The property management industry is constantly evolving, and staying competitive requires embracing the latest technologies. One of the most impactful advancements in recent years is the integration of Artificial Intelligence (AI) into everyday business processes. AI tools can automate repetitive tasks, provide valuable insights, and streamline operations, allowing property managers to focus on what they do best—managing properties and serving residents. Here are some AI tools that can help property managers boost productivity:
1. Scribe    
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 What it does: Scribe is an AI-driven tool designed to create Standard Operating Procedures (SOPs) quickly and efficiently. It automatically captures your actions on screen, takes screenshots, and generates step-by-step guides in real-time. This makes documenting processes like new employee onboarding, software training, and even routine maintenance checks effortless.
Why property managers need it: SOPs are essential in property management for maintaining consistency and quality across operations. Scribe simplifies this often tedious task, ensuring that SOPs are always up-to-date and comprehensive without consuming hours of manual effort.
Cost: Scribe offers a free version with limited features, while paid plans start at around $29 per user per month, offering more advanced features and integrations.
2. Notion
What it does: Notion is a versatile all-in-one workspace that combines notes, tasks, databases, calendars, and more into a single platform. With its AI features, Notion can help with content suggestions, task automation, and project management, making it easier to keep everything organized.
Why property managers need it: Property managers can use Notion to create and manage property portfolios, track maintenance requests, organize tenant communication, and even build custom dashboards to monitor key performance indicators (KPIs). Its collaborative nature also makes it ideal for teams.
Cost: Notion offers a free version for individuals, with paid plans starting at $8 per user per month for teams, providing additional features like admin controls and advanced permissions.
3. Fathom
What it does: Fathom is an AI-powered meeting assistant that transcribes meetings in real time, highlights important moments, and summarizes the discussions. It integrates seamlessly with popular video conferencing platforms like Zoom, making it easy to revisit and share meeting insights.
Why property managers need it: Meetings with tenants, contractors, and team members can be frequent and time-consuming. Fathom ensures that no important details are missed by providing accurate transcriptions and summaries. This is especially useful for follow-up actions and keeping stakeholders in the loop.
Cost: Fathom offers a free plan with basic features, while premium plans that include more robust functionalities start at approximately $12 per month.
4. Forwrd
What it does: Forwrd uses machine learning algorithms to evaluate and prioritize leads based on their likelihood of conversion. It analyzes data from your CRM and other sources to score each lead, helping property managers focus their efforts on the most promising prospects.
Why property managers need it: Forwrd helps property managers optimize their leasing funnel by identifying high-quality leads, thus reducing the time and effort spent on less promising prospects. It increases leasing efficiency and can significantly boost occupancy rates.
Cost: Pricing for Forwrd varies based on the volume of leads and the level of customization required. Pricing starts at $0 but has plans that start at $1,999/month.
5. Grammarly
What it does: Grammarly is an AI-powered writing assistant that helps improve writing by suggesting grammar, punctuation, style, and tone corrections. It can be used across various platforms, including email, web browsers, and office applications, ensuring clear and professional communication.
Why property managers need it: Clear communication is crucial in property management, whether it’s responding to tenant inquiries, drafting lease agreements, or communicating with vendors. Grammarly ensures that your writing is polished and error-free, saving time on proofreading and editing.
Cost: Grammarly offers a free version with basic features, while premium plans start at $12 per month for advanced suggestions and additional writing insights. There’s also a business plan for teams that starts at $15 per user per month.
6. Asana
What it does: Asana is a project management tool that helps teams organize, track, and manage their work. Its AI capabilities include automation of routine tasks, prioritization of work, and predictive insights that help teams stay on top of their goals.
Why property managers need it: Asana is perfect for property managers who need to coordinate multiple projects, such as managing maintenance schedules, tracking tenant issues, and overseeing property improvements. Its AI features help reduce manual workload by automating task assignments and follow-ups, ensuring that nothing falls through the cracks.
Cost: Asana offers a free basic plan for individuals and small teams, with premium plans starting at $10.99 per user per month, which include advanced features like timeline views, automation rules, and custom reporting.
7. ChatGPT
What it does: ChatGPT is an AI language model that can assist with various tasks, from drafting emails and responding to tenant inquiries to generating content for newsletters and social media. It can also provide quick responses to common questions, making it a versatile tool for property managers.
Why property managers need it: ChatGPT can be used to automate tenant communication, answer FAQs, and even assist with marketing efforts. By handling routine queries, ChatGPT frees up property managers to focus on more strategic tasks, enhancing overall productivity and tenant satisfaction.
Cost: ChatGPT offers different pricing tiers, with a free basic version and premium options (such as ChatGPT Plus) starting at $20 per month. For enterprise solutions with advanced features, custom pricing is available.
Summary
AI is no longer a futuristic concept—it’s a present-day game changer that property managers should embrace to stay ahead. Tools like Scribe, Notion, Fathom, Showdigs, LeadScore AI, and ChatGPT are just a few examples of how AI can help streamline operations, reduce manual workload, and ultimately increase productivity. By integrating these tools into your daily operations, you’ll not only save time and reduce errors but also enhance the overall experience for your team and residents alike.
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