Success story of a modern property manager
The garbage can for shredding files stands like a metal memorial in Kai Pflanz's office. It is a reminder of the time when mountains of paper and Leitz folders defined the Swabian property manager's everyday working life.
Invoices arrived in the post, had to be instructed to be paid and then filed. That was only possible in the office in Allmersbach im Tal. However, the digitalization of his family business has given the property manager new freedom: Pflanz, 40, can choose to work in the office, from home or remotely. This means he can finally spend more time with his daughter and accompany her to her dance championships.
His 13-year-old daughter is a hip-hop dancer - and quite successful. She will be competing in the European and World Championships next year. The proud father was unable to attend the competitions for a long time due to his property management duties. Bookkeeping, owners' meetings, appointments when taking over new residential complexes: Pflanz had to be on site for day-to-day operations - often seven days a week. As a self-employed person, you can always work, he says.
Then he purchased Impower for his property management company; since then, his work has become more digital. And more flexible. "I now have the opportunity to work from anywhere. I can now attend my daughter's performances live; I no longer have to tell her that dad can't come. I can sit in the corner and just carry on working. And the moment she dances, the laptop closes," says the family man. That's the added value that the new technology brings.
I now have the opportunity to work from anywhere. I can now attend my daughter's performances live.
He also doesn't need to be in the office to process invoices. "We have switched to the invoice mailbox, which is linked to Impower. The mail is sent to this e-mail address. With automatic text recognition, the software simply fills in the booking text: Residential complex, invoice number, date," says the trained banker. Gone are the days when his letterbox was overflowing with letters from owners, invoices, account statements and offers.
But there are still piles of old folders in his offices. The property management company has been around since 1996; he took it over from his parents. The folders are gradually being digitized and then sent to the shredding garbage can. Only contracts and minutes remain in paper form. "We have rented a huge basement especially for our archive. Although we have more units in the archive, we don't need to expand it," he says. On the contrary: it can now be reduced in size. And that saves costs.
Personnel expenses have also fallen. Pflanz's father used to do the bookkeeping. When he left the company, the junior wanted to purchase software that was fun to use: he opted for Impower. "That was the missing piece of the mosaic for me." His father's full-time position was not filled because of the new system. "I don't necessarily need someone to sit in the accounts department. Instead, the employee can go into the back office or support property management. We simply do the bookkeeping as part of our day-to-day business," says Pflanz. He considers the new system to be self-explanatory, structured like an app.
In future,property managers will find it very difficult to work without modern software, Pflanz believes. "It is important for employees to have software that is easy to use. You also have to assume that an employee won't be with you for ten or 15 years. You need a program that's fun to use."
This will ensure that his property management company remains stable in the future: digital, transparent and reliable. Next summer, Pflanz's business will also be completely paperless. And the innovations continue: from the 2024 billing year, he will introduce a new billing process. The water meters will then be transmitted digitally.
