How should you be communicating with your tenant(s)?
Sometimes it may seem a bit difficult to manage tenants and properties in an effective way, and that’s why communication is so incredibly important.
First of all, make sure you have the right information! Be sure to have at least one phone number for each tenant, a number that you’ll always be able to reach them at. Having your tenants email addresses is also a good idea because it allows for communication on a bigger scale. If you have a property-wide announcement to make, you can send an email out to all of your residents. Tenant File offers this feature, check it out here.
If you have multiple properties and tenants, a great way to ensure that they can all communicate any issues they have (effectively) is to set up an online portal where residents can input different requests they have pertaining to the property. Tenants can have an online login that is linked to their property so that there is never any confusion about where the work needs to be done. All these requests can be sent to management in an organized way and be handled quickly.
In addition to the online portal, you should also have a phone line, aside from the normal phone line, that tenants can use in the case of an emergency. For example, if the pipes burst and begin to flood the property, waiting for the online request to be received may not be the best option.
As a property manager, you have a lot of different things to deal with on a daily basis. Because of this, it’s sometimes easy to lose sight of your tenants and their homes, and they may not be being taken care of as they should be. It’s your responsibility to ensure that your tenant is receiving the proper treatment and that any issues they have are taken care of. What can you do to ensure this?
Well, one of the basic things you need to do is make sure that all of their maintenance and repairs are taken care. If your tenant comes to you with something that’s your responsibility to fix, don’t wait around for the problem to get bad and then handle it; take care of things as soon as they are brought to your attention. It may seem hard to keep track of so many things that you need to take care of, but we’ve got you covered. With Tenant File, we offer an optional Work Order Form feature (check it out here) that lets you keep track of work orders that your tenants have requested.
You can also send out a newsletter to your tenants! This may seem like a lot, but it’s not difficult to do and can save you tons of time in the long run. If you plan on being out of town, mention this in the newsletter so your tenants know to come to you before you leave. If a cold front is coming and there is a risk of pipes freezing, tell your tenants what precautions they should be taking. These kinds of things make all the difference and make your tenant feel that they’re truly being taken care of.