Embracing Outsourcing – A PHAs Power Move

Outsource or inhouse choice concept. Making decision. Outsourcing Global recruitment. Human Resources. Hand on virtual touch screen ticking the check mark on outsource button. Vector illustration

In the affordable housing industry, it’s easy to get caught in the whirlwind of day-to-day operations, juggling a multitude of responsibilities. But what if we told you there’s a toolbox of efficiency and expertise waiting to be unlocked?  

That toolbox is outsourcing, and it’s your ticket to a world of creative solutions and streamlined processes. 

In this blog, we’ll take a creative dive into why PHAs should consider outsourcing, highlighting 7 key areas that could revolutionize your housing game.  

1. Application and Recert Processing 

We’ve all been there… stuck in the never-ending maze of paperwork. And we have all felt the effects. Outsourcing processing can not only expedite the process but also free up your in-house team to focus on more critical tasks.   

The benefits: 

  • Efficiency: Streamlines application processing, reducing waiting times for tenants. 
  • Cost Savings: It’s often more cost-effective than hiring and training additional staff. 
  • Expertise: Outsourcing firms specialize in housing regulations, ensuring accuracy. 
  • Scalability: They can handle fluctuations in volume efficiently without the administrative burden. 
  • Consistency: Maintains a consistent and fair process. 
  • Compliance: External providers stay up-to-date with regulations, reducing the risk of errors. 
  • Improved Tenant Experience: Faster processing leads to a better experience. 

All of this means quicker resolutions and happier families and staff.  

2. Quality Control 

Quality control is vital, but it’s often a full-time job in itself. By outsourcing QC, you can have an independent eye ensuring that all your processes meet the highest standards. 

The benefits: 

  • Objective Evaluation: Ensures an impartial and unbiased assessment  
  • Specialized Expertise: Extensive knowledge of housing regulations, compliance standards, and best practices.  
  • Efficiency: Established processes and tools to conduct quality control efficiently 
  • Consistency: Crucial for standardizing operations and ensuring fairness in assessments. 
  • Resource Savings: Avoid the costs with training and retaining in-house quality control team 
  • Risk Mitigation: Identify potential compliance issues before they become problematic 
  • Data-Driven Insights: Valuable data and insights that can be used to enhance PHA operations 

3. Inspections 

Nobody likes a surprise inspection! Outsourcing inspections to a professional team can help you maintain fairness and objectivity while keeping your residents happy. 

The benefits: 

  • Expertise: Ensuring thorough and accurate evaluations. 
  • Objectivity: Provide an impartial assessment, enhancing fairness and transparency. 
  • Efficiency: Streamline the inspection process, reducing delays and enhancing responsiveness. 
  • Cost-Efficiency: Cost savings compared to maintaining an in-house inspection team. 
  • Scalability: Handle fluctuations in inspection volume more effectively without backlog 
  • Consistency: Maintains consistent inspection standards and practices. 
  • Reduced Workload: PHA staff can focus on tenant support and other vital tasks 
  • Compliance: Identify compliance issues, reducing the risk of penalties. 

4. Training

Effective training is the cornerstone of a well-functioning organization. Outsourcing training can bring in specialized expertise, ensuring your team is up to date with the latest trends and regulations. 

The benefits: 

  • Specialized Expertise: Ensuring staff receive the most relevant and up-to-date training 
  • Efficiency: Allows PHAs to access streamlined and efficient training programs 
  • Cost Savings: More cost-effective than to develop and maintain in-house training programs 
  • Customization: Tailor programs to meet the specific needs and goals of the PHA 
  • Scalability: Adapt to changing needs to accommodate staff growth or policy changes 
  • Consistency: A consistent and standardized approach to training, promoting uniformity 
  • Expert Trainers: Experienced trainers who provide high-quality instruction and valuable insights 

5. Marketing

Housing authorities might not be marketing gurus, but your agency and programs deserve to shine in the spotlight. Outsourcing marketing can give you access to professionals who can help you market your units effectively, attracting the right tenants. 

The benefits: 

  • Expertise: A deep understanding of effective marketing strategies 
  • Efficiency: Allows PHAs to access streamlined and efficient marketing campaigns 
  • Cost Savings: More cost-effective than hiring and maintaining an in-house marketing team 
  • Targeted Strategies: Customized strategies to optimize the marketing budget 
  • Scalability: Adapt to changing marketing needs to expand your reach 
  • Consistency: Maintains a consistent image and a high standard of presentation 
  • Expert Creativity: Creative professionals who craft compelling advertisements and promotional content 

6. HR

Managing HR in-house can be a real headache. By outsourcing HR functions like payroll, benefits, and recruitment, you can focus on nurturing a supportive workplace and enhancing your organization’s culture. 

The benefits: 

  • Expertise: Experts in employment regulations, benefits administration, and HR best practices 
  • Efficiency: Streamline processes, reducing the workload and improving efficiency 
  • Cost Savings: More cost-effective than hiring and maintaining a full in-house HR team 
  • Compliance: Stay up-to-date with changing employment laws and regulations 
  • Scalability: Adapt to the changing needs of a PHA, whether it’s growing or downsizing 
  • Consistency: Maintains consistent practices and ensures fairness in employment procedures 
  • Specialized Services: Additional services like payroll management, benefits administration, and recruitment, offering comprehensive HR support 

7. IT

In our digital age, IT is the backbone of any operation. Outsourcing IT can ensure that your systems are secure and up to date, sparing you the hassle of dealing with technical glitches. 

The benefits: 

  • Expertise: The knowledge and experience to manage complex IT systems effectively 
  • Cost Savings: Eliminate the need for in-house IT and reduce hardware and software expenses 
  • Efficiency: Improved efficiency, streamlined processes, and reduce downtime 
  • Scalability: Adapt to changing needs, accommodate growth, and adapt to evolving technology  
  • Security: Advanced security measures, reducing the risk of data breaches and cyberattacks 
  • Compliance: Ensure compliance with data security and privacy regulations, reducing legal risks 
  • 24/7 Support: Around-the-clock support, ensuring IT issues can be addressed promptly 

Outsourcing these functions can not only save you time but also resources. It’s like having a squad of experts at your beck and call, ready to tackle those tedious yet essential tasks. Plus, you can tap into the knowledge and efficiency of professionals who specialize in these areas. 

But hey, we’re not saying outsourcing is a one-size-fits-all solution. You should evaluate your specific needs and what makes sense for your PHA.  

Go through this checklist to help you make that determination: 

  • Do you lack the in-house expertise or resources to do what you need to do? 
  • Will it save you money or add value? 
  • Will it help you accomplish your goals? 

If the answer to any of these is, “Yes” then you are ready to pursue outsourcing as a way of moving your agency forward. And lucky for you… We just happen to know someone (wink-wink) who can help you with all of that.  

So, there you have it… 

It’s about working smarter, not harder, and ensuring that you can continue to provide top-notch housing services for your communities. After all, the goal is to make life better for your families, and outsourcing can help you do just that.  





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