Migrating to a Cloud-Based
Management Office
Thursday, May 15 3:15 – 4:15 PM
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ISBN 978-1-59681-073-4
Conference Resource Guide 2014
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Migrating to a Cloud-Based
Management Office
Daniel J Haumann
Network-based services, which appear to be provided by real server hardware and are in fact served up by virtual hardware simulated by software
running on one or more real machines. Such virtual servers do not physically exist and can therefore be
moved around and scaled up or down on the fly without affecting the end user, somewhat like a cloud becoming larger or smaller without being a
physical object. -Wikipedia
Access services at an undefined location, on servers that don’t exist, that may not have the
capacity to support you. - Dan Haumann
Cloud Redefined
• There are many definitions because there are many forms:
– private vs public
– hosted vs web vs phone applications – physical vs virtual
– owned vs service-based – integrated vs loosely-coupled
– professionally managed vs self-managed
Where are the Benefits?
• Property Management Companies and Self-Managed Associations can benefit from:
– greater service capabilities – pay as you go services – capacity on demand – virtual office
– mobility
– better security and backup
• Direct/Indirect Labor Costs • Hardware/Software Costs • Telecommunications Costs • Utility Costs
• Consumable Costs
• Security and Recovery Costs
• New Revenue Sources/Differentiation
• Know your companies’ Technology Quotient. • Set objectives over a three year timeline. • Pick projects that your company can absorb. • Contain efforts to manageable increments. • Staff efforts appropriately.
• Understand and measure the specific benefits. • Review progress and modify objectives.
How Do You Get Started?
• Websites and Social Media
• Email, Phone, and Other Communications • Management Software
• Accounts Receivable • Accounts Payable • Closing Documents • Printing and Faxing • Document Storage
• Network becomes a more critical utility • Tight integration may limit vendor choices • Personnel capabilities may limit adoption • Managing change can be challenging • Vendor management is critical
What Challenges Exist?
• Serves as the “home base” for online Association services
• Provides public, owner, Board, and admin security levels
• Advertises events, classifieds, homes for sale, amenities, what’s nearby
• Integrates with management and accounting software • Maintains events calendar, directory, and reservations • Connects owners to local information on education and
services
Website/Customer Portal Management Software Maintenance Communication Accounting
• Reasonably priced enterprise-class email • Supports most device types
• Substantial storage options • Advanced features
• Low support requirements • Many integration options
• Web-based administration
• Several phone hardware choices • Virtual phone numbers
• Advanced auto attendant features • Various find me services
• Timesaving voicemail features • Integrates with cell phones
Phone
• Instant Messaging • Texting • Twitter • Voice Blasts • Online Meetings • Message Boards • Blogs • Emergency AlertsOther Communications
• Integrates with website or social media hub • Provides web-based access to owner accounts • Exports Board-level reports directly to hub • Enables online service requests
• Expands capabilities to phones and tablets • Implements disaster recovery
Management Software
• Scanners • Lock Boxes • Auto Debit
• Electronic Check • Electronic Bill Pay • Debit/Credit Card • Cash
• Payables Lock Box • Scan to Work Queue • Electronic A/P Approval • Automatic Payables Entry • Electronic Check Approval • Check or ACH Payment • Automatic Payment Entry • Advanced Reporting
Accounts Payable
• Reduce labor-intensive paperwork processes • Reuse questionnaire templates
• Improve payment tracking
• Upsell additional documents and packages to increase revenue
• Streamline payment receipt
• Eliminate or reduce need for printers, postage machines, folders, stuffers and manual labor • Reduce cost per page for high volume printing • Provide both simple and highly-integrated
alternatives
Printing
• Eliminate or reduce fax equipment, paper, ink, telephone lines
• Reduce wasted time standing over the fax machine
• Integrate with multifunction printer for high quality fax input
• Integrate with email for efficient sending, receipt and distribution
• Enables online storage of most documents • Allows online document sharing
• Improves document collaboration • Device independence
• Provides automatic backup • Offers advanced recovery
Document Storage
• Opportunities are unlimited.
• We are just scratching the surface. • Adoption will accelerate.
• Services are becoming expected.
• Who will lead, you or your competitors?
