Property Manager Communication: Why It Matters

Property Manager Communication: Why It Matters

Property manager communication is one of the biggest frustrations landlords face.

Delayed responses, missing updates, and unclear information can lead to stress and costly mistakes. A great property manager keeps you informed, responds promptly, and is transparent about any issues. If they can’t communicate effectively, they can’t manage effectively—here’s why

This is the third of seven key factors in a recent video titled “How to Choose the Right Property Manager.”

Episode 13 – Landlords: If They Can’t Communicate, They Can’t Manage!

.Landlord Tips a Game-Changer: Reduce Stress and Hassle, Increase Profits.

Short, sharp landlord

TRANSCRIPT

When it comes to property management, the biggest complaint I hear from landlords is a lack of

communication. And I get it—owning a rental property is an investment, and you need to know what’s happening.

That’s why communication and transparency are absolutely essential when choosing the right property manager.

So watch how quickly companies respond to you when you first contact them. If they’re slow to return calls or emails before you’re a client, their service will more than likely worsen once they have your business.

A good property manager should keep you informed, respond promptly, and be upfront about any issues. If they take days to reply or only contact you when there’s a problem—that’s a red flag.

The best property managers provide regular updates, whether it’s about annual rent reviews, maintenance, or tenant concerns. They should be proactive, not reactive.

At the end of the day, you shouldn’t have to chase your property manager. Choose someone who values clear, consistent communication—because a well-informed landlord is a successful landlord.

Remember, you’re entrusting one of your most valuable assets to this person. If they can’t communicate effectively, they can’t manage effectively.

During interviews, ask specifically about their communication protocols and reporting systems. The right property manager will welcome these questions and demonstrate that keeping you informed is a top priority—not an afterthought.

I hope that helps. We’ll catch you next time.

Making life easier for landlords is what we do.

Local Rental Market: Choose Property Management Wisely

Understanding the local rental market is crucial for landlords

Local Market Matters

Understanding the local rental market is crucial for landlords who want to maximise their investment returns while minimising stress and vacancies. Therefore, selecting an experienced local property manager is essential.

This is the second of seven key factors in a recent video titled “How to Choose the Right Property Manager.”

.Episode 12 – Market Pulse: Why Local Knowledge Matters

Landlord Tips a Game-Changer: Reduce Stress and Hassle, Increase Profits

Short, sharp landlord tips.

TRANSCRIPT

This area of expertise is crucial for determining accurate rental pricing.

Your property manager needs to be well-acquainted with rental trends in the neighbourhood where your rental property is situated.

Setting the right rental price isn’t just about looking at averages over the whole town.

Understanding the specifics of your area is crucial. Rental trends can significantly vary between suburbs or even from one street to another.

Factors such as seasonal demand, tenant preferences, and demographic shifts all play a role in determining what renters are willing to pay.

Staying updated on local developments is essential. New infrastructure, schools, or businesses can boost demand, while changes to school zoning or an oversupply of rentals may negatively impact rental returns.

They also need to know how long similar properties remain on the market, which is essential.

If rental demand is strong, you can raise rents while still attracting high-quality tenants.

On the other hand, if vacancies are rising, it may be time to adjust your strategy—improving amenities, offering incentives, or reassessing your pricing.

Ultimately, the more your property manager knows about your local market, the better positioned you are to maximise returns.

Remember, working with a property manager with their finger on the pulse can help you stay ahead of these market shifts before they impact your bottom line.

I hope that helps. We’ll catch you next time.

Making life easier for landlords is what we do.

Experienced Property Managers: Beyond the Textbook Knowledge

An experienced property manager does more than follow the rulebook

Experienced property managers do more than follow the rulebook—they apply real-world insights from hands-on experience. A property manager with landlord experience understands your challenges first-hand and makes decisions based on real-world knowledge—not just theory.

Recently, I made a video on “How to Choose the Right Property Manager.”

Highlighting 7 Key Decision Factors Hands-On Experience is no 1.

Episode 11 – Hands-On Experience

Landlord Tips a Game-Changer: Reduce Stress and Hassle, Increase Profits

Short, sharp landlord tips.

TRANSCRIPT

As a property manager who’s also been a landlord, this dual experience makes a big difference.

When managing properties, I apply the lessons I’ve learned from owning rental properties.

There are excellent property managers with years of experience who have never owned a rental property.

And while credentials like the NZ Level 4 Property Management qualification are valuable, having a manager who’s also been a landlord gives you a definite edge.

