About Vienna Estate
Headquartered in Vienna, Vienna Estate has been managing a diverse portfolio of more than 5,200 units across 381 properties for many years. The company stands for professionalism, service orientation, and a strong commitment to making property management more efficient and transparent through digital processes.
At a Glance
- Type of management: Mixed portfolio (WEG, SE, and rental management)
- iDWELL customer since: December 2023
- Units managed: approx. 5,200
- Employees using iDWELL: 38
Digitalization that Works – how Vienna Estate successfully transitioned to iDWELL
Implementing new property management software is always a strategic undertaking. At Vienna Estate, the process was approached methodically and with a clear roadmap from the very beginning.
A comprehensive evaluation phase started in November 2022 and lasted almost a year — resulting in a smooth go-live in December 2023.
“It’s essential that management doesn’t just present colleagues with a finished product, but takes them along on the journey.”
— Jutta Rudolf, CEO
The key to success: consistent team involvement
- Employees were involved from the outset, contributing their hands-on experience
- Processes were jointly documented and optimized
- Early training ensured a fast onboarding
- High team acceptance through active participation
Data quality as a success factor
Even before migration, Vienna Estate placed great emphasis on clean, complete data:
- Initial analyses identified gaps and inconsistencies
- Clear deadlines for updates by the teams
- Focus on contract and insurance data
- Close collaboration between management and administrative support
Structured process implementation
Vienna Estate opted for a step-by-step process rollout:
- Starting with iDWELL’s standard processes
- Adapting them to internal workflows during live operation
- Prioritizing key workflows such as damage reporting
- Flexible expansion with new processes as needed
Communication and continuous improvement
Implementation was supported by clear communication structures:
- Weekly team meetings during the initial phase
- Bi-weekly follow-ups for improvements
- Open channels for feedback and issue reporting
- Direct coordination with iDWELL for technical enhancements
Innovation in daily operations
To increase everyday efficiency, Vienna Estate leveraged:
- Property groups for similar buildings
- Standardized templates for different property types
- Automated communication workflows
- Damage reports with insurance reference numbers
Conclusion
The transition to iDWELL has advanced Vienna Estate not only technically, but also organizationally. Efficiency, transparency, and team satisfaction have all improved. The project demonstrates that careful planning, early team involvement, and a clear data strategy are the foundation for a successful digital transformation.
“iDWELL has helped us structure our processes while remaining flexible. The result is a property management approach that is more transparent and efficient — both internally and for our clients.”
