How to Choose the Right Housing Management System

9th January 2025

by Josh Mallender

Choosing the right housing management system (HMS) is a critical decision for any organisation involved in property management. The right system can streamline operations, improve tenant satisfaction and enhance overall efficiency.

However, before diving into the selection process, it’s essential to understand your housing organisation’s processes and needs. This understanding will guide you in choosing a system that aligns perfectly with your operational goals.

In this blog, we will give you some tips on what to consider when choosing the right housing management system. We’ll also discuss whether a housing management system is the right choice for your business and what the other options might be.

Understand your organisation’s processes

Before selecting a housing management system, you need to take a step back and thoroughly analyse your current processes. Why is this so vital? Because there is absolutely no point implementing new housing management software or platform if your processes are not up to standard. It doesn’t matter how good the software is, putting the right steps in place in this first place is the key to success.

You need to take the time to map out your processes, check that there are no areas that need improving and agree how you might change the process if you had some housing management software implemented. Identify the workflows that are working well and those that need improvement.

Our recommendation is to identify who in your organisation needs to involved in this process. Then, map out the processes with them and make sure everyone agrees with the final version. You may want to start with the “As Is” process (or Current State) and then agree on what a “To Be” (Future State) process would like.

Using Liberty Spark, our process improvement tool, you can map out your current workflows in detail.

Liberty Spark allows you to visualise and analyse your processes. It makes it easier to identify inefficiencies and areas for improvement. By understanding your processes, you can ensure that the housing management system you choose will integrate seamlessly and support continuous improvement.

Whatever way you choose to map your processes, just make sure you choose a method that is simple to read, easy to share and has the capacity to add in all the information you need.

Key features to look for in a housing management system

Once you have a clear understanding of your processes, you can start evaluating potential housing management systems. Here are some key features to consider:

• User-friendly interface: The system should be easy to use for all members of your team, from property managers to maintenance staff.
• Scalability: Choose a system that can grow with your organisation. As your portfolio expands, your HMS should be able to handle increased data and more complex processes.
• Integration capabilities: Ensure the system can integrate with other software you use, such as accounting or customer relationship management (CRM) systems.
• Automation: Look for features that automate routine tasks, such as rent collection, maintenance requests and tenant communications. This can save time and reduce errors.
• Reporting and analytics: The ability to generate detailed reports and analyse data is crucial for making informed decisions and improving operations.

Leveraging Liberty platform 

Liberty platform is a comprehensive solution which can meet the needs of housing management. It offers a range of tools designed to streamline operations and enhance productivity. With its low-code development environment, you can customise the platform to fit your specific needs, without extensive coding knowledge.

For example, Liberty platform’s AI-driven tools can automate many of your processes, from tenant onboarding to maintenance scheduling. This not only improves efficiency but also frees up your team to focus on more strategic tasks.

Is a housing management system the right choice for you?  

Choosing the right housing management system is a significant decision that requires careful consideration of your organisation’s processes and needs. By leveraging tools like Liberty Spark for process improvement and Liberty platform for comprehensive management, you can ensure that your HMS will support your goals and drive continuous improvement.

It’s important to consider what your goals are, and whether a housing management system is the right choice. Low-code platforms, for example, might be a better alternative for social housing providers, without the complexity of traditional systems. As a more affordable, flexible and efficient way to meet tenant needs and comply with regulations, low-code platforms like Liberty Tenant Hub offer:

Customisation and flexibility

• Tailored solutions: Low-code platforms let housing providers build custom tools without needing lots of coding. Traditional systems can be rigid and require expensive updates. With low-code, providers can quickly adjust features as laws or tenant needs change.
• Scalability: Low-code platforms can easily grow as the organisation does. Adding new features or data is quicker and cheaper than with traditional systems.

Cost-effectiveness 

• Lower development costs: Building on a low-code platform is cheaper than developing a fully custom housing system. You don’t need as many IT experts or external vendors.
• Faster deployment: Low-code systems are quicker to create and implement, cutting down both time and costs.

Integration and data management 

• Easy integration: Low-code platforms work well with existing systems, helping providers keep all their data in one place. This is essential for keeping track of compliance and day-to-day operations. Traditional systems often struggle with this.
• Better data insights: Low-code systems give providers better access to real-time data, making it easier to track things like tenant satisfaction or maintenance issues.

Enhanced user experience 

• Easy to use: Low-code platforms are simple to operate, even for staff with little technical knowledge. This helps them make changes and updates quickly, improving efficiency.
• User-friendly design: These platforms are designed to be easy for both staff and tenants to use, often including mobile apps for easier access.

Agility in responding to regulatory changes 

• Quick updates: Low-code platforms can be easily adjusted when laws or tenant needs change, unlike traditional systems that can take a long time to update.
• Future proofing: These platforms make it easier for providers to stay compliant with new laws and technologies as they emerge.

Empowerment of non-technical staff 

• Citizen development: Low-code platforms allow non-technical staff (like housing officers) to build or change applications themselves, without waiting for IT help. This leads to faster problem-solving and innovation.

Better tenant engagement 

• Custom engagement tools: Low-code platforms help housing providers create tools to better engage with tenants, like surveys or direct communication channels. This helps providers meet tenant needs more efficiently.

Reduced risk and compliance burden 

• Built-in security and compliance: Low-code platforms often come with features that ensure security and compliance, which is important for protecting tenant data. They make it easier to set up secure workflows and ensure the platform meets legal standards.

If you’re considering low-code, what features should you look for?

1. Data integration and real-time Insights

Look for a platform that allows you to connect and integrate data from various legacy systems into one unified view. This ensures you can access a 360-degree overview of your data, making it easier to make informed decisions based on real-time insights. A platform that liberates data from old applications can streamline processes and improve efficiency.

2. End-to-end digital transformation

A good low-code platform should go beyond simple CRM capabilities and provide a full suite of tools for communications, AI-driven insights, robotic process automation (RPA) and quality control. This ensures that you can fully digitise your operations, improve workflows and manage your housing services more effectively.

3. Faster delivery of digital services

The platform should enable you to upskill your team quickly, empowering them to deliver tailored, efficient services to tenants. The ability to drive proactive updates and improvements helps reduce inbound demand, optimising service delivery and tenant satisfaction.

4. Pre-built processes and integrations

Instead of reinventing the wheel, choose a platform that offers pre-built processes and integrations with other systems. This saves you time and resources by allowing you to implement existing solutions instead of developing complex new ones from scratch.

5. Digital autonomy 

A powerful low-code platform should give your organisation the ability to create, manage and modify digital solutions independently. This autonomy is crucial for adapting to changing needs or challenges without relying heavily on third-party developers or external support.

6. Connected workflows and friction-free services

Ensure the platform can unify workflows and connect multiple systems to create a seamless experience for both tenants and staff. A well-integrated system can improve service delivery by automating routine tasks and ensuring that data is always accessible, accurate and timely.

These features are essential for achieving a more efficient, agile and responsive housing management system that meets the evolving needs of both tenants and service providers. By choosing a low-code platform with these capabilities, you’ll be well-equipped to drive innovation, reduce operational costs and improve tenant engagement.

Whether it’s low-code or a housing management system, the key to a successful implementation is understanding your current workflows and selecting a system that enhances and streamlines these processes. With the right housing management or low-code solution, you can achieve greater efficiency, improved tenant satisfaction and a more effective property management operation.