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Adopting New Technology Can Feel Scary, But It Doesn’t Have To
For today’s property management teams, adopting new technology isn’t optional, it’s essential. With higher inquiry volumes, increased resident expectations, and growing pressure to operate efficiently with smaller teams, using the right tools can dramatically improve day-to-day operations.
But even the best technology only works if your team feels confident using it. Below are strategies to help your leasing, operations, and support teams successfully adopt Aptly, build better habits, and feel ownership over the process.
Build Early Buy-In Through Group Endorsement
In property management, smooth adoption requires alignment across leasing agents, property managers, maintenance coordinators, and regional leaders. Everyone plays a role in resident communication and workflow execution.
Involving your team in the decision-making process ensures they feel heard and helps uncover real-life workflow challenges that Aptly can solve. During early conversations, ask your team:
- Why did we start looking for a tool like Aptly?
- Which current pain points slow down leasing or resident communication?
- What tools or spreadsheets are we juggling that could be consolidated into Aptly?
- What workflows—leasing, renewals, maintenance coordination, owner communication—would you like to centralize?
This input helps team members see Aptly as their tool, not just another system to learn.
Keep It Simple by Starting With One High-Impact Workflow
Introducing new technology can temporarily disrupt routines—especially in property management where teams already juggle heavy workloads.
Start with one focus area that solves a real problem, such as:
- Reducing inbox overwhelm by using a unified team inbox
- Improving lead follow-up through shared lead boards
- Standardizing renewals or move-outs with board templates and task automation
- Reducing dropped inquiries with SMS communication and autoresponders
Example:
Many teams start by centralizing renter and resident communication using Aptly’s shared inbox. This alone reduces response times, prevents missed messages, and gives managers visibility into workload distribution.
Success with one area builds confidence and creates momentum for adopting the next feature.
Establish New Routines and Replace Old Habits
Property management teams often rely on long-standing habits: personal inboxes, side spreadsheets, manual reminders, sticky notes, or verbal check-ins. To ensure Aptly becomes the new standard:
- Reinforce that Aptly will centralize communication and workflows going forward.
- Create clear expectations, such as:
- Direct renter and resident conversations in the shared inbox.
- Manage leasing and renewals through designated boards.
- Use tasks and automations instead of manual follow-ups.
- Celebrate wins early—such as reduced lead response times or fewer missed resident messages.
Adoption improves dramatically when teams understand that Aptly isn’t an extra step—it’s the new home for their work.
Maintain an Open, Honest Discussion
Strong adoption comes from continuous communication and transparency. Encourage team members to share what’s working, what’s confusing, and what could be improved.
You might create:
- A weekly 15-minute check-in to review inbox volume or board progress
- A dedicated Aptly feedback channel for your team
- Monthly refresh training or workflow updates
- Open office hours with your internal “Aptly Champions”
Keep the conversation grounded in empathy—new tools take time to learn, especially in a fast-paced environment like property management. Reinforce the benefits, provide training, and stay open to adjusting processes as you learn what works best.
Emphasize the Benefits for Property Teams
Teams embrace Aptly when they understand how it makes their daily work easier. Highlight both the individual and team-level benefits, such as:
Communication Benefits
- Reduces email silos and missed messages
- Provides visibility into conversations across the team
- Improves resident satisfaction with faster, organized responses
Operational Benefits
- Simplifies leasing, renewals, move-ins, and move-outs through automated boards
- Increases accountability with tasks and activity tracking
- Reduces manual work by integrating with your property management software
Leadership Benefits
- Offers reporting to measure workload, follow-up performance, and lead conversion
- Standardizes workflows across properties and regions
- Creates consistency as teams change or grow
Use specific examples that match your business goals so your team can visualize the impact.
Sample Email to Send to Your Team
Below is an updated version tailored for modern Aptly onboarding.
SUBJECT:
Get Ready for Aptly
BODY:
Hi {{first_name}},
We’re excited to share that our team is implementing Aptly, a CRM and workflow management platform built specifically for property management teams. Aptly integrates with our property management software and will help us work smarter, respond faster, and stay more organized across our renter, resident, and owner communications.
Aptly will give us:
- A shared inbox for managing emails, SMS, and calls as a team
- Boards to track leasing, renewals, and other workflows with clear visibility
- Automation to reduce manual work and help us stay on top of follow-ups
- Centralized communication so nothing slips through the cracks
Over the next few weeks, we’ll be partnering with Aptly’s Customer Success team to configure our account and build out our workflows.
We’re implementing Aptly to help us:
- [Insert Pain Points]
- [Improve Communication / Lead Response / Resident Experience]
- [Track Key Workflows / Organize Projects]
Your feedback is important throughout this rollout, so please reach out with any questions or suggestions. We want Aptly to truly support the way we work each day.
Sincerely,
[Your Signature]