Your Guide to Staying Organised Managing Multiple Properties

Growing Your Portfolio? Organisation Is Key to Success

Many landlords may want to increase their portfolio, but increasing rules and regulations can make it more difficult than ever, especially in light of the recent Renters’ Rights Act. Staying compliant while increasing your portfolio is about utilising the right systems. Landlords are increasingly turning to digital tools and property management softwares to manage multiple properties, and stay organised, while expanding their portfolios.

The right digital tools and automation can make scaling your portfolio smoother, safer, and more profitable.

The UK Private Rented Sector at a Glance

The private rented sector is the second-largest housing tenure in the UK, and with it comes growing responsibilities for landlords and property managers:

• There are currently around 2.82 million landlords in the UK
• The average UK landlord has 8.6 properties in their portfolio - a substantial workload
• Only 4% of landlords let their property as a full-time business, whereas 35% use it to supplement their income
• A large proportion of landlords are managing properties alongside other work, making organisation a top priority

The Hidden Challenges of Managing Multiple Properties

As your portfolio grows, so does the workload and responsibilities as a landlord, such as communicating with tenants, tracking compliance expiries, and organising inspections.

Common pain points include:

• Poor or delayed tenant communication
• Difficulty coordinating contractors property access
• Missed handling maintenance requests and compliance renewals (e.g. EPCs, gas certificates)
• Remediation work not logged and no proof of completion
• Documents are poorly organised and hard to find

Ensure you have sufficient systems in place and are ready to handle the increased burden effectively. Streamlining your property operations is more important than ever to stay compliant and protect your income.

The Case for Automating Your Property Management Tasks

While there are many property management software options available for letting agents, most lack the right functionality needed to meet the demands of property management.

Here are the top property management essentials:

• Automate tenant communications
• Track compliance deadlines automatically
• Store documents digitally and centrally
• Utilise AI to manage routine admin

When tenants can report issues easily and receive fast responses, satisfaction increases. Ensuring your processes run smoothly is essential to maintaining happy tenants, reducing turnover rates, and protecting against penalties or legal action.

Automate your tenant communication with Felicity, your AI assistant:

• Reads incoming emails or WhatsApps from tenants
• Understands what the resident needs and asks the right follow-ups
• Takes the next best action or escalates the issue
• Keeps a clear record for compliance and accountability

Your team stays in control and only handles exceptions or approvals. Freeing up more time for your team to focus on relationship building, expanding portfolios, and market growth.

Top Tips for Managing Multiple Properties Efficiently

Property management softwares are increasingly becoming the solution to automate tasks and keep on top of portfolio demands. Follow these tips to stay on top of managing multiple properties:

• Utilising property management systems can automate reminders, compliance renewals, maintenance logging, tenant communication, and document collection.
• Digital expenditure tracking can assist with applying for the right tax deductions for each property.
• Whilst there is no legal limit on how many rental properties a landlord can own, managing more than three properties can be difficult for an individual landlord without assistance from a letting agent or a property management software.

Scale up with LightWork AI

Leveraging scalable property management software empowers you to expand and manage more properties than ever before. As your portfolio grows, so does the number of tenants and administrative tasks. Don’t let your business be bogged down by manual processes, rather, embrace innovative, efficient solutions like LightWork AI to streamline operations and stay ahead of the curve. LightWork AI’s Resident Help Desk reads emails and WhatsApps, understands resident requests, asks smart follow-ups, takes the next steps, and keeps everything neatly logged. You stays in control, only stepping in for exceptions or approvals.

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