Hiring Maintenance Staff

The major part of property management involves regular inspections of the property, and repairs and maintenance tasks. If the property were very small, then hiring a contractor would be a marvelous idea to attend to the repairs and maintenance when they crop up. However, for bigger properties it would be cost effective to have in-house staff.


Once you have hired trustworthy and efficient maintenance staff, it will not only make the job much easier, but you will also save lot of money, which will improve returns. However, hiring such a staff at a reasonable rate could be a daunting task and here are some tips that can be helpful.


Clearly Define what is Expected


Firstly, before hiring anybody, you need to be clear about what you would like the staff to do. You must jot down all the responsibilities that the proposed maintenance staff is to take up. You might feel most maintenance tasks are of general nature, but it is important to match your requirements with the qualifications of the staff, you are planning to employ.


For instance, if the property has a particular boiler system, then you would want someone who has knowledge and experience in handling issues with such systems. When you are specific about responsibilities, you can find the best staff suited for the maintenance requirements of your property.


Advertising Job Requirements


After you have clearly listed the responsibilities that you would want your maintenance staff to take up, then it becomes easy to prepare an ad to attain or receive responses from suitable candidates. If your requirements are vague, then you will have to sift through many candidates, which will be a big waste of time. The advertisement should clearly list responsibilities, and the possible challenges the staff will have to face in the job. Additionally, do not ignore your specific requirements, even when the candidate has been referred to you by someone you know.


Interviewing Candidates


Before you start interviewing candidates, it would be a sound idea to make a list of questions that are important to you. Avoid time wastage by asking practical and specific questions, which will reveal the suitability of the candidate for the jobs you have in mind. The first few questions should reveal whether the candidate meets your general requirements. If the candidate is promising, then you could ask another set of questions that are more specific and elaborate.


You could create certain scenarios that you feel are most likely to occur on your property, and ask the candidate, how best he would handle the situation. This will test the candidate's knowledge and his decision-making skills.


What to Look For


Apart from specific skills and experience, it is important to know the character of the person you would be employing. Candidates with drug problems or prison records should obviously be avoided. If the person has worked in a similar capacity before, ask for the reference and the reason why he has left the previous job. Additionally, make sure the candidate is responsible, and can manage the work independently & professionally.



How Suitable Property Management can Attract Millennials

When the property is located near college or universities, property management should focus their marketing efforts in attracting the millennial crowd. Each year there are many young renters, leaving their campus environment and looking for a home. Your property could be ideally suited for the Gen Y crowd, but marketing with the right content and tone is essential to capitalize on this demographic. For this, it is essential to know the trends prevalent amongst millennials and their preferences. Here are some tips that will work best.


The Right Channel and Tone


Majority of millennial crowd hate ads, and prefer interacting. Therefore, social media should be the main channel for informing and involving Millennials. Facebook and Twitter being the two main platforms used by adults, marketing efforts should mainly focus on these two. Secondly, different social media websites appeal to different demographics.


For instance, LinkedIn is most used by graduates and people with higher degrees, whereas, Pinterest is preferred mostly by women. Instagram is also slowly catching up and it is used mostly by adults and young people in urban areas. These various platforms can be used to show millennials how they can benefit from the community or how it could provide a specific solution. While interacting on social platforms, focus on key aspects that drive millennials such as sharing, diversity, discovery, passion, and happiness.


Authentic and Creative Engagement


Being skeptical of ads, property management needs to connect with the millennial crowd through authentic and creative engagement. Here are some tips for effectively engaging their attention.




Offer products that can be customized to their preferences and economics. For instance, offer a base package that covers only basic living amenities, and provide additional packages such as high-speed Internet, cable connection for entertainment, gym membership, and so on. When you offer customization, you can attract a much wider section of the millennial crowd.




Everyone likes something that is offered free as an incentive. Collaborate with businesses in the immediate area. Ask them for gift cards and discount coupons, which can be distributed amongst new tenants. This way, businesses find a way to advertise their products, and property management can provide freebies without incurring any costs.


Handling Negative Reviews


Almost all millenials trust reviews, which have some percentage of negative comments. In fact, when they do not see any negative feedback they feel the review might be fake or censored. Therefore, some degree of negative comments are not that terrible; however, property management should make sure to respond to these comments, and offer their side of the story. Nevertheless, it would not be wise to get into a war of words with people who delight in posting such comments.


They do not have to be professional, whereas you do.


Improved Technology


Millennials love to do everything online, so make sure you provide online portal for doing everything from paying rent to submitting maintenance requests. Other technological amenities that attract millennials would be Apple TVs, docking stations in common halls, electronic keys, and high speed broadband connection with Wi-Fi. Smart storage solutions inside the unit are also very attractive for millennials. 



