Training Employees for Self-Storage Software Use

What Does My Staff Need to Know?

At the most basic level, your staff needs to navigate through the software and know how to use the program features. When there is a line of people at the counter, you want employees who can find the functions quickly and accurately.

Some of the essential functions include entering new client accounts, renting and vacating units, determining balances and taking payments. A staff that understands how to operate software is more confident and efficient. Being able to do computer tasks quickly will go a long way toward increasing the professionalism of your facility and showing customers you’re concerned about their convenience and will place their needs first.

Higher-level staff will have additional job requirements. Depending on the size of your facility, your site manager may be responsible for many of the administrative tasks related to running the facility, such as generating reports and customer letters, and tracking and processing accounts receivable. Your manager may be required to run reports each night, file them correctly or ensure they are passed onto the owner.

Generating letters welcoming new customers or reminding a current tenant of an impending late payment helps maintain good relations as well as verify the address on file is correct. Sending letters in a timely manner keeps customers happy and can increase your receivables over the long term. Customers who are charged late fees become dissatisfied and are more likely to move to another location. Sometimes it only takes a reminder for them get their payment in on time and keep them from becoming disgruntled and relocating.

A manager who can perform numerous software tasks is extremely helpful to an owner. Training to learn these tasks can be through trial and error, letting managers wing it on their own, but the cost in time—especially when customers are waiting—is considerable. Investing in training upfront will pay huge dividends in improved employee efficiency, better customer service and satisfaction.

How Do I Train My Staff?

Various levels of training are available depending on the job tasks you need. Based on job duties, different members of your staff will have varying training needs. The company that developed the software will usually provide training on all levels.

One convenient option is online instruction. Software companies will typically set aside time for anyone who has purchased the software. Simply call the company and schedule training. A fee may or may not apply.