How do letting agents know when to bring in a technology partner?

For over 20 years, I have worked with hundreds of agents, supporting them in managing the complexities of the lettings process with technology - from referencing to move-ins, collecting rent, and ensuring compliance.

However, as the lettings industry evolves, letting agents face new challenges, whether adapting to new compliance regulations through the Renters’ Rights Bill or managing time-consuming administrative tasks. Plus, increased pressure on landlords leads to increased landlord expectations of agents. 

Many are turning to technology to streamline their operations and stay competitive. But how do you know if your agency is ready for a technology partner?

Here is a guide for letting agents to determine when is the right time to bring in a new solution:

• The importance of an open mind
• Spotting the signs of inefficiency
• Is your agency prepared to grow?
• Timing is everything

The importance of an open mind

The first step in deciding whether to bring in a technology partner is assessing your agency's openness to change. If your team isn’t ready to embrace new solutions, processes, or technology, introducing a partner could waste time and money.

Technology can deliver game-changing results, but only if everyone involved is open to learning and adopting new working methods. Agencies stuck in “business as usual” mode often hesitate to make changes, even if those changes could drive growth and efficiency.

Being open-minded allows you to explore innovative solutions and rethink current processes. If your agency is still manually handling complex tasks like rent collection, referencing, or compliance, it’s time to ask: What could we do better?

Spotting the signs of inefficiency

Many agencies only realise they need a technology partner when inefficiencies affect daily operations. If your team is spending too much time on admin rather than engaging with landlords and tenants, that’s a sign that technology could make a big difference.

Another key indicator is falling behind competitors.

Ask yourself: Are your competitors embracing new technology and seeing results? If other agencies are speeding up their processes or offering landlords better services, your agency might lose its edge if you’re not keeping pace.

Is your agency prepared to grow?

Growth is another important factor. As your portfolio expands, so do the demands on your team. Handling more properties without the right systems can quickly lead to burnout and errors. If you're ready to grow but don’t have the infrastructure to support it, a technology partner could provide the tools you need to scale effectively without needing to increase your headcount

By bringing in the right partner, your agency can reduce admin tasks, improve compliance, and focus on strategic activities like growing your landlord base. But again, it all starts with being open to new opportunities and solutions.

Timing is everything

If you’re not open to change or believe your current processes are “good enough,” now might not be the right time for a technology partner.

But if you’re starting to see inefficiencies, frustrated staff, or are ready to grow in the market, it could be the perfect time to bring in a partner who can help streamline your operations and support your next growth phase.