‘One of the most significant benefits a portal creates is an official channel
of communication between the estate manager and the residents. This
serves to protect the management team and mitigates liability,’ says Deon
Basson, CEO of Real Estate Development Interactive (REDi), a property
technology specialist.
‘When setting up a portal, the estate management can create a structure
of various portfolios to cover all the components of their estate. Residents’
forums can be set up that enhance reputation management and allow
estate managers to appoint moderators to keep the conversations
relevant and respectful, and to resolve issues before they become major
dramas. If managed correctly, these forums become a positive problem-
solving space and merge the residents and the estate manageme nt
into one group with a common goal, which is a well-run and happy
community,’ adds Basson.
A portal reduces the burden on the estate manager by opening the
gateway to automated processes such as supplying the vast and varied
information required by a new resident. It streamlines the process of
finding and retrieving information and facilitates document control.
A portal design should be user friendly and work efficiently in both a
desktop and mobile environment, making it compatible with the demands
of the modern lifestyle. Functions such as a dedicated emergency channel
ensure clear, concise communication, and platforms to conduct polls or
voting are conducive to higher levels of engagement by residents.
A well-utilised portal is a central database that can store the history of all
aspects of the property. This database can be used by estate managers
to select and control the flow of information. Estate management
can perform all administrative functions and communication with all
stakeholders via the portal.
How to promote buy-in to the portal by the residents
When introducing residents to a portal system, it is crucial to stress how
this will streamline the flow of information and put control of the type of
content received into the hands of the resident.
The portal becomes the 24/7/365 go-to digital channel for all things
related to the estate, from utility bills and notices to events, meetings
and interest group updates.
A good portal system will give residents the ability to decide how they’d
like to receive communications and notifications, e.g. mobile app, email,
text messages or a combination thereof, allowing the resident to structure
the communication they receive to their individual requirements.
Encourage interest groups to create forums; this builds community, and
the content is user generated, taking the burden off the estate manager.
A community portal and application, correctly implemented, provides a
digital communication and delivery channel, anytime access to relevant
community information and services, and goes a long way in helping to
create a healthy, vibrant community.
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