5 ways to improve your property management process with contact management in Trello
Keen to unlock your property management potential with Email for Trello? We take a closer look at how strategic contact management can help your team streamline their communication between multiple stakeholders like landlords, tenants and tradespeople.
If you’re exploring Trello as an option for managing your rental property portfolio, you’re going to love Email for Trello and our contact management features for organizing your conversations! In this article, we take a look at:
What contact management is, and why it’s important for property teams
How to manage your contacts in Trello with the Email for Trello Power-Up
5 ways to improve your property management processes using Email for Trello’s CRM (contact relationship management) features
Let’s dive in!
Why is managing contacts important for property management?
Managing your contacts effectively is an important part of business development and communication across all industries. With a comprehensive database in place, property teams can offer clients personalized service, track interactions, and ensure timely responses.
Whether you’re communicating with tenants, landlords or suppliers, a strategic approach to contact management helps teams adapt more effectively to their customers’ needs. And improved customer relationships mean more leases signed and occupied!
What is contact management?
In short, contact management is the organization and maintenance of client information. Great contact management is the backbone of great customer relationships (and, ultimately, more successful letting) – so it’s important to have the right tools for the job.
💡 Great customer service is an important growth driver for many small and medium-sized businesses. Learn more about the benefits of CRM software for small businesses.
How to manage your email contacts with Email for Trello
The Email for Trello Power-Up makes it possible to connect a shared email address to your Trello board, so that you can manage your contacts, emails and tasks – all in one place! Our advanced CRM features help property teams to:
Keep accurate records. Property teams can maintain a comprehensive database of contacts, notes and email conversations.
Stay accountable. Both letting agents and management have complete transparency, which ultimately improves customer relationships and business development by encouraging timely responses to incoming emails.
Collaborate in real time. Greater visibility also makes it much easier to share best practices with team members, stay up to date on new opportunities, and allocate resources to priority clients.
Find out more about managing your rental properties with Email for Trello.
5 ways to improve your property processes in Trello
Let’s take a closer look at how contact management works in Email for Trello, so that your property team can get the most out of our powerful CRM features.
1. Improve collaboration with the activity feed
The Email for Trello activity feed makes all your emails, contacts and tasks visible at a glance. This can help your team to:
Co-ordinate letting efforts. The Email for Trello activity feed acts as a convenient, centralized platform for tracking email interactions regarding current and prospective tenancies in real-time. This makes it easy for your team to keep their finger on the pulse, spot bottle necks, and jump in to help colleagues out where necessary.
Stay up-to-date. A clear overview of open lets and ongoing lease negotiations means that everyone is on the same page with the latest information, reducing the need for time-consuming manual reporting.
By consolidating all your Trello information in one place, your team can easily review activity across all boards, contacts, notes and emails.
Learn more about how to streamline your rental property pipeline with the activity feed.
💡 TIP Find out more about how to foster better collaboration within your property team for smoother operations and happier tenants.
2. Discover new business insights
The overview provided by the activity feed is not only a powerful tool for property teams looking to improve their response times and react quickly to real-time change. It’s also a really valuable way to discover new business insights, so that you can take proactive steps to optimize your workflow and achieve your goals faster.
Boost performance. Property agents can track ongoing comms in the activity feed, so that they know when to make contact to sign a new tenant agreement, agree on an annual inspection, or negotiate a lease renewal.
Make data-driven decisions. The activity view can help you spot trends and notice areas for improvement. Using this knowledge, you can apply your insights for better team communication, CRM and task management.
Use the contact overview to see team, contact and email activity across accounts, so that you can see what’s being done – and plan for how to improve
💡 Did you know? Our dark mode release means that you can enjoy the Email for Trello CRM dashboard in the same theme as your board.
3. Save time with contact import (and export)
Maintaining an up-to-date database is essential for great CRM, but manual data entry can be a real time-suck for busy teams! Take advantage of Email for Trello’s easy import functionality so that you can:
Save team time. Importing contacts in bulk saves valuable time – and makes migrating your property inbox into Trello that much easier!
Ensure accuracy. Batch uploading contacts eliminates typos associated with manual uploads. Plus, we automatically take care of any duplicates!
💡 TIP Need to upload contacts to Trello? We’ve made it easy for you with this downloadable CSV template.
If you need to share contacts with external suppliers, or simply do a data backup, you can also export your contacts in just a few clicks. Learn more about contact import and export on the Email for Trello blog.
4. Keep your contacts organized with groups
Email for Trello makes it possible to group contacts by organization so that your team can keep contacts organized by company. This is especially useful for property teams that are managing landlords, tenants and suppliers for multiple properties.
Keep contacts organized. Organization groups give you a better overview of your contacts, allowing you to see all correspondents associated with a single organization at a glance.
Improve knowledge sharing. Team members can see all conversations in the context of a single organization, making it easy to stay up to date and keep track of the bigger picture.
💡 TIP After you’ve imported a contact list, Email for Trello recognizes similar email addresses and automatically groups them by organization.
5. Make record-keeping easier with custom notes
Custom notes are great for organizing extra details relevant to your contacts. For example, your property agents might want to add custom notes for client preferences, specific requests, or even reminders for other team members. This can help to:
Make record-keeping easier. Keeping notes maintains a record of past interactions and observations, which can offer useful historical context and inform future business decisions.
Improve team communication. Shared insights and updates make it easier to collaborate with colleagues, because everyone is working from the same set of information.
Time-stamped contact notes are visible alongside emails and comments in the activity feed
Learn more about adding custom notes to your contacts in Trello.
Transform your property workflow with Email for Trello’s contact management features
Transform your rental property processes with efficient contact management in Email for Trello! Make the most of our powerful CRM features to improve accuracy, accountability, and collaboration, so that you can ensure smoother operations – and happier clients.