Just be cautious of the new kid on the block who only has a certificate but hasn’t weathered any real storms yet. Unless they work closely with an exceptional mentor who holds them accountable, their textbook knowledge will only take them so far.

I’ve had to make tough calls between urgent repairs and necessary improvements when there wasn’t enough money to cover everything.

I know what keeps property investors awake at night because I’ve experienced those same worries firsthand. I’ve developed systems to maximise returns based on my experience building a rental portfolio.

When interest rates climb, it’s not just theory for me. I’ve felt that pressure and navigated high-interest environments with my rentals on the line.

Property managers who are or have been landlords will treat your investment as if it were their own because they understand the industry intimately from both perspectives.

So when choosing a property manager, ask if they’ve been a landlord.

This perspective can’t be taught or certified; it can only be lived.  The best managers don’t just know the theory; they’ve experienced the reality.

I hope that helps. We’ll catch you next time.

Making life easier for landlords is what we do.

How to Choose the Right Property Manager

How to Choose the Right Property Manager

Key Decision Factors

Knowing how to choose the right property manager can significantly impact the protection of your investment.

But how can you determine which one is the best fit for you? Let’s break it down:

Or, if you prefer, this video covers the seven factors in slightly less detail.

1️⃣ Hands-On Experience

Experience is important, but not all experience is created equal. Look for a property manager with practical experience rather than just theoretical knowledge.

If they are new to the field, check if they are pursuing the NZ Level 4 Property Management qualification, a nationally recognized standard.

If they are or have been a landlord themselves, that’s a bonus—and a massive benefit to you.

2️⃣ Local Market Knowledge

A good property manager should thoroughly understand the local rental market. They need to know what tenants are seeking, the rental rates of similar properties, and how to set a competitive rental price.

3️⃣ Communication & Transparency

Effective communication is essential. You want a property manager who keeps you informed, responds promptly, and is upfront about any issues. If they take days to reply or only reach out when there’s a problem, that’s a red flag.

4️⃣ Tenant Screening 

Selecting the right tenants is crucial. A great property manager will have a comprehensive screening process that includes checking rental and background history, credit reports, and references to ensure reliable tenants who will care for your property.

5️⃣ Maintenance & Inspection

Regular inspections and proactive maintenance help prevent costly repairs. A good property manager will address maintenance issues before they escalate into significant problems.

6️⃣ Fee Structure

Management fees are important, but the cheapest price isn’t always the best option. Instead of just comparing costs, examine what services are included. A property manager who saves you time, reduces stress, and prevents costly mistakes is well worth the investment.

7️⃣ Legal Compliance

New Zealand has strict tenancy laws, including the Healthy Homes standards and the Residential Tenancies Act. Your property manager must be knowledgeable about these regulations to ensure compliance and protect both you and your tenants.

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Remember, your property is a valuable asset.

Take the time to find the right person to manage it. Do your research, ask the right questions, and choose a property manager who treats your investment as if it were their own.

Happy renting!

Making life easier for landlords is what we do.

Raising the Bar: Professional Property Management

Professional Management isn't just a nice-to-have—it's the foundation for long-term success.

Professional management is the key to Raising the Bar in Property Management—ensuring efficiency, happier tenants, and a strong reputation for long-term success

This video shows that professional management is not just good business practice.   It’s crucial for property management success.

Episode 9 – Raising the Bar: in Property Management

Landlord Tips a Game-Changer: Reduce Stress and Hassle, Increase Profits

Short, sharp landlord tips.

TRANSCRIPT

Whether you’re a landlord or a property manager, professionalism isn’t just a nice-to-have—it’s the foundation for long-term success.

Professionalism isn’t determined by whether you wear a suit or not. It’s about how you communicate, solve problems, and treat people who rely on you.

Being organised is a key aspect of being a professional.

Efficiently managing tenancies, maintenance, and rent collections ensures your property is well-managed, leading to happier tenants and reduced vacancies.

Adopting a professional approach builds trust and encourages tenants to stay long-term.

When issues arise, a professional demeanour allows you to turn problems into opportunities. Quick and courteous solutions demonstrate to tenants that you care and ultimately protect the investment.

When tenants feel valued, they tend to reciprocate by taking better care of the property, making payments when due, and leaving positive reviews.

Professionalism is not just good business practice.   It’s crucial for property management success.

Stay professional, and you’ll stay successful!

Remember: Your reputation is your most valuable asset. Every interaction is an opportunity to showcase professionalism and build trust.

I hope that helps. We’ll catch you next time.

Making life easier for landlords is what we do.

