Self-Storage Automation | 15 Tips | SecureSpace Self Storage

Self-storage is a rapidly changing industry, and automation has become a significant force, offering a variety of benefits to self-storage businesses.

Automating operations and using cloud-based management can streamline your facility’s processes, improve customer experience, and grow your business.

Whether you’re just starting or considering a fully automated unmanned facility, automation is a game-changer that can help you stay ahead in the competitive self-storage world.

Automation is not about replacing valued employees with robots but rather empowering them to focus on delivering exceptional customer service.

Freeing up your staff to provide personalized assistance through automating routine tasks.

Automation can be customized to fit business goals and resources, with incremental adoption leading to improved efficiency and demand generation.

Let’s dig into 15 key strategies you can use in self-storage automation:

1. Offer Online Payments:

Embracing online payments is a pivotal step in enhancing the efficiency of rent collection processes. Traditional methods of collecting rent, such as in-person payments or mailed checks, can be time-consuming and prone to delays.

Property managers can significantly reduce the time and effort spent chasing down late payments by allowing tenants to pay rent online.

Online payment systems offer tenants a secure and convenient way to fulfill their financial obligations.

This benefits property managers by reducing administrative overhead and improving tenant satisfaction. With a seamless online payment process, tenants can easily submit their payments from the comfort of their homes, reducing the need for in-person visits to the property management office.

Moreover, online payment platforms often provide automated reminders, helping tenants stay on top of their payment schedules. This proactive approach minimizes the occurrence of late payments and ensures a steady cash flow for property owners. Additionally, the transparency offered by online payment systems enables both parties to track payment history effortlessly.

2. Enable Autopay:

Autopay functionality takes the convenience of online payments to the next level.

Property managers can virtually eliminate the risk of late or missed payments by allowing tenants to set up automatic payments through ACH or credit card. This benefits tenants by providing a hassle-free payment experience and reduces the workload on property management staff.

The beauty of autopay lies in its simplicity. Once tenants opt for autopay, the system deducts the specified amount from their account on the agreed-upon date. This minimizes the chances of oversight and reduces the need for property managers to follow up on individual accounts.

Furthermore, implementing autopay systems improves cash flow predictability for property owners. Knowing that payments will be automatically processed on schedule allows for better financial planning and reduces the stress associated with uncertain income.

3. Use Digital Documents:

The era of cumbersome paperwork in property management is giving way to the convenience of digital documents. Digital rental agreements, in particular, have become a standard practice within the industry, offering benefits for both property managers and tenants.

Digital documents provide a level of accessibility that traditional paperwork cannot match. Tenants can review and sign rental agreements with an internet connection anytime, from any location. This flexibility is precious in today’s fast-paced world, where convenience and speed are paramount.

Implementing digital rental agreements streamlines the leasing process and enhances the overall tenant experience. Accessing and reviewing documents online eliminates the need for physical paperwork exchanges and expedites the leasing process. Tenants appreciate this efficiency and can be a crucial differentiator for property management services.

Moreover, digital documents contribute to a more environmentally friendly approach, reducing the reliance on paper and minimizing the ecological footprint of property management operations. This aligns with the growing trend of businesses adopting sustainable practices, contributing to a positive brand image for property management companies.

4. Install a Self-Service Kiosk:

In the era of automation, self-service kiosks have become a cornerstone for self-storage facilities. These kiosks serve a dual purpose, catering to unmanned facilities and providing additional support during peak hours or after regular business hours. Their convenience aligns seamlessly with the contemporary preference for self-guided transactions through digital interfaces.

A self-storage kiosk is not just a luxury but a necessity for unmanned facilities. It allows customers to access their storage units, make payments, and perform various transactions without the need for on-site staff. This not only reduces operational costs but also enhances the accessibility of the facility for customers who may have time constraints or prefer a self-guided experience.

Even in staffed facilities, self-service kiosks act as force multipliers. They allow customers to complete transactions quickly, reducing wait times during busy periods. The intuitive interfaces of these kiosks make them an attractive option for customers who appreciate the efficiency and simplicity of conducting transactions via a screen.

Additionally, self-service kiosks contribute to a sense of security for customers. The automated nature of these systems often includes secure payment processing, ensuring that sensitive financial transactions are conducted safely. This builds trust and adds an extra layer of convenience for customers who prioritize secure and efficient storage solutions.

5. Create a Website:

In the digital age, having a responsive website is no longer a luxury but a business imperative for self-storage operators. A well-designed website serves as a virtual storefront, allowing potential customers to browse available units, make reservations, and even sign leases online. This form of automation not only caters to customers’ changing preferences but also expands the reach of a self-storage facility beyond its physical location.

A responsive website enhances the overall customer experience by offering a user-friendly interface that adapts to various devices. This accessibility is crucial in capturing the attention of tech-savvy customers who increasingly rely on mobile devices for their storage needs. A seamless online experience, from unit selection to lease signing, positions a self-storage facility as modern, efficient, and customer-focused.

