeOS, and Descript can save you time, letting you focus on more important things.
- Improve Quality: AI tools like Scribe and Wave make creating training materials and meeting summaries simple and high-quality.
- Create Great Videos: Use AI tools like Glasp, Descript, and Opus Clips to quickly make engaging video content to share with your audience.
How Can Property Managers Get Started With AI?
- Check Your Software Stack. Keep It Simple.
Look at your current software. Are you using too many tools and feeling overwhelmed? Focus on the basics.
Make sure your software has AI features and find gaps where AI can fit in. Simplifying your software stack helps you use it better without adding unnecessary complexity.
- Identify the Problem You Want to Solve in Your Business.
Know the specific issues you’re facing. Is it tenant communication, maintenance requests, or rental pricing? Identify the problem first.
- Have a Short List of How to Solve That Problem with AI.
Once you know the problem, list how AI can help you with it. This keeps you focused and ensures you pick the right tools.
Start with ChatGPT
For many property managers, ChatGPT is a great starting point. It saves you time by automating tasks and answering questions. Here’s how you can get the best out of it:
Optimizing Prompts
Prompting is just talking to AI. Ever got a bad answer from ChatGPT? Just like with people, you can improve your questions to get better answers. Here’s how:
- Be Specific: Instead of asking, “How can I save time?”, try, “What tasks can I automate in property management to save time?”
- Keep Trying: If the first answer isn’t helpful, rephrase your question or ask follow-up questions.
Practical Example
Ask ChatGPT, “I don’t have enough time in the day, what can I do differently?” If you can’t think of good prompts, ask ChatGPT to suggest some. It can guide you and offer multiple prompt ideas.
How Can Property Managers Use ChatGPT?
ChatGPT is the best starting point for property managers. Here’s why:
- Affordable and Versatile: At just $20 a month, ChatGPT offers incredible value. There’s also a free version, but the paid one provides more features.
- Customizable Responses: You can pre-format responses, tailoring them to your needs. The custom GPT option acts like multiple agents, handling various tasks for you.
How ChatGPT Can Help You:
- Tenant Communication: Automate responses to common tenant questions.
- Maintenance Requests: Streamline and prioritize maintenance tasks.
- Rental Inquiries: Provide instant answers to potential renters.
- Scheduling: Manage appointments and property showings.
- Marketing: Generate content for listings, blogs, and social media.
- Research: Quickly gather and summarize information relevant to your properties.
If you want to know more about how you can use ChatGPT in your property management company, here’s a complete guide.
The Future of Search
The way we search online is changing fast. Google search may become obsolete in a few years. Tools like the Chrome extension Perplexity can search the web for you, understand web pages, and let you ask follow-up questions. Imagine conducting research much faster with this tool!
The best part? It’s totally free.
The point being, things are changing faster than anyone thought possible. The quicker you get used to AI, the better positioned you’ll be for the future.
Is AI Going to Make Jobs Easier For Property Managers?
Absolutely. Here’s how:
According to a recent study, 78% of property managers who use AI report increased efficiency in their daily tasks. AI is transforming the property management industry by automating routine work, reducing errors, and saving time.
AI isn’t replacing people. It’s enhancing us. Property management companies are improving year over year, and AI is the latest tool to help you soar.
Many of your competitors aren’t using it yet, giving you a chance to leap ahead. Your labor efficiency will skyrocket.
How AI Supercharges Your Business:
- Transform Communication: Streamline tenant interactions and ensure instant responses.
- Accelerates Conflict Resolution: AI helps resolve disputes swiftly and fairly.
- Automates Routine Tasks: Free up valuable time by automating repetitive tasks.
- Amplifies Data Analysis: Leverage AI to gain powerful insights for smarter decision-making.
- Flawless Note Taking: You won’t miss out on important details with AI providing you transcripts of your calls.
The Key to Letting AI Enable You
AI is all about “garbage in, garbage out.” It doesn’t know much about you or your company until you teach it.
To get the most out of AI, you can create your own brand voice and feed it into the AI. Use PDF files, web links, and other info in ChatGPT to help it understand how to communicate more effectively on your behalf.
Optimize AI for Your Brand:
- Customize Your Brand Voice: Teach AI to reflect your unique brand by feeding it specific content.
- Set Different Voices and Tones: Tailor the AI’s communication based on your audience. Use our tools to get started.
Streamline Your Approach:
- Evaluate Your Software Stack: Rather than juggling 50 tools, focus on optimizing what you already have.
- Identify Key Problems: What issues need solving? Determine the impact you want to make.
- Select Targeted Solutions: Pinpoint what will drive the most significant change for your business.
Important AI Tools For Property Managers
Training people repeatedly can be a time drain. I used to record training meetings, but no one wants to watch 30-minute videos. We need efficiency. Scribe solves this with a simple push of a button on its Chrome extension. It takes screenshots, records everything, shows you where you clicked, writes what you did, and turns it into a training manual. You can create SOPs effortlessly, saving tons of time.
TimeOS captures notes, summarizes meetings, and drafts follow-up emails automatically. It works in the background during client meetings and training sessions, ensuring you never miss important details.
Wave records your calls, capturing all the important points. For example, imagine you spoke to Mr. and Mrs. Henry and they mentioned wanting more wall art and a cat. These details are great for establishing a strong connection with your clients but easily slip through the cracks.
Wave will record these details and create a transcript. It then pushes all this information to Notion.
Notion is a versatile project management tool that helps you keep notes, documents, and spreadsheets in one place. It integrates AI to manage your information more effectively.
Whether it’s organizing meeting notes from Wave or storing training manuals from Scribe, Notion ensures everything is easily accessible.
AI Tools for Making Videos
One Important Takeaway: Create more videos with AI. Video content is rapidly gaining relevance, and AI helps you generate quality videos faster and with more confidence.
- Function: Summarizes YouTube videos.
- How It Helps: Instead of spending hours watching long YouTube videos, Glasp sends the video to your ChatGPT, which then summarizes the content into concise bullet points.
- Benefit for Property Managers: Quickly get key insights without dedicating excessive time to video watching, allowing you to stay updated on industry trends efficiently.
- Function: Enhances video quality and editing.
- How It Helps: Offers studio-level sound quality and removes filler words like “um” and “ah” with a single click. Allows editing using your transcript, making the process seamless.
- Benefit for Property Managers: Create professional-quality training videos, marketing content, and virtual tours, enhancing your brand’s image and communication effectiveness.
- Function: Generates short clips with branded captions.
- How It Helps: Automatically creates 15-30-60 second clips from uploaded videos, complete with branded captions.
- Benefit for Property Managers: Quickly generate engaging, shareable content for platforms like TikTok, YouTube Shorts, and Instagram Reels, helping you reach a wider audience and promote your properties effectively.
These 3 have been the most important for property managers in my experience.
In Conclusion
AI tools can revolutionize your video production, making it faster and more efficient. Tools like Glasp, Descript, and Opus Clips help you summarize content, improve video quality, and create engaging clips quickly.
If you’re not sure how to use these tools, don’t waste time. Hire an expert to save you tons of effort. There’s no need to reinvent the wheel.
Also, here’s a Notion template with ChatGPT prompts for property managers. Use it to boost your productivity right away.
