Kiinteistömaailma streamlines its brokerage operations through IT system modernisation

Kiinteistömaailma is Finland’s leading estate agency chain. The company decided to replace its core brokerage systems in cooperation with a leading system integrator.

IQI initially reviewed the proposed delivery from the customer’s perspective and provided recommendations for its successful implementation. A few months later, Kiinteistömaailma also asked IQI to support programme leadership and vendor management and to introduce more rigorous monitoring of schedules and budgets.

IT system modernisation supports the digital transformation of real estate services

Digitalisation has significantly changed how consumers buy and sell property. Kiinteistömaailma recognised that its brokerage system, which had been in use for ten years, needed to be replaced to meet current and future requirements.

“Further development of the existing system ultimately proved impossible. This created the need to explore a complete system modernisation.”

Mika Laurikainen
Chief Executive Officer, Kiinteistömaailma

The IT system modernisation plays an important role in Kiinteistömaailma’s digital strategy. A brokerage platform is an estate agent’s most important digital tool, supporting and accelerating every stage of the sales process.

Mobile tools improve both employee and customer experience

Although the implementation was still in progress at the time of writing, the expected benefits were already clear. One of the most significant improvements was mobile access.

“Ten or fifteen years ago, everyone still worked on desktop computers. Today, a new generation of users expects systems to work on mobile devices. This is one of the most important requirements in the digitalisation of real estate services. There are also numerous smaller details that improve the usability of the sales process,” Laurikainen says.

The renewed system will also improve the customer experience.

“Customers will receive more knowledgeable and seamless service. A smoother system gives estate agents more time to focus on customer interactions and can also recommend the next steps in the process. Buyers and sellers will be able to see in their own view that their case is progressing,” Laurikainen explains.

Experienced programme leadership supports a successful system modernisation

Selecting the right partners and establishing professional programme leadership are critical to the success of a large IT system modernisation.

Kiinteistömaailma strengthened its programme leadership by bringing in IQI, with which the company had worked previously.

“IQI acts as Kiinteistömaailma’s expert representative in our relationship with the system vendor and works as part of our own team. Together with our specialists, IQI assesses the usefulness and functionality of the system,” Laurikainen says.

Hannu Vähäsaari, Deputy Chief Executive Officer at IQI, places the assignment in a broader context.

“Large IT programmes follow certain recurring patterns. Kiinteistömaailma did excellent work during the preparation phase by clarifying its vision, commissioning external studies on the future of real estate brokerage and evaluating its key processes and opportunities for improvement.”

Hannu Vähäsaari
Deputy Chief Executive Officer, IQI

An independent perspective strengthens project governance

System modernisation programmes are complex initiatives that often benefit from an experienced external perspective.

IQI brought Kiinteistömaailma experience gained from numerous comparable programmes.

“Raising expectations in a determined way, introducing realism into the schedule, challenging assumptions and asking difficult questions are tangible benefits that IQI has brought to the programme,” Laurikainen says.

Vähäsaari compares the situation to buying a home.

“When I buy a home once every ten years, I need a professional estate agent. Kiinteistömaailma has strong internal IT expertise, but it does not carry out system modernisation programmes continuously. We do, and we bring that experience to our customers.”

Regular monitoring keeps schedules and commitments visible

IQI’s approach is based on systematic programme and project governance, which is essential to the successful delivery of large IT initiatives.

“We monitor progress with the vendor every week. We also conduct monthly reviews involving the customer’s management to determine whether the vendor has delivered on its commitments,” Vähäsaari explains.

Managing technical debt is another important part of programme leadership.

“When projects are under pressure, temporary solutions may be introduced. These can create a considerable burden, particularly towards the end of the programme. We have worked extensively with Kiinteistömaailma and the system vendor to prevent this type of technical debt,” Vähäsaari says.

Transparency helps resolve difficult issues in time

Addressing difficult issues early is critical to the success of major system modernisation programmes. IQI’s approach is based on open communication between all parties.

“Transparency is essential in system modernisation, as is openness from the vendor. Difficult issues must be addressed early rather than at the last moment. If the same problem is raised one day before a deadline instead of one month earlier, the disappointment is considerably greater,” Vähäsaari explains.

The collaboration between Kiinteistömaailma and IQI has been straightforward.

“The IQI consultants working as part of our team are experienced professionals who understand how an IT system modernisation should be delivered. One indication of their contribution is that the system vendor has said Hannu Vähäsaari’s involvement has also helped them understand their own operations better and accelerate several processes,” Laurikainen says.

IQI’s expertise has given Kiinteistömaailma greater confidence in the programme and created clear visibility into schedules, budgets and vendor commitments.

“It has been excellent to have IQI’s expertise available to our programme. We can now have much greater confidence in the vendor’s schedules.”

Mika Laurikainen
Chief Executive Officer, Kiinteistömaailma

Continuous renewal supports competitiveness

Kiinteistömaailma’s IT system modernisation demonstrates how investing in technology has become essential for maintaining competitiveness, including in established industries.

The modern systems will make brokerage operations more efficient and create opportunities to develop new value-added services.

“Problems can arise at any stage of a major programme, whether at the beginning, in the middle or towards the end. We bring experience from numerous programmes to help prevent and manage these challenges. We have been pleased to make that expertise available to Kiinteistömaailma,” Vähäsaari concludes.