Furthermore, a website serves as a powerful marketing tool. By optimizing for search engines, self-storage operators can ensure that their facility is discoverable by potential customers actively searching for storage solutions online. A lack of an online presence in the form of a website can result in missed opportunities, as customers are likely to explore competitors’ offerings that are easily accessible through the World Wide Web.

6. Offer Self-Service Reservations:

Gone are the days when potential tenants solely relied on walk-ins or phone calls to secure storage units. Digital marketing and self-service reservation channels have transformed the landscape for self-storage operators. Facilities must embrace these channels to make sure to take advantage of a significant portion of the market.

Self-service reservations give customers the autonomy to initiate and complete the storage reservation process through various online channels. This includes paid campaigns, organic search results, map listings, and partnerships with self-storage marketplaces. By diversifying reservation channels, self-storage operators can tap into a broader audience and cater to the preferences of customers who prefer the convenience of online transactions.

The power of self-service reservations lies in their ability to streamline the customer journey. Potential tenants can explore available units, compare prices, and reserve a storage space at their convenience. This reduces the burden on on-site staff and caters to the evolving expectations of customers who value the ability to initiate transactions on their terms.

7. Use a Software-Based Access Control System:

Access control is a critical aspect of managing a self-storage facility efficiently. Traditional access management methods, such as physical keys or manual code assignments, can be time-consuming and prone to errors. Enter the software-based cloud access control system era, revolutionizing how self-storage operators manage tenant access.

One of the key advantages of a cloud-based access control system is the ability to tailor unique tenant experiences. For instance, new tenants can receive an automatic text with their gate code upon signing a lease online, providing instant access to their storage unit. This enhances the onboarding experience and sets the stage for a tech-savvy and customer-focused approach.

Moreover, these systems offer dynamic functionalities. If a tenant forgets to pay rent and attempts to use their access code, the system can automatically trigger a response. This might include sending a link for payment along with a friendly reminder and issuing a new access code upon successful payment. Such proactive measures streamline the payment process and contribute to tenant satisfaction by offering convenient solutions to common issues.

Integrating software-based access control enhances security and provides valuable insights into tenant behavior. Analyzing access data can help operators identify patterns, optimize facility layouts, and improve operational efficiency.

8. Automate Communication Channels:

Effective communication is a cornerstone of successful self-storage management. However, manual communication processes can be time-consuming and prone to oversights. Automating communication channels is a game-changer in ensuring timely and targeted tenant interactions.

Modern management software offers the capability to automate various communication aspects. This includes sending mass updates to all customers, issuing payment reminders, or even sending personalized messages based on specific conditions. For example, if a tenant’s payment is overdue, the system can automatically trigger a reminder message and relevant payment details.

Automation in communication extends beyond just emails to encompass text messages, another preferred mode of communication for many tenants. The ability to schedule messages in advance, set up automated reminders, and send communications based on predefined conditions saves time and ensures consistency and accuracy in tenant interactions.

Furthermore, automated communication tools contribute to tenant engagement. Sending personalized messages, such as anniversary discounts or promotions, fosters a sense of connection and loyalty. By leveraging automation in communication, self-storage operators can enhance the overall customer experience and strengthen their relationships with tenants.

9. Use Auto-Generated Data Reports:

Behind-the-scenes automation plays a crucial role in optimizing self-storage operations. One aspect often overlooked is the generation of data reports. Manually compiling and analyzing data through spreadsheets is time-consuming and prone to errors. Advanced management software now offers auto-generated data reports that provide real-time insights into various facets of the business.

These intelligent systems analyze and report data on marketing, operations, and financial situations, presenting a comprehensive view of the facility’s performance. The ability to access timely and accurate data empowers self-storage operators to make informed business decisions confidently.

Real-time data reporting is particularly valuable in dynamic industries like self-storage. Operators can track occupancy rates, identify trends in customer behavior, and assess the effectiveness of marketing strategies. This data-driven approach enables proactive decision-making, allowing operators to stay agile in response to market changes.

Moreover, auto-generated data reports simplify the reporting process for operators, freeing up valuable time that can be redirected toward strategic planning and customer-focused initiatives. By automating data analysis, self-storage facilities can stay ahead of the curve and continuously optimize their operations for enhanced efficiency and profitability.

10. Apply Variable Rate Management:

Gone are the days of static pricing in the self-storage industry. Variable rate management tools have emerged as a powerful solution to take the guesswork out of rate adjustments. These tools offer a dynamic approach to pricing, allowing operators to automatically adjust rates based on specific triggers such as occupancy levels or unit type selections.

By leveraging variable rate management, operators can optimize revenue by adjusting prices in real-time to match demand and market conditions. For example, rates can be automatically adjusted to reflect the increased demand during peak seasons or when occupancy reaches predefined thresholds. This maximizes revenue potential and ensures competitive pricing strategies that align with market dynamics.

Furthermore, these tools empower operators to make informed decisions about rate increases for existing tenants. The system can analyze data and determine the best time to implement rate adjustments, considering tenant history, market trends, and facility performance. This level of automation streamlines the rate management process and contributes to a fair and data-driven approach to pricing.

