Netintegrity Blog

How to Conduct a Needs Assessment for New Property Management Software

By Joseph Slonimsky

So you’ve decided it’s time to start considering new property management software for your organization. Perhaps the one you’ve been using is outdated or is simply not getting the job done, or maybe it’s your first time using a software solution for your property management firm. The first step in choosing any type of software for your business is to conduct a thorough needs assessment. This assessment will help you identify the key needs that must be fulfilled, and help you to determine which features would best suit your business.

The first thing to consider is the many ways in which property management software can help your organization as a whole. Not only will it improve efficiency and productivity by automating time-consuming manual tasks, but it will also help your front line employees by making their jobs easier. This improved workflow and increased employee morale will then trickle down to customers, boosting service levels. Finally, many software solution products offer customer interface features that directly impact how clients interact with your business.

Find out how technology can make life easier for your customers, your staff, and YOU! Download a free copy of The Property Manager's Guide to Technology in the Management Office.


All of these angles must be considered as the first step of your needs assessment so that you will be better prepared to make knowledgeable and informed decisions that are beneficial to all areas of your organization. Once you have a clear picture of the impact new property management software can potentially have on your business, you should consider the following key points:

  • After a thorough analysis of your current processes, identify which ones are working, which ones are not, and why.
  • What is it about your current software (if any) that is the most frustrating or causing the most problems?
  • What are the steps required to solve these problems?
  • What will happen to your organization if these problems are not addressed?
  • What are your goals / what do you want to achieve?
  • Is new property management software the solution to your problems?
  • What impact could new software have?
  • How many system users will you have? (Don’t forget to include administration, technical, and users who may be located off premises.)
  • What features are most critical to your organization?
  • What reporting capabilities will you need?
  • What is your budget?
  • Is there a solution currently on the market that matches your needs and requirements?
  • Would the solution need to be customized and if so, what are your options?
  • What kind of solution makes the most sense for your organization (i.e. single vendor, etc.)?

Once you have taken the time necessary to thoroughly consider and answer all of these important questions, you can then begin the task of researching and weighing your options. Whatever your needs happen to be, remember to always look for a property management software provider that also offers good training and excellent service and support, both before and after implementation. You don’t want to be left high and dry with a new platform that you don’t understand or have difficulty using.

Property management software can do wonders for any type of organization, whether it’s residential, commercial, condo, HOA or nonprofit. It can provide your business with all the tools it needs to streamline workflow processes and become a more efficient operation, which as any good property management professional knows, is the key to success. These tips will help you to conduct a thorough needs assessment that will improve your chances of selecting the perfect software solution for your business.

What questions did you ask the last time you conducted a needs assessment for your organization? Please share them in the comments below.

The Property Manager's Guide to Technology


Find out how technology can make life easier for your customers, your staff, and YOU! Download a free copy of The Property Manager's Guide to Technology in the Management Office.


Tagged Productivity, Blog, Technology, Property Management