Simple Rental Fixes: Driveway Potholes

Simple Rental Fixes: Driveway Potholes

With simple rental fixes, it sometimes surprises me what people are willing to put up with.

This video discusses simple rental fixes, in this case, driveway potholes, that can impact your property’s appearance.

Episode 8 – Simple Fixes: Driveway Potholes.

Landlord Tips a Game-Changer: Reduce Stress and Hassle, Increase Profits

Short, sharp landlord tips.

TRANSCRIPT. 

It surprises me at times what people are willing to put up with.

Recently, we took on a new rental at the end of a shared driveway.

The driveway had several potholes, one particularly large—and honestly, it frustrated me every time I visited.

During the school holidays, I had a student helping with some garden work.

I asked him if he could fill the potholes with the loose gravel from the driveway.

The transformation was incredible. A simple task made a noticeable difference, benefiting all the residents.

It’s a great reminder: minor fixes can impact a property’s appearance and liveability.

Just because others tolerate it, why should you?

I hope that helps. We’ll catch you next time.

Making life easier for landlords is what we do.

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Managing Rentals: Best Practices for Landlord Success

Managing Rentals. Establishing trust while prioritising fairness and consistency over control
Managing Rentals: Best Practices for Landlords and Property Managers. 

This blog emphasises the importance of establishing trust while prioritising fairness and consistency over control.

Episode 7 – Managing Rentals: Best Practices for Landlord Success

Landlord Tips: A Game-Changer: Reduce Stress and Hassle, Increase Profits

Managing Rentals – Here are six vital principles for fostering fair, transparent, and professional tenant relationships.

1️⃣ . Treat all tenants fairly and equally.

The same procedures should apply to your whole property portfolio, whether standalone or multi-dwelling.

Whatever your policy is for rent arrears, organising maintenance booking routine inspections. It should be consistent, with the same process followed every time.

2️⃣ Be transparent about all policies and procedures.

Transparency begins with new tenancies and the induction process.

It’s important to explain the procedure if a rent payment is missed, outline the expectations for completing an ingoing condition report, and clarify what will happen during routine inspections.

This upfront transparency helps prevent misunderstandings and demonstrates that you treat everyone equally.

3️⃣ Respond to maintenance requests in the order they are received.

It’s a straightforward but essential principle of fairness. Promptly addressing genuine maintenance requests is critical. Respond to maintenance requests in the order they are received.

While actual emergencies, such as flooding or electrical hazards, take priority, adopting a first-come, first-served approach for standard maintenance shows respect for everyone’s time and needs.

4️⃣ Provide clear, written correspondence for all important discussions and outcomes.

Clear written communication is essential. It ensures everyone has a shared understanding and can refer to what was discussed or decided.

Written records help reduce misunderstandings, prevent ‘he said, she said’ situations, and maintain consistency.

Additionally, written communication creates a common reference point everyone can rely on, making it easier to uphold fairness and consistency.

5️⃣ Keep records of all significant communication and decisions to ensure accountability.

An important aspect of fairness and consistency is documenting all your interactions and decisions. Think of documentation as a transparent trail that anyone can follow.

When you document thoroughly, you’re not just recording what happened but building accountability into your process.

It’s essential to write down each decision, its reasons, and the factors that influenced it. Be sure to include dates, participants, and any relevant information.

6️⃣ Give ample notice to all tenants regarding any upcoming routine inspections.

Providing ample notice for routine inspections demonstrates respect for tenants.

The Residential Tenancies Act stipulates that landlords must give a minimum notice of 48 hours and a maximum of 14 days for inspections.

I prefer to schedule inspections with tenants and provide 10 to 14 days’ notice.

This approach gives tenants more time to prepare, resulting in more productive inspections and fewer conflicts. Clear communication regarding inspections reflects professionalism and fairness in property management.

Making life easier for landlords is our mission.

Balanced Property Management = People + Property

Balanced Property Managment

Balanced property management has two main aspects: people and property, which are equally important

This video explains the imbalances on both ends of the spectrum between landlords and property managers

Episode 6 – Balanced Property Management = People + Property

Landlord Tips a Game-Changer: Reduce Stress and Hassle, Increase Profits

Short, sharp landlord tips.

TRANSCRIPT. 

Managing a rental involves these two main facets.

I often notice imbalances on both ends of the spectrum from landlords and property managers, but the priority should always be people’s homes and investments.

Property Managers often focus on the people, which is great; people are important.

However, if property managers focus solely on people and neglect the property, things can go awry. When a property is not properly maintained, the landlord’s assets may lose value—a situation that happens far more often than it should.

