Common Mistakes That Undermine Leasing Efficiency – and How to Avoid Them

Around 30% of leasing teams’ time is spent on manual or repetitive tasks that could easily be automated. This inefficiency not only delays response times but also impacts the tenant experience, operational control, and the profitability of commercial spaces.

Leasing management—especially in complex environments such as shopping centres or casual mall leasing models—requires agile, centralised, and measurable processes. Yet many companies continue to work with fragmented systems, increasing the risk of errors and limiting their growth potential.

Below, we outline the most common mistakes that compromise leasing efficiency, along with the most effective strategies to address them.

1. Disconnected Processes and Over-Reliance on Manual Management

One of the most widespread challenges is the lack of a technological infrastructure that integrates every stage of the leasing process—from space uploads and lead generation to financial administration and performance tracking.

Using spreadsheets, physical forms or email as the main management tool creates bottlenecks that are hard to scale.

How to solve it
Implementing a leasing module that centralises contracts, invoicing, client follow-up, and reporting significantly reduces the operational burden. Automating routine tasks allows teams to focus on commercial strategy—without losing traceability or control.

2. Lack of Visibility Over Space Availability and Performance

Involving multiple departments—commercial, legal, accounting—is often necessary throughout the leasing process. But without a structured approval workflow, timelines are unnecessarily extended and the risk of error increases.

How to solve it
Setting up a digital approval flow within an integrated system allows every step to be tracked, reduces delays, and ensures compliance with internal policies. Automating contract generation and monitoring also shortens the overall leasing cycle.

3. Slow or Informal Approval Workflows

4. Limited Use of Data for Decision-Making

Many commercial space managers lack tools to monitor key metrics such as average vacancy times, lead conversion rates, or performance by space type. This makes it difficult to refine the commercial strategy or anticipate trends.

How to solve it
Using a system that offers custom reports and financial dashboards enables informed decision-making based on real operational data. It also facilitates comparative analysis across locations or leasing formats—essential for shopping centres with multiple categories and spaces.

5. Inconsistent Communication With Tenants

Relying on multiple, non-integrated communication channels (email, messaging, forms) can lead to mixed messages, poor follow-up, and errors in conveying commercial terms. This is especially critical in high-turnover settings such as casual mall leasing.

How to solve it
A leasing solution with a marketing and lead generation module allows teams to unify communications with both prospects and existing tenants, and tailor messages based on client or space type. This boosts conversion rates, strengthens commercial relationships, and speeds up negotiations.

You might be interested in reading: System Integration – Why Is It Key in Real Estate Management?

Unlock Leasing Efficiency with a Single, Powerful Platform

Improving leasing efficiency goes far beyond digitising contracts. It’s about aligning people, processes, and technology to reduce delays, minimise errors, and support better decision-making in high-demand commercial environments.

A comprehensive management platform helps move towards more agile operating models, allowing teams to focus on generating opportunities, strengthening brand relationships, and scaling operations—without losing control.

From online space listings and automated invoicing to approval traceability and financial tracking, every step of the leasing process can be optimised to drive results.

CRENEX is an all-in-one platform that digitises the entire casual mall leasing process—from listing and marketing spaces to managing contracts and finances.

Its modular approach—with specific solutions for marketing, leasing, and lead generation—enables shopping centres and commercial properties to streamline processes, centralise operations, and scale commercial performance with efficiency and traceability.

Want to see how it works?

Request a demo now!