Lease Renewals are part and parcel of property management. But when you’ve got hundreds of properties to look after, keeping track of every email, document and decision can take up more time than you’d like.
It’s Monday morning and you’ve already got a few Lease Renewals to follow up. One owner was meant to confirm a rental increase last week. A tenant hasn’t responded to their new agreement and a colleague who’s on leave has left you with a Renewal to pick up.
The information is all there somewhere. It’s just a matter of finding it.
For Property Managers, it’s these little things that eat into the day. Searching for an email, checking what’s been agreed or working out where a conversation left off.
PropertyMe’s Lease Renewals workflow brings everything together, giving Property Managers one place to manage the process without constantly switching between emails and documents.
Everything in one place. Finally.
Think about how many emails go back and forth during a single Lease Renewal.
There’s the initial conversation with the owner, discussions around rental amounts, communication with the tenant and documents to prepare and send.
With PropertyMe, emails, documents and next steps sit together in the Lease Renewal workflow, so there’s no need to go searching for information every time you need an update.
For Janelle Bagley, General Manager of Property Management at Harcourts Property Centre, it’s made a real difference to her team.
“Our Property Managers love that Lease Renewals in PropertyMe keep everything on one page. Every email, document and next step is just a click away.”
When an owner calls to check on progress, the information is right there. No searching through old email threads or trying to remember what was agreed last week.
And when it’s time to follow up, you know exactly where to pick up.
Know what’s happening across your portfolio
Not every Lease Renewal is straightforward.
Some are sorted in a matter of days. Others involve weeks of back and forth between owners and tenants.
Across a busy portfolio, it’s easy for a Renewal to go quiet while you’re focused on everything else.
For Janelle, being able to see the status of every Renewal has been one of the biggest improvements.
“The biggest change has been visibility. With every Lease Renewal tracked in one place, our Property Managers can see at a glance what’s coming up, what’s in progress and what needs action, so Lease Renewals no longer slip through the cracks.”
Rather than checking individual records, Property Managers can see which Renewals need attention, follow up on outstanding decisions and get ahead of upcoming deadlines.
Leave the detective work behind
We’ve all had to pick up someone else’s work while they’re away.
Has the owner approved the new rent? Did the tenant respond? Is there something you’re supposed to follow up?
If the details are sitting in someone else’s inbox, it can take a while to get your bearings.
PropertyMe makes that handover a lot simpler.
As Janelle explains:
“If someone is away, another team member can open the Lease Renewal, see exactly where it’s up to and carry it through without missing a beat.”
With the communication history and documents in one place, another team member can step in without chasing down information.
It’s a relief for the person taking leave and the colleague covering their portfolio. Owners and tenants can also get answers without waiting for their usual Property Manager to return.
Less time in your inbox
There’s nothing particularly difficult about finding an old email. But when you’re doing it several times a day, the minutes add up.
For Janelle’s team, having emails linked to each Lease Renewal has helped cut down on that back and forth.
“Having the emails sit within the workflow has cut down the time spent chasing and cross-checking, because the history is right there for anyone who needs it.”
Rather than searching through conversations to confirm what’s been sent or agreed, Property Managers can see the history alongside the Renewal.
It’s especially handy when an owner or tenant calls unexpectedly. You can get up to speed quickly without having to call them back once you’ve found the information.
And with everyone working from the same record, there’s less chance of doubling up on follow-ups or missing something important.
Better for the whole team, not just the Property Manager
Every Lease Renewal involves an owner making decisions about their investment and a tenant wanting clarity about their home.
Both rely on timely communication and a process that keeps moving.
At Harcourts Property Centre, having everything accessible to the team has made handovers smoother and taken pressure off individual Property Managers.
It’s also helped create a more consistent experience for owners and tenants, regardless of who’s managing the Renewal.
Make Lease Renewals one less thing to worry about
There will always be plenty competing for a Property Manager’s attention. That’s not about to change.
But keeping track of Lease Renewals doesn’t need to be another headache.
For Janelle and her team, having everything together has meant less time chasing emails, better visibility across their portfolio and easier handovers when someone is away.
It’s a practical change that’s made a noticeable difference to how they work.
Ready to make Lease Renewals easier?
See how PropertyMe helps Property Managers keep track of upcoming Renewals, manage communication and stay on top of what needs doing.