Critical Date Management: Best Practices

 October 4, 2023

By  Guy Gray

You know something is important when an entire software industry emerges to support it. Just look at all of the scheduling and project management apps out there aimed at managing tasks alone. 

Commercial real estate (CRE) is no different. Critical dates, in particular, are an area of CRE that can trip up many professionals and cause them to miss important deadlines related to leases, bids, maintenance and more.

If you’re dealing with critical date issues or looking for critical date management software, today’s post is for you. 

Why Does Critical Date Management Matter?

Commercial real estate is complicated enough. There are many moving parts to manage, from transactions and negotiations to dates and other obligations. Failing to meet expectations for an important date can result in dire consequences, ranging from financial penalties to ruined tenant relationships. As such, effective critical date management is essential. Here are a few specific reasons why critical date management matters for CRE pros:

  • Risk mitigation: If you’re allergic to risks, you’re not alone. Unfortunately, it’s a big part of commercial real estate. By managing critical dates, you can avoid contractual breaches, which leave both parties vulnerable to legal disputes and financial liabilities.
  • Operational efficiency: Managing dates properly ensures seamless operations, preventing bottlenecks and delays that can negatively affect both your personal growth and your portfolio’s growth.
  • Tenant satisfaction: Want to demonstrate professionalism and commitment? Make sure you keep track of critical dates. Doing so enhances tenant satisfaction and retention rates.
  • Profitability: Properly managing dates can prevent unexpected expenses and revenue losses, directly contributing to a healthier bottom line.

Best Practices for Critical Date Management

The commercial real estate industry is evolving and professionals need to do the same. Fortunately, the tools available for managing critical dates continue to get better as well. 

Leading the way in innovation is Quarem, a comprehensive CRE software solution designed to simplify critical date management in addition to a plethora of other benefits for CRE pros. Here are some best practices to optimize this process (which will only be easier with a CRE critical date software solution like Quarem:

  1. Centralize your database: No one wants to sift through countless emails and documents to verify every important date. With Quarem’s intuitive platform, you can maintain a centralized repository of all critical dates and even set up reminders.
  2. Automate notifications: Speaking of reminders, you want to make sure you know about dates well in advance. Whether it’s a lease renewal or an upcoming inspection, Quarem’s automation features will help you reduce the risk of oversights.
  3. Customize your workflows: Every commercial real estate business and CRE pro has unique processes and customized needs. Technology like Quarem can enable you to create customizable workflows that align with your needs and existing operations.
  4. Collaborate with others: Don’t do it alone. Lean on your peers and company resources to keep you on track with dates, which includes letting multiple team members access and update critical date information in real time (another feature found in Quarem).
  5. Organize your documents: Store all relevant information related to critical dates within the platform or storage solution of your choice. This not only keeps information organized, but also provides a comprehensive audit trail for future reference.
  6. Analyze your data: Clean, accurate data can empower you to make strategic decisions and uncover opportunities for improvement. Quarem’s data analytics capabilities are among the best in the industry.
  7. Make sure you’re scalable: As your commercial real estate portfolio grows, so will your critical date management needs. Do you have processes or software that can keep up? Quarem, for example, is designed to scale with your business.
  8. Assess risks early: By identifying and addressing potential pitfalls ahead of time, you can safeguard your business from unnecessary complications. Quarem’s robust reporting features enable you to assess potential risks associated with critical dates, making this best practice easier to manage. 
  9. Ensure you have mobile accessibility: In today’s on-the-go world, having access to critical date information at all times is essential. Quarem’s mobile app ensures that you can stay updated and take action wherever you are, on any device.
  10. Perform regular audits: Consistently review your critical date management processes to identify areas for improvement. Quarem’s reporting tools can facilitate these audits, helping you refine your approach over time.

CRE Software and Critical Date Management

Again, critical dates can make or break deals and relationships, so it’s important to stay on top of them if you want your commercial real estate business to thrive. Quarem is an advanced software solution specifically designed with features that make it easier to keep up with both daily tasks and long-term dates. With tools like Quarem, critical date management becomes more efficient, reliable and adaptable to your business needs. 
By centralizing data, automating reminders and customizing workflows, you can mitigate risks, enhance tenant relationships and maximize profitability. Embracing these best practices and leveraging advanced software solutions like Quarem can empower you to navigate the intricate world of critical date management with confidence. Request a demo today!

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About the author 

Guy Gray

Guy Gray serves as Chief Operating Officer overseeing our technology and client services teams. He is responsible for guiding Quarem application development, networking and security, as well as new client implementations.

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