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You are reading: Essential Tips for Property Managers

January 10, 2024

Essential Tips for Property Managers

Noah Goldman
Chief Operating Officer

As a new landlord or property manager, you’re about to embark on a rewarding adventure chock full of both challenges and opportunities.

Overseeing rental properties can be multi-layered; there’s no doubt about that. However, you can easily set yourself up for success with the right strategies and knowledge base. This post offers some essential tips and tools to help you manage your responsibilities effectively and stay on the right track.

Tenant Communication and Relationships

In a nutshell, effective communication is vital to successful property management. Always establish clear communication channels with renters and owners.

Whether it’s the status of their rental application or details about their lease, renters like being kept in the loop. When maintenance issues arise, a tenant’s experience can be ruined if their request is left unattended. To make it easy for both parties, you should create a lease that spells out how to go about maintenance requests or any other issue.

Utilize email, mobile phones, or software platforms to streamline communication and keep everyone in the loop. Always document conversations for additional clarity and for protection in the event you have to go to court.

Laws and Regulations

As a property manager, staying informed about local regulations is of the utmost importance. Every city, state, and region has its own set of rental regulations that need to be followed.

Stay informed about local codes, laws, and zoning regulations to evade legal pitfalls. It’s also wise to understand fluctuations in renters’ insurance, the latest eviction laws, and more. By regularly updating your industry knowledge to ensure compliance, you will be better prepared to protect both you and your tenants.

Stay Organized and Efficient

Many property managers choose to stay organized with checklists. You can develop them for routine projects and tasks, everyday wear and tear inspections, and move-in/move-out processes. A checklist can also serve as a visual handbook, ensuring no essential step is missed. This strategy is beneficial for busy weeks when countless tasks demand focus and attention.

It’s also a great idea to use technology to your advantage. It can help save time and minimize the chances of errors. Embrace property management software and available apps to simplify your workflow. These tools can help streamline rent collection, document management, and scheduling maintenance jobs.

Many landlords maintain a reliable network of contractors on hand for repairs. Establish relationships with trustworthy contractors to ensure prompt response times for maintenance and repairs. In addition, develop a maintenance schedule that includes regular inspections and preventive steps. This approach not only boosts renter satisfaction but also helps you easily address issues before they have a chance to escalate.

Finally, it’s strongly recommended to have a firm emergency response plan in place. You must be prepared for any unforeseen circumstances, whether a maintenance-related emergency or a natural disaster.

Paperwork and Accounting

A proactive property manager should prioritize paperwork, accounting, and financial management. Keep meticulous records of income and expenses, set realistic budgets, and monitor cash flow regularly. Frequent financial assessments can help you identify areas for improvement and maintain the economic well-being of your properties. 

Finding Good Tenants

One smart strategy for recruiting great tenants is to market your property effectively. Pinpoint the target audience for your apartment complex, considering the geographical factors of the area. For instance, if the complex is situated near a university, potential renters might include students or faculty members. If it’s in a downtown area, professionals could be interested. Ensure compliance with all fair housing laws and real estate marketing regulations.

You can also customize your messaging to resonate with their lifestyle and specific needs. Showcase apartment features like the number of bedrooms, balconies, and modern amenities that align with their interests, hobbies, and preferences. Emphasize proximity to popular amenities, community events, and entertainment hotspots to catch the attention of potential renters.

Another important step is to ensure that your website is user-friendly, showcasing the complex’s features and advantages. Optimize it for search engines to enhance visibility and accessibility for potential renters. Leverage social media to interact with and broaden your audience, too. Utilize different platforms to establish brand recognition and foster a community around the apartment complex, especially crucial in downtown or university-adjacent areas.

Lastly, post your available units on listing platforms like Zillow, Apartments.com, and Rent.com to promote the property. This simplifies the process for potential renters to explore the apartment complex and submit rental applications.

Tenant Screening

It’s crucial for property managers to have a comprehensive tenant screening process in place before agreeing to housing to anyone. Here’s a list of elements that every property manager should include in their screening process:

1.     Credit check

2.     Background check

3.     Rental history and references

4.     Employment verification

5.     ID verification

6.     Rental application

7.     Interview questions

8.     Accept or reject the applicant

Of particular note, prioritizing ID verification is essential to confirm that you’re getting the real deal and not some fraudster trying to pull the wool over your eyes. Many property managers and landlords use online tenant screening platforms to get the job done efficiently and quickly.

Document fraud continues to plague the industry, and it’s skyrocketing at an alarming rate. For this reason, there’s a variety of fraud detection tools on the market to choose from, each of which offers different features and capabilities. These digital tools can save time, prevent fraudulent activity, and improve the decision-making process. Snappt, for example, is the industry leader in fraud detection, having scanned over 4 million documents and maintaining a 99.8% accuracy rate.

Dealing With Bad Tenants

A property manager’s rights vary from state to state, but a tenant is often responsible for costs incurred by property damage outside of normal wear and tear. Damage caused by tenant neglect is their responsibility as well.

So, what should you do if you find yourself stuck with a bad tenant? Start by creating a well-thought-out communication plan. Most importantly, all interactions must be documented, so communicate via email or send a follow-up email after any phone call. This way, if anything escalates, you can share evidence of any incidents.

Often, a simple conversation can solve whatever issue may be on the table. Always explain your concerns succinctly and work together to develop a potential solution. However, if the issue continues, send a written warning to the renter highlighting the issue and the consequences if it persists. And if your renter continues to violate the lease agreement, you should consider eviction or legal action.

Handling Evictions

Eviction is a lengthy and expensive process that typically occurs when a tenant refuses to pay rent or violates their lease. If one of your renters doesn’t pay their rent after you have sent reminders – and imposed late fees – it’s time to start the eviction process.

Another reason landlords may choose to evict could be due to excessive property damage. Of course, normal wear and tear is par for the course, but if the unit is destroyed, it’s to take legal action.

Property Maintenance

Practicing preventative maintenance, including quarterly inspections, servicing and parts replacements, is a smart way to reduce repair costs proactively and keep your units in good shape over the long term.

A bonus is that your renters will appreciate the fact that you’re actively engaged and on top of these regular tasks, as it helps to give them peace of mind that their rental is comfortable and everything is functioning as it should be.

Navigating the Property Management Maze

As a property manager, it’s vital to navigate your way through the challenges of property management with organization and flexibility top of mind.

By incorporating the above tips and striving for continuous improvement, you’ll be well on your way to developing a successful property management career.