How to Avoid Late Rent Payments

A late rent payment is a major issue faced by property management, since it restricts cash flow and the profit margin can come down. However, late rent payments could be inevitable due to the economy and the sudden changes in the financial situation of tenants.


Sometimes payments are late simply because the tenant forgot to send the check or put the check in the slot on time. Hence, some amount of flexibility is required to maintain cordial relations with tenants; however, providing flexibility should not be construed as acceptable behavior.  Here are some tips that can help reduce occurrences of late rent payments.


Tenant Screening


According to studies, people who have a history of skipping rent are most likely to repeat this behavior. Therefore, the first step would be to avoid renting properties to such people, by having an effective screening procedure. History of rental payment of prospective tenant can be accessed from Experian Rent Bureau. The history will have information about how well the person has paid rent in the past and whether there are any negative remarks. Hence, property management should take tenant screening seriously, and form policies for an effective screening procedure.


Punitive Actions


Late rental payments can be avoided largely by having some punitive action clause in the lease agreement for defaulters. Initial defaulters could be given a warning, but tenants who regularly skip rent should be penalized with late payment fees. Property management can keep track of such tenants, and keep sending them reminders before the due date.


However, the property manager should maintain a personal connection with the tenant and find out why the tenant is paying the rent late. Sometimes it can be a legitimate reason such as health problem or sudden unemployment, and so on. In such cases, property management should judiciously decide whether to be lenient or not. This is always a tricky issue because other tenants will start expecting the same treatment even when they are facing some sort of financial difficulty, which may not be as severe as unemployment or bad health.


In case of legitimate reasons, the property’s management can chart out a payment schedule with extended due dates, which is more favorable to the tenant. However, a firm stance should be taken against repeat defaulters, and tenants who are not able to keep up with the revised payment schedule.


Eviction should be the Last Resort


Leniency towards certain tenant who has legitimate reasons for paying the rent late could be warranted. However, when the problem persists and the tenant is not paying the rent due to habit or circumstances, property manager cannot afford to lose income. Therefore, ultimately, evicting the tenant will be the only solution to the problem.


However, before taking concrete steps to evict the tenant, property manager can serve a "pay or quit" notice, which will make the stand taken by property management quite clear. If the tenant does not respond even to this notice then the eviction process should be initiated immediately. There are laws governing the eviction of tenants, and property management should make sure not to break any law; otherwise, the eviction can prove very costly, and the defaulter might even win the case in the end.



Important Points Property Management should Consider

With the increase in building activity, tenants now have a much wider choice, but property owners and property managers have to face a higher level of competition. Increasing the popularity of the property and decreasing the vacancy rates will be the top priorities for property management, but accomplishing these tasks are quite challenging. Usually property managers are too caught up in their day-to-day duties, and they miss the bigger picture. Here are some points that can help in broadening your knowledge, which will ultimately help in improvement of the property.


Investigating the Neighborhood


Property managers handling properties in new and unfamiliar areas should take some time off and scour the neighborhood outside the community. Focus on businesses and commercial places to get an idea about employment levels and the general state of the economy of the area. If there is a large company or offices in the neighborhood, check out if there are rumors of layoffs. If certain tenants are working in these places, then is the layoff going to affect them. Conversely, if there are new companies and offices coming up in the neighborhood, think of ways of collaborating with them for promoting the property.


Keeping Track of Real Estate Trends


Trends in the real estate sector can change rapidly, and it is important for a property manager to keep track of such changes. Review the properties that are in direct competition to yours. Check out the units on such properties by being a mystery shopper. List the things that are better and the things that are not so spectacular compared to your property. This will provide ideas for marketing and ideas for improvements. Keeping track of financing trends and interest rates of mortgages is also helpful, as these things could affect your occupancy rates.


Consider Long Term Improvements


To compete with newly built properties, it would be wise to update appliances, provide smart storage, and relax rules regarding pets. Investments may be high, but it will work out in the end, as you are likely to improve occupancy rates and popularity of the property. Secondly, consider upgrading technology on the property with better Wi-Fi, faster broadband connections, and improved cable services for entertainment.


Common Areas


Common areas are one of the aspects that many property managers do not seem to give much importance to, which could be a big mistake. Both young and senior tenants like a place to hangout, and having a community hall with adequate facilities could make a major difference to the property. Secondly, keep common area spaces clean and well maintained, such as the patio, corridors, parking spaces, and unused areas behind the property. Clutter and garbage in these areas can give the property a very shabby appearance.


Invest in Software


The right software and online tools can be of marvelous assistance in streamlining office tasks and in providing more convenience to tenants. For instance, the ability to make online rental payments, registering maintenance, and repair complaints through the property website is very much appreciated by tenants. Simplicity is the key!



