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How to Effectively Communicate with Your Property Manager

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Being a landlord comes with many responsibilities. Sometimes, those responsibilities are incompatible with your other daily tasks, and someone else needs to step in. That’s why property managers are perfect helpers who can make your life a lot easier when it comes to managing a rental and tenants. But, doing business with companies in this line of work needs to be based on very good mutual communication in order for it to be successful. You need to learn how to effectively communicate with your property manager, and we’re here to help you.

Know what you agree on

Spending some time reading up on the subject is time well spent, as you’ll get insight into the scope of your property manager’s duties and the extent to which they may be delegated. Some partial-service property managers may not be able to do much about cosmetic issues like flaking paint on your condo building. So, if that is a dealbreaker for you, you might reconsider making that partnership in the first place – or you might consider choosing a full-service PM partner. 

Find out what is expected of you and what you can expect from your property management team. In the end, this is the best course of action to take. Talk to your property manager about revising or renewing your contract if you have any problems or would like additional services.

Focus on the most pressing issues

As a homeowner’s association member or landlord, you can have a thousand things on your to-do list. There is always an extensive list of items to accomplish when it comes to managing a rental property. Of course, not everything can be done at the same time, which is natural. But putting those items in order of urgency can be helpful in a major way. 

Prioritizing your requests can also assist in ensuring that a property management business meets all your needs. According to the experience of experts at Affordable Reliable Moving Company, this way, you can save a lot of money from the moment you put your property up for rent to the second your new tenants move in. Plus, you can manage your own moves if it comes to it in the process.

Discuss communication expectations and preferences

Determine and communicate your preferred method of contact with your chosen management company. But also keep in mind that the professional PM company will likely have their own way of operating to keep things efficient. 

Pro Tip – When you’re researching and interviewing a potential PM partner, ask them about their communication processes and values. That way both parties go into the partnership with an initial understanding. 

The vast majority of owners do not welcome weekly updates from their property managers. It’s quite an understandable and common request from clients and landlords. Your life does not revolve around maintaining the property – even if it is a necessary variable. Ultimately, it’s the very reason you decided to team up with the professionals. The reality, however, is that every PM company is unique. They’ll evaluate and give you a suggestion on how often you need to do a check-up together. Often, property performance should be reviewed semiannually or annually.

Perhaps you’d be satisfied with only an annual reminder when your lease with a tenant is up for renewal and updates about maintenance and leasing. Either way, make sure you’re aware of how often you should anticipate hearing from your chosen management company, so that there is never any confusion or anything important missed. 

You will also need to be sure they have the best method of contacting you. Owners typically can choose between communicating via a phone call, video chat, or email with their property management team. At the outset of your relationship, you should choose your preferred method of contact. This will reduce the likelihood of confusion or hostility. 

Do remember however, that your professional PM partner has to run a business so scheduling time with your team to devote their attention to you is always the best course of action.

Making contact is crucial if you want to effectively communicate with your property manager

If an urgent issue or query requires your immediate attention, your property managers will need to know how to contact you. More significant maintenance costs will usually need your approval before any work is done. For example, if some items in the property need to be moved on short notice, they’ll need to contact you for approval. 

On the other hand, you can do this quickly by contacting moving and storage professionals to pack and take the excess furniture to storage. Or, you can tell your property manager to execute this process for you – but it will likely incur a fee. This is just one of many important reasons why your management team requires your contact information and why that information needs to be up to date.

Update and refresh

Maintain an updated list of contact information. Make sure your property manager has your current contact information, including a phone number and email address. Tell the management company as soon as something changes. When they require your permission, the last thing you need is for them to send an email or letter to an outdated address or call an old phone number. 

Remember, a happy tenant that stays in contract longer, always means a more successful investment property. And the best way to keep your tenant happy is to take care of your property / their home, promptly and diligently. 

Be as specific as possible while making requests

When a property management team has more data at their disposal, they are better able to take appropriate measures. Give your property manager as much information as possible when making a request. What this may entail is:

  • Duration of items in the process
  • More context on the problem’s background
  • Time frames for anything outstanding

Having property problems often causes some landlords to hire property managers in the first place. So, if you want proper help, make sure to explain an issue well. Visuals, if feasible, are preferable to words when describing an issue. Furthermore, diagrams may be quite useful. With the help of a graphic depicting the area affected, your property manager will be able to quickly assess the situation and help you move forward efficiently and effectively.

Good communication is a two-way street

It goes without saying that you can do everything on your part and still have some communication issues with your property manager. In that case, you should consider the possibility that you might need to change your allies and
contact more reliable professionals

Remember, a desire for good communication needs to run both ways, and in order to effectively communicate with your property manager, they should be making an effort too. Of course, this is a no-brainer for true experts, so do thorough research on any company you choose to partner with to manage your rental property. 

Trust the Professionals at 1836 Property Management

Professional property management companies do this work every day. They understand how to best handle every situation efficiently and cost-effectively. After all, it’s in their best interests to create a situation in which your rental property produces consistent income for you.

And of course, maintaining long-term and positive relationships is key in any successful business practice. And great communication directly affects that relationship.

At 1836 Property Management, our team of professionals has years of experience in the Austin rental market. Contact us today to learn more about partnering with our dedicated team.


By: Kayla Gonzales, 1836PM Marketing Manager

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