For multifamily property management companies, it is sometimes necessary for a property to reach out to all residents quickly and efficiently.
One classic example is shutting down the water for a few hours to do plumbing work.
Of course, the classic paper notification taped to residents’ doors is one way of doing things. However, such a time-intensive method can be supplemented, or even outright replaced, by mass calling. A mass notification system sending messages, including emergency communications, has become essential for many property managers.
What Is Mass Calling?
Mass calling allows for the notification of, well, a mass of people. This technology can send pre-recorded messages to a large number of recipients simultaneously.
This method of communication is ideal for disseminating important information quickly, such as emergency warnings.
At HelloSpoke, we recognize the transformative potential of mass calling for company portfolios of all sizes. Whether the company has only a single-digit number of properties, or over a hundred, HelloSpoke can easily integrate our mass-calling system into those properties’ operations.
The Mechanics of Mass Calling
Mass calling works through an automated system that dials multiple phone numbers at once and plays a pre-recorded message when the call is answered. Some systems play the message over voicemail in the event of a missed call.
Here’s a step-by-step overview of how it typically works:
- Create a message
- Select or upload contacts (with valid phone numbers)
- Schedule calls’ date and time
- The system will automatically dial the numbers at the selected time and deliver the message to each recipient.
Benefits of Mass Calling
- Efficiency: Mass calling can reach thousands of people within minutes, saving time and effort compared to manual calling. This can be especially helpful during emergencies or other time-sensitive events.
- Cost-effectiveness: Automating the calling process reduces the need for additional staff, or even just distraction of existing staff from other tasks. Either way, mass calling can lower operational costs.
- Consistency: Every recipient hears the exact same message, ensuring uniformity in communication.
- Scalability: A given property may build additions that add hundreds, even thousands of residents. No problem–mass calling with HelloSpoke can scale to meet your needs.
Use Cases for Mass Calling
- Mass calling has uses for various scenarios in property management. Here are some common use cases:
- Emergency Notifications: Quickly inform employees, customers, or residents about urgent situations like natural disasters, security threats, or service outages.
- Billing Reminders: Send reminders to residents about upcoming due dates for rent and utility bills.
- Community Updates: Keep residents informed about local news, events, or municipal services. For instance, needing to reserve part of the parking lot for an event is something that all residents likely need to know about.
Best Practices for Effective Mass Calling Campaigns
HelloSpoke’s experience implementing this technology for numerous properties means that we know the best way to make sure residents hear what they need to hear.
Below are some of our recommendations for maximizing the effectiveness of your mass calling campaigns. Consider these best practices:
- Keep it Concise: Ensure your message is brief and to the point. Aim to convey the essential information within 30 seconds.
- Be Specific: Include all the necessary details. For instance, if the elevators are going to be shut down for repairs on a certain date, provide a timeframe for the shut-down.
- Timing is Key: Schedule your calls at a time when recipients are most likely to answer. Avoid early mornings or late evenings.
- Test Your Message: Before launching a large campaign, test your message with a small group to identify any issues and gather feedback.
- Follow Regulations: Ensure compliance with all relevant laws and regulations to avoid legal issues and maintain your property’s reputation.
HelloSpoke’s Solution for Mass Calling
At HelloSpoke, we are committed to staying at the forefront of these developments, ensuring our clients have access to the latest and most effective mass calling solutions.
Our system for mass calling is a powerful tool that can revolutionize the way your properties communicate with residents.
By leveraging the efficiency, scalability, and engagement potential of mass calling, you can enhance your outreach efforts to maintain better communication with residents. That in turn can lead to better retention.
At HelloSpoke, we are dedicated to providing top-tier mass calling solutions that help your properties notify their residents quickly and effectively. Contact us today to learn more about how we can help you harness the power of mass calling.