Do you love the logistics of property management but you dread getting those calls from tenants? You’re not the only one.
Of course those calls are unavoidable because tenants make up a huge part of a PM’s day. So we’re here to help.
Perhaps all you need is a few adjustments in the habits you’ve acquired in handling tenants and new applicants. Let’s show you the best way to go about a few tasks so your days are filled with victory instead of dread.
Why do you dread that phone ringing?
More often than not PMs feel tenants’ expectations are too high or they make unreasonable requests:
Here’s a word of caution: You can’t expect your tenants to act according to your wishes if they’re not communicated clearly.
For this I suggest clear policies that aren’t only discussed during the initial interview—I hope you interview all your tenants—but they should also sign a document in which these guidelines are clearly set out.
So we mentioned interviews. I hope you don’t simply accept anyone that applies to rent one of your premises.
Whether it’s for commercial property or residential units you have the power to manage your level of frustration. How? By only allowing quality tenants to rent from you.
A background check should not only involve details about credit scores and financial aspects. What about how the tenant acted towards previous property managers? You’ll be treated the same way so make sure you’re not accepting someone who is used to verbally abusing the landlord or PM.
For this you need some time to contact references. You may even want to build relationship with other PMs in your area. Tenants who are unruly will quickly get a reputation and you can prevent them from making life difficult for you or their neighbors by simply not approving their application.
One situation that draws out the worst in people is talking about money. In property management it’s inevitable that it will be part of your day as you have to ask for rent, change rental amounts or collect it.
While the latter is easy to manage if someone pays promptly, the other two are bound to cause some conflict.
But it can be limited with a few healthy habits:
Rent isn’t the only thing you’ll be talking about though. A lot can go wrong on residential or commercial properties and it’s all up to you to fix it. Tenants are entitled to have optimum usage of the facilities.
These rights are partly why you’ll get angry messages by email or on your phone every morning. Tenants don’t like to wait long for responses.
This is why you need a dynamic reporting system that gets the detail to you as soon as possible. You know you can’t answer your phone all the time but your tenants expect that of you. Give them a dynamic alternative and they’ll be satisfied.
Important tip: This part of managing property also requires dynamic communication towards third parties such as maintenance crews. You want them to respond as quick as you respond to your tenants and you need timeous feedback.
Everything discussed here takes quite a lot of administration, right? And there are even more aspects you need clear records of:
Do you have a system where you don’t only file these details but you can also retrieve them easily?
So how would you rate your current functioning? Are there areas you can improve so you and your tenants will be more satisfied?
If you’re committed to making it work I have a challenge for you. Why not go high tech and use software to everyone’s benefit?
Field service management software can help you manage most of these tasks much better than you’re capable of doing it at the moment. It’s an online platform that can be accessed via computers but also mobile devices. Users will have access to information and you can use it to communicate via text or sending digital documents to both tenants, employees and third parties.
Here’s how it’s going to make your PM duties easier:
Ready to make a few tenants smile now?