There was some useful information here:

http://www.apmasphere.com.au/mywayp3/posts/97-Inspections-made-simple

I'd also like to know how to improve your inspection process.

Hi Bronwyn, We have used PDA reports for over 5 years now.  I LOVE technology and gadets so for me they work well and save me heaps of time.   Our other PM though is not so keen and would rather do them the old fashioned way. 

We initially started using mPartner, but have since changed to PR Manager Fusion which is a much better system.  I use it for my routines as well as condition reports.  I can attach photos and once the initial report is done it saves a PDF which can be emailed to owners / tenants (if they lose their copy) etc.  Once the tenant moves out I can just go back into the system, edit the previous report (ie add anything new, carpets, paint etc) and it's done.  It really does save so much time and as time goes on your report gets better and better.  Likewise with my routines, I like to print out the last inspection report and take with me so I know whats been done, whats changed etc

do know whether this is an expensive option for the business?  Perhaps the time saved outweighs this anyway..?

We did a cost analysis before we bought the system and yes, it does work out dearer than purchasing the condition report pads but the time saved far outweighs the cost.  The system works out to cost approx $38 per property manager per month, if you do just 2 condition reports per week per PM it costs just over $4 per report.  When you compare the time saving (1 hour per property per wk using the traditional method of handwriting @ $30 per hour) compared to 1/4 that time to do an electronic version, (provided the initial report has been done) the savings really speak for themselves.  Plus its a HUGE marketing advantage, we are the only ones in our area doing it and its a point of difference.  Likewise with the routines, it looks really professional,

But only if your into that sort of thing, like I said in our office, I LOVE it, but it isn't for everyone!

I should also add that it has cut down on our stationary / postage costs as 90% of our landlords receive email correspondence and are sent the routine as an PDF attachment to an email rather than printing and posting them out!

did you look a few different companies before choosing mPartner?

Okay, now for the questions that really show my technical ignorance. Excactly what kind of PDA do you use, I believe they can be a dual PDA and mobile phone?

Also, I need you to explain more about the system you are using PR Manager Fusion? Does that just relate to the PDA or to your property mangement software as well?

We had a bit of trouble finding someone that had the systems so mPartner was the only one that we knew about.  I have been using an iMate which is a mobile phone with PDA intergrated. The actual system (PR Fusion) is a stand alone program that you can manually sync to your Trust a/c to get your landlord / tenant info.  We currently use Clarkes and am looking to upgrade to Console which offers the same type of thing within the program itself so theres no need to have another program and in essence have to double enter everything.

Okay thanks. We do use console and are aware of their pocket gateway as they call it. We are going to ask their salesman to bring one to the office for a demo.

Hi Bronwyn,

I looked into using different methods and loved what Console had to offer, but for the time being I have taken Ashlieghs advice in the link Gary provided

My Ispections are now set to calander 2 months inadvance so I can still allow for days to complete other tasks and i simply add or delete a property as required so the inspection groups stay  the same.

At the time of creating the entry notices and compiling the inspection mail out I also print out the the previous report and take this with me and make any changes required while at the property.

Once back in the office I go to the same saved file and save it again under the new inspection date and add the required notes.  Doing this has saved me allot of time and stress .

My inspection mail consists of - cover letter, entry notice, details update form and maintenance request form.  I find everything is filled out and waiting for me when i arrive.

I take a copy of the previous inspection, copy of the entry notice and a form saying either thank you or please attend to the following.  I also carry business cards that I leave for the tenant in regards to carpets or repairs that the tenant is responsible for.

Thank you so very much Ash

http://www.apmasphere.com.au/mywayp3/posts/97-Inspections-made-simple

Scanning is great for emailing too (ie a hand written one then can be scanned to owner/tenant and saved to file).

Another thing to consider is maybe someone clever (or with a clever computer savvy sibling, child, friend etc) can develop an ipod app that will allow us to do our reports on our ipod whilst listening to some tunes!! 

Another option is PalaceMobile which links into the Palace trust accounting software. It's very similar to what you've discussed. You can setup your own inspection template, attach photos and then sync it back your main office database. It also carries some of your owners, properties, tenants and creditors details which means you have their numbers with you. It works on both PDA's and smart phones but they must be running the Windows Mobile opertaing system. If you'd like to have a look or want to know exactly what devices they run, let me know.