Effective Tenant Screening Guide

Tenant screening is one of the most important jobs of property management. Screening is done to discover what the prospective tenant is really like, and whether he will be able to pay the rent. Application forms cannot reveal much and they can be falsified; hence, an effective tenant screening procedure must be in place, which will not only confirm the details that the tenant has provided, but also analyze outside information that can provide a reasonable estimate of who the tenant really is. Here are certain guidelines for effective tenant screening.


Checking Whether Tenant can Afford the Unit


The first thing that needs to be checked is whether the tenant can afford to pay the rent of the unit. As a rule, tenants who are earning at least thrice the rent amount will be able to afford the unit, and are least likely to stop their rent payments. Most tenants feel they can afford the unit, even when they really cannot. Hence, it is up to property management to set rules about income thresholds. Usually, income that is thrice the monthly rent is considered sufficient.


Checking for Income Stability


A tenant might be earning three times the rent right now, but property management also needs to check whether the tenant will be able to earn that much over the long term. For this, you need to check the type of job, past history of unemployment, and if the tenant is in the habit of switching jobs frequently.


Checking Rental History


Even when tenants are able to afford the rent, some of them will not pay it on time. Property management will have to check the person's rental history to find out if he has been flagged for late payments. Also, check whether there were any complaints about the tenant being untidy, unruly, or was known to create disturbances. As a general rule do not accept people who have been evicted from a property in the past unless they have squared themselves away, perhaps agree to pay higher rent, and seem level headed when you are meeting with them.


Checking for Criminal History


People who have a history of doing illegal activities, drugs, and criminal behavior are obviously not fit to be tenants, as they will only cause problems in the community, and eventually you will have to evict them, which is going to be expensive and time consuming.


Minimum Requirements should be met Before You Accept any Application


Set certain minimum standards, which should include:


ü  Minimum income of thrice the monthly rental

ü  No felonies or criminal background

ü  No evictions in the past

ü  Good references from previous property owners


When a prospect contacts you, make sure the minimum requirements are made clear to the person on the phone. This will save a lot of time, since persons not meeting these criteria should not even see the application form. Why waste their time at all if they do not satisfy the basic threshold?   


Application Process


During the application process, collect the following:


v  Personal details such as the name, current address, phone number, social security number, date of birth, and so on.

v  Details about current employer, job history, and present income.

v  Details about past and current property owners where the person was a tenant.

v  Credit report.



How to Attract Millennial Tenants

Millennials, who are in the age group of 18 to 36, make up 25 percent of the total population, and they now prefer living in cities rather than the suburbs. Most of them are students who are making the transition from living on university campuses to apartments in cities.


Their requirements would have changed from student housing to workforce housing, but they are still attracted to certain amenities that they have been accustomed to during their campus days. These Gen Y renters have a clear set of things that they consider "essential", and they can easily pass up a property that does not provide these basic requirements. Here are certain aspects that property management should consider if they want to attract the millennial crowd.




The main thing, Millennials look for in any property is convenience. The Gen Y crowd has got used to walking on campus, and they prefer everything within walking distance, whether it is shopping or their place of work. However, they are also not averse to taking the subway, wherever it is easily accessible. Hence, while marketing the units, property management should definitely mention that the shopping area or the subway is within walking distance.


Cost and Amenities


Millennials prefer smaller living spaces, as they will be less costly. However, the cost is not going to pay a major role when they consider amenities. For most Gen Y renters, the right types of amenities play the most important role in their choice of properties. So, what do they look for? Larger common areas are popular, and so are Pilates studios and fitness centers on the property. Pools, decks, and patios are also hot favorites, along with outdoor BBQs in the common area.


If the property is being newly developed then consider having higher ceilings with relatively smaller floor plans. This will not only bring down the rent, but the area will also appear bigger and have a solid or respectable amount of light. Another important aspect that is highly appealing to Millennials is smart storage solutions inside the units. Many apartments now include locks for bike storage directly on the ceiling or wall, which facilitates hanging the bike inside the apartment. Bike storage lockers are also popular, since tenants do not have to carry the bikes to their units.


Technology and Social Media


Millennials fully engage in social media and technology. Hence, if the property does not measure up to the latest technological amenities or capabilities like Wi-Fi connectivity, entertainment cable network and so on, it will lose its appeal instantly. Secondly, property management will need to have a strong online presence to attract this crowd, since they mainly look to online rating sites, Facebook, and Twitter to find an apartment. Lastly, these renters will expect doing all transactions online, from paying the rent to issuing a complaint.


Eco-Friendly and Green



Millennials seem to be more conscious of protecting the environment than any other section of society.  Hence, providing eco-friendly lifestyle and greener bright attributes could play a role in attracting these types of renters. 