I recently listened to a podcast where a prominent property investor described property managers as people managers.

He said they don’t look at the property from the landlord’s perspective, and the more I thought about that, the more I realised he was right. 

Big property management companies can get stuck in the people process, and sometimes landlords suffer the consequences of a property going backwards instead of their asset growing in value.

We just took over a new management and encountered neglect and a ton of deferred maintenance, which we are sorting out. Stuff like this should not happen.

Conversely, while many landlords understandably prioritise their property, as it’s their asset, things can go terribly wrong if they neglect to treat their tenants well.

It’s equally important for landlords to focus on people, fostering stronger tenant relationships through greater care and consideration.

So remember, people and property are both critical; they are two sides of the same coin, and in the rental business, we need to look after both.”

Making life easier for landlords is what we do.

Prompt Repairs = Better Returns – Landlord Tips a Game-Change

Landlords Better Returns

Landlord Maintenance: Smart landlords know that responding promptly to maintenance issues isn’t just about the repair. It will protect their investment and boost their bottom line.                                                       

This video explores why quickly fixing repairs helps you make more money.

Episode 5 – Prompt Repairs = Better Returns

Landlord Tips a Game-Changer: Reduce Stress and Hassle, Increase Profits

Short, sharp landlord tips.

TRANSCRIPT. 

Smart landlords know that responding promptly to maintenance issues isn’t just about the repair. It will protect their investment and boost their bottom line.

Better Returns Landlords – Here’s why:

1️⃣ Financial Benefits

 🟢 Prevents minor issues from becoming costly repairs
🟢 Maintains or increases your property value
🟢 Reduces emergency repair costs
🟢 Helps justify annual market rent reviews

2️⃣ Tenant Satisfaction

🟢 Tenants stay longer
🟢 Positive reviews and referrals
🟢 Fewer complaints and disputes
🟢 Better landlord-tenant relationships

3️⃣ Protect Your Investment

🟢 Full compliance with Health and Safety and Healthy Homes Standards 
🟢 Avoid costly Tenancy Tribunal proceedings

The Pain of Delayed Repairs

It is pretty much the opposite 

🟢 More expensive emergency repairs
🟢 Property value decline
🟢 Higher vacancy rates
🟢 Potential legal costs 
🟢 Higher turnover rates
🟢 Difficulty attracting quality tenants
🟢 Increased complaints

If you’d like to know more about deferred maintenance and “The Hidden Cost of Doing Nothing,” check it out here.

Remember: Prompt maintenance isn’t just an expense. It’s an investment in your property’s future.

I hope that helps. We’ll catch you next time.

Making life easier for landlords is what we do.

Showing Tenant Appreciation Pays Off – Landlord Tips a Game-Changer

Showing Appreciation to Tenants Pays Off

Showing tenant appreciation and communicating it isn’t just nice—it’s smart business.

This video discusses three major benefits and ways to show appreciation.

Episode 4 – Expressing Appreciation to Tenants Pays Off.

Landlord Tips a Game-Changer: Reduce Stress and Hassle, Increase Profits

Short, sharp landlord tips.

TRANSCRIPT.

Showing appreciation to your tenants and communicating it isn’t just nice—it’s smart business.

From first-hand experience looking after rentals for over two decades, I found that when tenants feel valued, your investment thrives. It’s just that easy.

There are three Major Benefits, You’ll generally find.

Tenants Stay Longer:

🟢 Less turnover costs. (advertising, cleaning, repairs)

🟢 And stable rental income

Property Cared For:

🟢 Appreciated tenants tend to treat the property with more respect.

🟢 More likely to report maintenance issues early.

🟢 And keep the property cleaner and better maintained.

Better Rapport:

🟢 You’ll have better communication, which will help resolve any rental issues more easily.

🟢 Tenants are more understanding when inconvenienced by maintenance or repairs.

Okay, so how do you show appreciation to tenants?

🟢 In-person – thank them for being great tenants at the property or on the phone.

🟢 Email – After a routine inspection, email them to thank them for looking after the property so well.

🟢 Thank you cards & small gifts, i.e. prezzy cards. (Christmas time is great for this)

Everyone wants to feel valued and appreciated.

Also, check out this blog: Tenants are Customers.

Have you ever walked into a shop and been ignored and waiting patiently to be served, but it ain’t happening, so what do you do? I have walked out of a shop and never gone back.

The beauty about this is when you do express genuine appreciation, it gets contagious, and you won’t stop with your tenants.

You’ll find this easy once it’s a habit, but you do need to be authentic and mean what you say.

Making life easier for landlords is what we do.