11. Install Video Cameras:

Security is a top priority in self-storage management, and installing internet-connected video surveillance systems is a crucial component of any comprehensive security strategy. This becomes even more vital in unmanned or partially automated facilities where staff presence may be limited.

Internet-connected video cameras provide real-time monitoring capabilities, allowing operators to watch the property even when physical staff presence is minimal. This not only deters potential security threats but also enables swift response to any incidents that may occur. The ability to remotely access video feeds enhances overall facility security and provides both operators and tenants peace of mind.

Moreover, video surveillance systems contribute to customer trust and satisfaction. Tenants value the added layer of security that comes with advanced surveillance technology. By investing in a robust video monitoring infrastructure, operators can position their facilities as safe and secure, creating a positive perception among current and potential tenants.

12. Hire the Right Staff:

While automation is a crucial driver of efficiency in self-storage management, the human element remains essential. Hiring the right staff, particularly those who are technologically proficient, is crucial to overseeing the smooth operation of automation tools. Even in unmanned or partially automated facilities, having skilled personnel behind the scenes is indispensable.

Technologically proficient staff are pivotal in troubleshooting, maintaining, and optimizing automation systems. Their expertise ensures the facility’s technology infrastructure operates seamlessly, minimizing downtime and enhancing overall efficiency. From overseeing variable rate management tools to monitoring video surveillance systems, a competent staff is the linchpin of successful automation implementation.

Furthermore, the human touch is irreplaceable when it comes to customer interactions. While automation tools handle many operational aspects, having a knowledgeable and customer-focused staff is essential for addressing inquiries, providing assistance, and ensuring a positive tenant experience. The right staff contributes not only to operational excellence but also to the overall reputation and success of the self-storage facility.

13. Implement Smart Unit Technology:

In the age of smart technology, self-storage facilities are leveraging innovative solutions not only to meet but also to anticipate the needs of their customers. Smart Unit Technology represents a groundbreaking evolution in how tenants interact with and manage their storage units.

These systems empower tenants to monitor and manage their storage units remotely. From tracking usage patterns to ensuring security measures are in place and even controlling temperature settings, smart technology provides an unprecedented level of control and visibility. This aligns with the demands of a tech-savvy customer base and sets the stage for a more proactive and responsive approach to facility management.

From the operational efficiency perspective, Smart Unit Technology offers many benefits. Facility managers can remotely access data on unit usage, security alerts, and environmental conditions. This proactive monitoring allows for early detection of potential issues, enabling swift intervention before they escalate. This reduces the risk of damage to stored items and minimizes operational disruptions, contributing to a more streamlined and efficient management process.

14. Utilize Predictive Analytics for Inventory Management:

Staying ahead of market trends is crucial for maintaining optimal inventory management in the dynamic self-storage landscape. Predictive Analytics is a powerful tool, leveraging historical data and market trends to forecast demand for specific unit types. This proactive approach enables operators to optimize space utilization, minimize vacancies, and ensure the facility is well-prepared to meet evolving customer storage needs.

By harnessing the power of predictive analytics, operators can make data-driven decisions regarding inventory allocation. This prevents underutilization or overcommitment of space and contributes to a more agile and responsive facility. Anticipating fluctuations in demand allows for strategic planning, ensuring that the right mix of unit types is available to meet customer needs and preferences.

Furthermore, predictive analytics provides insights into seasonal trends, allowing operators to adjust marketing strategies and promotional efforts accordingly. This adaptability ensures that the facility remains competitive and responsive to the market’s ever-changing demands.

15. Integrate Contactless Rental Processes:

Recent health considerations and an increasing preference for contactless interactions have accelerated the shift towards digital solutions. Integrating Contactless Rental Processes is crucial in modernizing customer interactions and prioritizing efficiency and safety.

This approach involves the implementation of digital leasing agreements, contactless move-ins, and virtual tours. The advantages are multifold: it aligns with current health and safety considerations, caters to the preferences of a digitally-driven clientele, and significantly streamlines the customer journey.

Digital leasing agreements eliminate the need for physical paperwork, reducing administrative burdens and minimizing the risk of errors. Contactless move-ins leverage technology to facilitate the entire move-in process without direct physical contact, promoting a safe and convenient experience for tenants. Virtual tours allow prospective tenants to explore available units remotely, enhancing the decision-making process and reducing the need for on-site visits.

Automating your self-storage

In the ever-evolving world of self-storage management, adopting automation isn’t just a passing trend but a crucial strategy. This article discusses 15 ways to automate your self-storage business, which can help you achieve operational efficiency, provide superior customer experiences, and maintain long-term success.

Self-storage operators can thrive in a fiercely competitive industry by automating online payments, access control, and communication channels. It’s essential to keep pace with technological advancements and integrate these automation strategies to stay ahead. By doing so, you can unlock the full potential of your self-storage facility and lead the industry with innovation and efficiency.

Discover the future of self-storage at SecureSpace Self Storage – your destination for secure storage solutions for household and business needs. Embrace innovation, convenience, and unparalleled service. Secure your space with us today.