Amenities that Make a Stark Difference


Mostly properties gain popularity by the amenities they provide. When property management considers the requirements of millennials and baby boomers, they might seem different, but there are many similarities, and amenities need not be tailored for any one generation. Here are some of the important amenities that most tenants look for in a property.


Storage Space


With size of units becoming smaller, most tenants, whether they are young or old, require smart storage solution. People gather belongings and they need a place to store all their things. The unit should have adequate closet space, and a number of cabinets, especially in the bathroom and kitchen area. Apart from storage solutions inside the units, many tenants appreciate storage units nearby that they can easily access.


If there were, space available on the property, building storage lockers or allotting basement space would be an acute idea. Many tenants now also want a place to store their bikes, and providing bike storage lockers could attract many prospects.


Welcome Pets


According to recent studies, about 32% to 35% of millennials and baby boomers have pets. Hence, it is a tremendous idea to provide special amenities for pets, such as pet park area that has adequate space for walking or running dogs. Property management could also consider including obstacles and tunnels in the pet park to make it more interesting. Welcoming the pets into the community by posting their photos on the property's Facebook page is also greatly appreciated by tenants. 


Fitness Center


Both generations are equally interested in fitness and health, and providing a fitness center or gym can make a big difference. Tenants will love it, when they simply have to walk to the gym, instead of spending time on a long commute. However, exercising equipment should be chosen carefully, which will appeal to both generations.


Open Floor Plan


An open floor plan will help in making smaller units appear larger. Secondly, most tenants prefer this type of floor plan, as it opens up more spaces, and connects areas having different functions. For instance, people now prefer a kitchen that is openly connected to the living room without walls or corridors. This type of design is especially preferred by tenants who entertain often.


Type of Appliances


Stainless steel provides a clean and attractive look, which is preferred by most tenants. Even though steel appliances need a hefty investment initially, they work out cheaper in the end due to better durability. Secondly, whatever appliances are provided in a unit, property management should make sure they match appealingly. Having a white dishwasher, brown refrigerator, and black stove, could diminish the looks of the kitchen. Along with the appliances, tenants should be assured about quick repairs and maintenance, if anything goes wrong.


Laundry Facilities


A washing machine and dryer in every unit is huge plus, but if this is not possible, then at least consider common washers and dryers for tenants in the basement. This is much more preferable than taking a ride to the Laundromat with dirty laundry. Anything is more appealing than that.   




Common Issues in Property Management

Profitably managing an owned property is quite a daunting task. Many owners incur losses, when they are unable to tackle certain situations. Here are five problems that are quite common, while managing properties, and their possible solutions. 


1) Maintenance Issues


Buildings and individual houses need ongoing maintenance in structural aspects, plumbing, and electrical systems. Anything can pop up at any time, and repairs have to be attended to immediately to avoid inconveniences to tenants. The best solutions for managing maintenance issues is to have a preventive maintenance program in place, and have a professional staff attending to the repairs.


2) Handling Tenants and their Complaints


Complains from tenants can keep pouring in on a daily basis. These complaints range from small issues with other tenants, to major complaints to do with the state of the property. However, most complaints are to do with repairs or correcting something on the property. It could be about the illumination in the common areas and requests for brighter lights, or it could be about the potholes in the driveway. Every complaint needs to be looked into and cannot be ignored, especially ones that show potential problems in structural aspects of the building. Tenants should also feel that their complaints are being heard and appropriate action is being taken.


3) Payment Issues


Not receiving rent on time is a major issue faced by all property owners. Most tenants have a range of excuses at hand for not making payments. Missed payments, late payments, check payments are all cause of concern and can eat away at the profits. Solution to this problem requires a multiple pronged approach. Firstly, there should be a person in charge who will go around collecting payments on the due dates, which will make tenants aware that they have to keep their payments ready on time. The second aspect is to levy some penalty or late fees, which is a percentage of the total amount owed. This usually works when the property owner is able to enforce it strictly and with precision and reason.


4) Profitability


Profitability is affected by several factors and the overall management of the property. One of the reasons could be due to many units laying vacant on the property. This issue can be handled with the right marketing technique for attracting tenants to the property. Proper advertising and good reputation about the property can make a major difference in getting the right tenants. Sometimes, even when all the units are occupied, the business might still run into losses and this could be for a number of reasons.


This could be due to charging low prices to tenants or improper overall management. For assigning the proper rental price, it is necessary to have the property assessed to know the actual worth of the lodgings, and analyzing what people would be willing to pay. It also helps to do some research on what people are already paying at similar properties in the area. However, in most cases, losses occur due to improper overall management, and the best solution is to hire a professional property management company that is offering comprehensive services for handling all aspects of the property.



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