How Technology Is Reshaping Facilities Management for Chicago Property Owners

The Digital Shift in Facilities Management

Facilities management used to be all about clipboards, paper logs, and gut instincts. But in today’s age with cutting-edge technology at our fingertips, it’s about data, dashboards, smart systems, and increasingly more - AI. For property owners in a dynamic market like Chicago, this shift isn't just a trend; it’s becoming a necessary standard.

Implementing smart technology in facilities management services enables our Chicago property management teams to operate smarter, respond faster, and maintain better oversight across portfolios of all sizes.

What Smart Facilities Management Looks Like

Modern facilities management platforms do more than schedule maintenance. They create an integrated ecosystem where property performance can be monitored and optimized in real-time in an easy-to-use interface. PRG’s key tech-driven advantages include:

• Automated Work Order Tracking: Log, assign, and resolve maintenance issues with time-stamped documentation and digital records.

• Preventative Maintenance Scheduling: Reduce costly breakdowns with automated alerts and inspections before problems escalate.

• Vendor & Contractor Coordination: Assign work to vendors directly through mobile-friendly platforms, improving accountability and timelines.

• 24/7 Tenant Portals: Allow residents to report issues, check service updates, and access important documentation.

Why It Matters for Chicago Facilities Management

Chicago’s diverse real estate landscape is home to many different properties with just as many needs. From historic multifamily walk-ups and mom and pop landlords to new mixed-use developments and commercial spaces, they all require a unique set of management strategies. This means Chicago property management strategies must be adaptive with their support. Technology helps standardize the quality of care across all property types, while also offering:

• Better Transparency for HOAs & Investors

• Streamlined Turnover Between Leases

• Improved Compliance with City Ordinances

• Increased Tenant Satisfaction and Retention

For owners juggling multiple properties, or just one busy asset, tech-enabled property management provides peace of mind and bottom-line benefits.

The Human Side of Smart Management

While the tools are important, technology is only as effective as the team implementing it. The best results come from combining human expertise with dynamic digital systems, ensuring quick decision-making, intelligent prioritization, and meaningful communication with tenants and stakeholders. 

Technology is no longer a “nice to have” in facilities management; it’s an operational essential. In a fast-moving, competitive city like Chicago, embracing smart property management strategies today sets the stage for smoother operations, stronger returns, and fewer surprises tomorrow.

A Smarter Way to Manage Your Properties

For property owners or investors seeking to modernize operations and eliminate inefficiencies, technology-driven Chicago facilities management is more than a convenience; it’s a strategic investment. At PRG Management, we pair our dedicated Chicago property managers’ local expertise with integrated tools to keep your properties running efficiently, compliantly, and profitably.

If you're exploring ways to streamline maintenance, gain better oversight, or elevate tenant satisfaction, PRG Management is here to help. Get in touch to learn how our Chicago facilities management services can support your property's success in Chicago.

Streamlined HOA Management: PRG Management Introduces Cutting-Edge Features

In the world of Homeowners' Association (HOA) management, efficiency and transparency are crucial for fostering strong communities. That’s why PRG Management, your partner in Chicago HOA, condo, and townhome management, is thrilled to announce the rollout of several innovative features designed to streamline operations and enhance the overall experience for homeowners and residents alike.

1. Liabilities Report: Enhancing Financial Oversight

Managing financial obligations is a cornerstone of effective Chicago HOA management, and PRG Management's new Liabilities Report feature is set to revolutionize the process. This new tool provides comprehensive insights into the association's financial liabilities, ensuring transparency and accountability in financial management. With detailed reports and analytics at your fingertips, Chicago HOA boards can make informed decisions to safeguard the financial health of their community.

2. Violations Preview: Improving Compliance Monitoring

Maintaining community standards is essential for preserving property values and promoting harmony among residents. PRG Management's new Violations Preview feature simplifies the process of monitoring compliance with Chicago HOA rules and regulations. From resident parking violations to architectural infringements, this tool provides Chicago HOA boards with a preview of potential violations, allowing for proactive enforcement and timely resolution of tenant/owner violations.

3. Architectural Requests: Streamlining Approval Processes

Managing architectural requests efficiently is vital for maintaining the aesthetic integrity of the community while accommodating residents' needs. PRG Management's new Architectural Requests feature simplifies the submission and approval process for architectural modifications. Residents can submit requests online, track their progress, and communicate with their Chicago HOA board seamlessly, ensuring a streamlined and transparent approval process for all parties involved.

4. Resident Center Resources: Empowering Homeowners

At PRG Management, we understand the importance of fostering a sense of community and providing residents with convenient access to essential resources. That's why we're excited to introduce Resident Center Resources, a centralized “town board” hub where homeowners can access important documents, community announcements, and helpful resources anytime, anywhere. From meeting minutes to community guidelines, residents have everything they need to stay informed and engaged in community matters.

Experience the PRG Management Advantage Today

Ready to elevate your HOA management experience with PRG Management's innovative technological tools and dedicated support? View our suite of property management services to learn more about these exciting new features and how they can benefit your community. With PRG Management by your side, you can streamline operations, enhance transparency, and foster a thriving community that homeowners are proud to call home.

If you have any questions please feel free to call us at (312) 600-8896 or fill out the form below and a Chicago property manager will be in touch!

Top Questions when Interviewing a Chicago Property Manager

As a top Chicago property manager, here are the questions we as a firm are asked the most in the market.

How long are you locked into a contract?

At PRG Management, all management contracts are month-to-month unless otherwise stated or negotiated. We provide a professional service to our clients and we understand that our jobs are to take headache off our client’s plates.

