Customized Property Management Dashboards & KPIs

 

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Crafting Effective KPIs To Unlock Your Property Management Potential

At Real-Time Consulting Services, we believe that Key Performance Indicators (KPIs) are essential to measuring the success of any property management business. KPIs should reflect your company's goals and expectations and must be carefully aligned with individual roles and the company’s primary objectives. Whether financial or operational, every KPI should tell the story of how your business is performing.

Monday.com KPI Dashboard

Custom KPIs for Each Role

While there are standardized KPIs across the property management industry, they should always be set according to your business needs. What works for one company may not be suitable for another due to market differences, property types, or even door counts. Below are example KPIs tailored to critical roles within property management:

Property Managers

  • Owner Retention Rate – Measures how effectively owners are retained.

  • Days to Turn Units – Tracks the efficiency of the property manager in preparing units for new tenants.

Assistant Property Managers

  • Occupancy Rate – Tracks the percentage of units occupied at any given time.

  • Lease Renewal Rate – Measures the success of lease renewals under their management.

Leasing Agents

  • Leases Signed Per Month – Measures performance based on new tenant acquisition.

  • Lead-to-Lease Conversion Rate – Tracks how effectively leads are converted into signed leases.

Maintenance Coordinators

  • Work Order Response Time – Measures the time spent responding to maintenance requests.

  • Maintenance Completion Rate – Tracks the completion of maintenance tasks within a defined timeframe.

Technicians

  • Billable Hours – Ensures technicians are operating efficiently with their time.

  • First-Time Fix Rate – Measures how often a technician resolves an issue on the first visit.

Director of Operations

  • Operational Efficiency – Tracks the overall efficiency of company processes.

  • Budget vs. Actual Costs – Monitors financial performance against budgeted expectations.

High-Level Company KPIs

At the company level, KPIs should reflect both operational and financial success. Here are three critical KPIs every property management company should monitor:

 

  1. Gross Profit Margin – Tracks the overall profitability of your business and measures the effectiveness of financial management.

  2. Average Days Vacant – Helps monitor how long units remain vacant and identifies bottlenecks in the leasing process.

  3. Portfolio Growth Rate – Measures the percentage growth in units under management, reflecting business expansion.

High-Level-Company-KPIs
Monday.com KPI Calculation View

Customizable Dashboards and Data Integration

We help create customized dashboards that gather data directly from your property management software to deliver the KPIs that matter most. Our systems ensure your key metrics are easy to access, visualize, and track in real-time. By building KPI dashboards specific to your company, you can quickly measure ROI, identify areas for improvement, and adjust strategies to drive continuous growth.

Example of Airtable Board

Why Customization Matters

We understand that you cannot compare Property Management Company A with Property Management Company B—even if they track similar KPIs like “Days Vacant.” Variables such as market location, property class, economic trends, and door count size all play a role in the effectiveness of those metrics. 

For example, a boutique property management company in Denver, CO, should be measured by different metrics than a 1,000-door company in Kansas City, MO.

That’s why we specialize in customizing KPIs that reflect what is most critical for your company’s success. Whether through reports, performance metrics, or operational analytics, we ensure that your KPIs are tailored specifically to your business and not generic benchmarks.

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Monday.com KPI Tracker

Get Started with a Free Consultation

Take the first step towards transforming your property management business with our free consultation. Our experts are ready to analyze your operations, identify areas for improvement, and provide tailored solutions. Fill out the form to get started and see how Real-Time Consulting Services can help you achieve your goals.

We will review your business plan and make sure you are on track.

We will analyze your goals and the current systems in place.

Please Fill Out the Form to Get Started

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