CAI-NJ June 2017

EMBRACING NEW TECHNOLOGY The Importance of Communication and Education When Introducing New Technology to Your Enterprise and Your Associations.

By Dan Fusco, CMCA, Associa - Community Management Corp. with contributions from Anthony Bifano

© iStockphoto.com

I n 2015, we introduced an internet based accounts pay- able system across all of our properties and associations. The technology, the transparency, the efficiency, and the cost savings all made it a no brainer. Now our man- agers and board members can view and approve invoices online, see actual invoice images, and communicate inter- nally while permanently documenting comments, changes and approval flow. Payments can be made more quickly and accurately with little or no paper processing, minimiz- ing human error, paper files, and with all of the benefits of a “paperless” system. Since invoices can easily and quickly be approved by board members, up front signa- ture cards are provided and payments can be issued by the third party payer. There’s no need to circulate paper checks for various signatures. You now have a secure, eas- ily usable solution for anyone with an internet connection. Sounds great, right? While we adjusted to the new system, we needed to redefine our tasks including internal staff, property managers,

board members and finance committees. We all get com- fortable in our ways. Any disruption to our normal routine triggers pushback, even if the ultimate result is to our benefit. So, an obvious time saver, cost saver, paper saver, and audit

tool could be derailed if managers, and especial- ly association boards, don’t buy in. What’s the secret? Same as always - clear communication, careful planning, purposeful education and respon- sive follow ups.

"Make use of the support and transition staff of the software provider. Question, question, question."

For any management company or association consider- ing or already undertaking a similar migration, below are some suggestions. They worked for us, and they continue to be valuable as we move farther along since the start of the transition. CONT I NU E S ON PAGE 48

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