Evading Analysis Paralysis: How to Take the Plunge and Make Your Tech Stack Work for You

Tommy Ciaccio
8/20/2024

On today’s to-do list: one check-out, two check-ins, three maintenance tasks, and four hours yelling at the computer trying to make your software work.

Too many property managers are bogged down in a psychological quagmire that’s holding them back from ditching outdated software, tech, and other processes.

Property management is stressful enough without your software causing more problems than it solves. While most property managers have been burned before by software that didn’t fulfill its promises, with careful planning, the transition can be pain-free and more than worth it.

But PMs don’t need to be trapped by unhelpful software and can feel confident in making the change. With this four-step approach, there’s no reason to put off moving to a new PMS.

1. Think Ahead

All too often, property managers postpone any changes until the last guest checks out at the end of the high season. While it may feel like you don’t have time before, this delay often leads to rushed decisions made out of desperation rather than careful consideration—or no decision whatsoever and another year of battling with the same operational problems. Instead, get the ball rolling well before the peak season ends, even if it’s just casual searches online. This gives you ample time to assess your options, engage with vendors, and even trial new software during a less hectic time—and be ready for the new booking season. Planning ahead means you’ll decide under less pressure, which increases the likelihood of choosing a solution that truly fits your needs.

2. Get Real Recommendations

When it comes to understanding the true value and performance of prospective software, there’s no substitute for speaking with peers who have already walked this path. Engage with other property managers with real experience of the software you’re interested in to uncover the realities that lie beneath the marketing gloss. Conferences or local meetups are the perfect way to make these connections and get advice from people in the same situation. These conversations can reveal invaluable insights into how software solutions perform in real-world scenarios, the challenges others faced during the transition, and how different tools have impacted their day-to-day operations. This peer advice can be instrumental in helping you set realistic expectations and avoid potential pitfalls.

3. Inquire About Onboarding and Support

Transitioning to a new tech solution is not just about the software itself but also the support system that comes with it. Before committing to anything, ask potential providers about their onboarding processes and the ongoing support they offer. How long will the onboarding take? Is there a reasonable overlap period with your existing solution? What kind of training and resources will they provide to ensure your team is up and running with minimal disruption? Understanding the level and quality of support you can expect will help you evaluate whether a provider is likely to be a reliable partner in your success.

4. Focus on Your Core Needs

There’s a lot of noise out there, with many solutions doing similar things, and even with similar-sounding names. To make the right choice for your business, focus on the top three aspects of your current system that you most want to improve. Whether it’s enhancing reporting capabilities, streamlining guest communications, or automating maintenance tasks, identifying these priorities can guide your decision-making process. By concentrating on a few critical improvements rather than getting distracted by a long list of nice-to-haves, you can more easily compare how different solutions meet your specific needs. This targeted approach not only simplifies the selection process but also ensures that the new system will have a meaningful impact on your operations.

Propelling Your Business Forward

Embracing change in your tech stack is essential to stay competitive and efficient in the fast-paced world of property management. By planning ahead and focusing on your key needs, you can beat analysis paralysis and find software that actively propels your business forward. Remember, the goal is to make technology work for you, not the other way around.

---