To Combine or Not? The Pros and Cons of Merging Lease Management Tools

Congratulations! Your company has expanded its footprint through a successful acquisition. Now comes the process of integrating the new locations into your existing operations. One crucial area demanding attention: lease management.

Related Blog: Navigating Lease Management Tools After Mergers & Acquisitions

In a perfect world, both your company and the acquired locations would be using the same lease management tools and processes. But reality often throws you a curveball. You might be staring down two different systems, each with its own quirks and functionalities. Now you face a critical decision: consolidate or coexist?

The Case for Consolidation: Efficiency & Cost Savings

Merging into one lease management platform offers several compelling benefits:

• Streamlined workflows: Imagine a single source of truth for all your lease data! No more jumping between systems, wasting valuable time, and risking errors.
• Reduced costs: Why pay for two separate tools when you can potentially leverage economies of scale with a single, consolidated solution?
• Enhanced visibility: A unified platform provides a holistic view of your entire lease portfolio, enabling better decision-making and strategic planning.
• Improved communication: Consolidated data fosters better communication and collaboration between departments.

Property Works has seen many of our clients navigate these exact challenges over the past 25 years. Recently, we had a 90-unit client that was purchased by a large multibrand group with a different software system than Property Works. They ultimately decided to keep Property Works for their 90-unit portfolio. The decision came down to our ability to efficiently process percent rent calculations, leveraging our extensive historical data for accuracy, and ensuring accounts payable continued to run smoothly.

The Case for Coexistence: Avoiding Disruption & Risk

However, consolidation isn't always the smoothest path. Here's why some companies choose to keep things separate:

• Minimizing disruption: Switching to a new system can be disruptive, requiring user training and data migration. This can be particularly challenging during a post-acquisition period.
• Hidden costs: Implementing a new platform may involve upfront costs for data migration, training, and potential customization.
• Risk of data loss or errors: Data migration can be risky, and there's always a chance of losing or corrupting information during the transfer.
  
  

Making the Right Choice: A Weighing Game

So, which path is right for you? Here are some factors to consider:

• Complexity of existing systems: Are both systems user-friendly? Do they integrate with other critical software you utilize?
• Scalability of existing tools: Can your current system handle the additional volume of leases brought on by the acquisition?
• Technical expertise: Does your team have the in-house expertise to handle data migration and user training for a new system?
• Cost analysis: Carefully analyze the potential cost savings of consolidation versus the costs associated with maintaining two systems.
  
  

Beyond Consolidation vs. Coexistence: Exploring Hybrid Options

Don't feel limited to an all-or-nothing approach. Here are some creative ways to bridge the gap:

• Partial integration: Can you integrate some aspects of the acquired system into your existing platform, creating a hybrid approach?
• Phased migration: Consider a phased approach, gradually migrating data and users to the new system over time.
  
  

The Final Word: Communication & Planning are Key

Ultimately, the best decision depends on your specific circumstances. Regardless of the path you choose, clear communication and meticulous planning are crucial. Involve stakeholders across departments and develop a comprehensive strategy that minimizes disruption and maximizes long-term benefits.

By carefully navigating the post-acquisition lease management landscape—and learning from the experiences of those who have come before—you can ensure a smooth transition and unlock the full potential of your expanded business.

Related Article: 7 Reasons to Switch to Property Works’ Lease Management