However, contract terms are not always presented during the time of the proposal. Many owners are locked into services for a set time period. Make sure to understand how long the property manager will require you to stay with their service.

WHAT TYPE OF PROPERTIES DO YOU SERVICE?

• Residential Rentals or Multi-Family

• Mixed-Use

• Commercial

  • Retail

  • Office

  • Industrial

• Condominium Associations

• Homeowner Associations

• Townhouse Homeowner Associations

• Banked Owned/Distressed Real Estate

  • Commercial And Residential

What property management software or online tools do they provide?

With the growing number of online and computer-based tools in property management, staying up to date with a powerful marketing and tracking software is very important in the industry. One thing that investment property and homeowner association clients regularly fail to ask during the interviews with new property managers is what type of software or technology the property manager utilizes. As time goes on, any property without powerful and state-of-the-art technology will fall behind and have increasing headaches in management.

At PRG Management, we understand that our service is directly related to time available for the property manager to organize and coordinate value-add projects around the property. Any property manager without the proper tools will spend more time on day to day activities (and therefore less on additional wish-list projects), or need to charge more to be profitable in the industry.

All residents should have a smartphone app, be able to pay online, and view financials that are updated in real-time 24/7/365. In addition, residents are able to track work-orders submitted and see updates as they come in. This allows for better communication and improves transparency rather than using an online form that gets completed but often leaves the tenant in the dark regarding any updates.

Is there any markup on maintenance or kickback from vendors?

Markups and Kickbacks are a common occurrence in property management. All owners should know whether or not a property manager is profiting from any repairs or maintenance at their property. A markup gives improper incentives to the property manager, making it more about saving costs for the owner which can lead to a conflict of interest if the owner is not aware of these up-charges. If a markup is understood by the owner or a cost is added to reimburse a property manager for their expenses, markups or kickbacks can work. At PRG Management, no property manager can accept a kickback from a vendor, utility, or service provider.

Are there other property management costs In addition to the management fee?

Many owners sign up for property management services and find that there are several additional expenses that were unknown and added without anticipation. While most owners have conversations with property managers about what they charge, to ask this question indirectly, every owner should know how their funds are being allocated on top of the standard fee (if any).

At PRG Management, to decrease our management fees and align our costs with our services provided, we have structured our fees to include a few line items. This allows us to avoid overcharging clients that do not incur these additional services and also avoid under-charging those clients that are costing additional time/resources. Find out more here for a detailed proposal and discussion on how we intelligently structure our management fees for a win-win partnership between owner and manager.

Is the owner responsible for marketing costs of the rentals agent?

Most of the costs that a property manager incurs are passed through to the owner. One cost that many rental owners do not project (beyond rental fee) is marketing costs for their property. Owners should ask if the For Rent signs, photography, and 3rd party listing technology or MLS fees are an owner expense.

At PRG Management, our leasing agents include and take on the risk of the listing fees for individual units. For larger properties that require a custom or commercial-grade signs or listing fees, all associated costs are discussed with the owner. Additional marketing costs are also dependent on the leasing fee and are approached by a case-by-case basis that always requires owner approval fist.

What financial reports does the property manager provide?

Many property managers send (or should send) rent proceeds on a regular basis unless the owner requests no distributions. But where do these numbers come from? How will your accountant file your taxes in the new year? Every property manager should provide a Rental Owner Statement to Rental Owners that includes details on the expenses and all incoming and outgoing line items. For HOA board members, the property manager should send an income statement on a monthly basis.

At PRG Management, our tools allow owners to view financials online, updated real-time on a 24/7/365 basis. Also, additional reports include a delinquency report, balance sheet, reconciliation report, unpaid bills, and transaction detail or summary.

How frequently and what time of the month do owner distributions occur?

For investment property owners, it is important for the investor to know when their distribution will be sent. As funds are collected by a property manager, there is a period of time where the accounts need to be checked and reconciled for accuracy. Typically once an accounting period closes (end of the month) a bank reconciliation occurs for all checks and deposits over that period of time. Once this is finalized, the owner draws can occur. Make sure to understand your property manager’s process before agreeing to services.

Do you require a reserve or deposit for the manager to hold in their account?

Typically property managers hold funds on account for expenses that may come up after an owner distribution is sent. Property managers are not banks or lending institutions and do not have the ability to front expenses on behalf of their clients. Sometimes these reserves are dependent on size or number of units.

What is your lease renewal and rental marketing process?

Vacancies are a large cost of any rental owner. Understanding when the tenant’s lease is expiring and how soon the property manager markets the rental for lease is crucial in increasing the profitability of any property.

As a Chicago property manager, no tenant is allowed to receive their lease renewal offer greater than 90 days from their lease expiring per the Chicago RLTO. After some time to think, review, and accept (or deny), the property should be marketed between 30-60 days prior to lease expiration.

With the growth of COVID-19 in 2020, we understand that it’s not always possible to execute this marketing period, and not every property will be at 100% occupancy. At PRG Management, our general rule is to market every property 60 days in advance to lease expiration. Contact us to find out more about our experience, best practices, and how our leasing partner, Pearson Realty Group, helps to limit owner vacancy.

What kind of lease do the tenants sign?

Standard lease terms do not always protect owners from risk and clarify tenant vs owner responsibility. This can cause the owner additional expenses for repairs or maintenance. At PRG Management, we have experience dealing with and preventing issues from all types of situations that we layout in advance of any tenant taking possession of their property.

Are your property managers licensed?

All community association managers are required to be licensed with the State of IL. Any person performing a licensed activity per the IL Real Estate Act of 2000 is also required to be licensed. Know the difference between licensed and unlicensed activities and whether or not your property manager is properly licensed. This also includes leasing activity.