Faster Reports, Better Communication, and a Realistic Path to NSPIRE
How one PHA used ExAM PM to streamline inspection reporting while respecting how landlords and tenants actually receive information.
Modern inspection software is not just about replacing paper. It is about helping PHAs communicate clearly, document consistently, and move from inspection to action.
For one small housing authority, ExAM PM helped simplify the process of completing HQS inspections, generating reports, and sharing results with the right people in the right format.
The Challenge
After an inspection, the PHA needed to communicate findings to both landlords and tenants. But those audiences do not always need the same delivery method.
Landlords can usually receive reports by email. Tenants may need printed reports by mail, especially when they do not have an easy way to print documents themselves.
As the customer explained:
“For our tenants, if they have stuff they have to do… I’ll print it, mail it to them snail mail. ’Cause most of them, even if you would email it, they don’t have any way of printing it.”
The Solution
With ExAM PM, the team completes inspections on a mobile device, syncs the results, and generates a report from the desktop.
The most recent inspection appears at the top, making it easier for staff to find the right record, review it, and generate the inspection report.
“You can just click on that inspection, it’ll pop up… and then hit generate report and it’ll give you a paper report that you can either print out for landlords or for our tenants.”
The Outcome
The PHA now has a more flexible reporting process. Staff can email landlords, print reports for tenants, and keep inspection documentation organized in one system.
That flexibility helps reduce unnecessary administrative work while keeping communication practical and resident-aware.
“I email it to the landlords and then they can pull it up and see what they have to repair or fix or do.”
The process also helps the PHA prepare for the broader move to NSPIRE-V by getting inspectors comfortable with mobile inspection tools, report generation, and synced inspection data.
Why It Matters for PHAs
For small PHAs, modernization cannot ignore the human side of housing operations. ExAM PM supports mobile inspections and digital reporting, but it also gives teams the flexibility to meet landlords and residents where they are.
That is the kind of practical modernization PHAs need as they prepare for NSPIRE-V: less paper, better documentation, clearer communication, and workflows that respect real resident needs.
Learn how ExAM PM helps PHAs modernize inspections without losing touch with the people they serve.
