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You’re a team leader in property management. What are the most common mistakes you’re making?

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Being a team leader in property management is not an easy task. You have to manage multiple properties, tenants, owners, contractors, and staff members. You also have to deal with various issues, such as maintenance, marketing, leasing, accounting, and legal matters. However, as a team leader, you also have the responsibility to avoid some common mistakes that can affect your performance, reputation, and bottom line. Here are some of the most common mistakes you’re making as a team leader in property management and how to fix them.

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1 Lack of communication

Communication is key in any business, but especially in property management. You need to communicate effectively with your team members, your clients, your tenants, and your vendors. Poor communication can lead to misunderstandings, conflicts, delays, errors, and dissatisfaction. To avoid this mistake, you should establish clear and consistent communication channels, such as email, phone, text, or online platforms. You should also communicate frequently, transparently, and respectfully. You should provide feedback, updates, instructions, and expectations to your team members and other stakeholders. You should also listen to their concerns, questions, and suggestions and respond promptly and professionally.

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Pratyush Ghosh

Founder and Director- Skyline Ventures Realty
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Effective communication in property management is not just about sharing information, but also about building trust and relationships. It's crucial to tailor your communication style to different audiences for maximum clarity and engagement. Additionally, leveraging technology like property management software can streamline communication and ensure that everyone is on the same page, reducing the risk of errors and increasing overall efficiency. Regular team meetings and feedback sessions can also help to foster a culture of open communication and continuous improvement.

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Sandhya Seshadri

I help you make $ investing in apartments passively | Lead General Partner Trusted by 322 investors | Diversify from Wall St -> Main St.
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360 degrees of Communications and reporting needed in this vital role - Lead the onsite team with clear direction and priorities - Respectfully communicate the good, the bad and the ugly to the residents - Do timely reports and communicate with the back office, accounting, VP as well as the owndership team.

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Bhavis Berwal

Managing Director @ SHUBHAM PROPERTIES PVT LTD | Executive Development, Real Estate Advisory | Strategic Vision, Growth Maximization
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As a property management team leader, common mistakes include inadequate communication, neglecting maintenance, poor tenant screening, ignoring legal obligations, underestimating budgets, overpromising, and resisting technology adoption. These errors can lead to misunderstandings, property deterioration, tenant issues, legal troubles, financial strain, reputation damage, and operational inefficiencies. Addressing these pitfalls is crucial for maintaining tenant satisfaction, compliance, financial stability, and overall success in property management.

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2 Micromanaging your team

As a team leader, you want to ensure that your team members are doing their jobs well and following your standards and policies. However, micromanaging your team can have negative consequences, such as reducing their motivation, creativity, and autonomy. Micromanaging can also waste your time and energy and prevent you from focusing on more strategic and important tasks. To avoid this mistake, you should delegate tasks and responsibilities to your team members according to their skills, experience, and interests. You should also trust them to do their work without interfering or controlling every detail. You should also provide them with the necessary resources, support, and training to help them succeed.

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Donje Putnam, ARM, RAM

Multifamily Housing Expert | Digital Marketing & Project Management | Specializing in Lease-Ups, Client Onboarding, and Project Management | Skilled in AI Tools | I <3 Multifamily! | #multifamily
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Micromanaging is often a result of underperformance or inexperience. Underperformance is often the result of poor or inexperienced leadership. At the heart of both of these problems is a lack of communication skills and an inability to motivate others. Learning to lead and communicate helps you to resolve these issues. Often leaders are promoted off tenure and not skill. Make sure that you advocate for your own leadership development and learn how to manage.

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3 Ignoring tenant complaints

Tenants are the lifeblood of your property management business. They pay the rent, occupy the units, and generate income for you and your clients. Therefore, you should treat them with respect and care and address their complaints promptly and effectively. Ignoring tenant complaints can result in unhappy tenants, poor reviews, high turnover, low occupancy, and legal issues. To avoid this mistake, you should create a system to receive, record, and resolve tenant complaints. You should also follow up with the tenants to ensure that they are satisfied with the outcome and that the problem is fixed. You should also maintain a positive and professional relationship with your tenants and show them that you value their feedback and satisfaction.

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4 Neglecting maintenance and repairs

Maintenance and repairs are essential for keeping your properties in good condition and preventing further damage and deterioration. Neglecting maintenance and repairs can result in lower property value, higher operating costs, reduced tenant satisfaction, and increased liability. To avoid this mistake, you should conduct regular inspections and audits of your properties and identify any issues that need attention. You should also hire qualified and reliable contractors to perform the maintenance and repairs and monitor their work quality and timeliness. You should also budget for maintenance and repairs and set aside a reserve fund for emergencies and contingencies.

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5 Not keeping records and documents

Records and documents are vital for managing your property management business and complying with legal and tax requirements. Not keeping records and documents can result in confusion, errors, disputes, fines, and lawsuits. To avoid this mistake, you should organize and store your records and documents in a secure and accessible place, such as a cloud-based system or a filing cabinet. You should also update and review your records and documents regularly and ensure that they are accurate and complete. You should also follow the relevant laws and regulations regarding the retention and disposal of records and documents.

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Olusola Olagoke

I provide legal advice and guidance to help you make informed decisions in business, tax, compliance and real estate and help to navigate complex legal issues.
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I remember sometime in 2020. A receipt kept safely saved my client from a lawsuit. Record keeping is vital in property management. It’s a skill that must be developed. Most real estate transactions involve paper work. You must also keep documents electronically . This helps you make reference to the documents even while you are outside jurisdiction.

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Olusola Olagoke

I provide legal advice and guidance to help you make informed decisions in business, tax, compliance and real estate and help to navigate complex legal issues.
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I remember sometime in 2020. A receipt kept safely saved my client from a lawsuit. Record keeping is vital in property management. It’s a skill that must be developed. Most real estate transactions involve paper work. You must also keep documents electronically . This helps you make reference to the documents even while you are outside jurisdiction.

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6 Failing to learn and improve

The property management industry is constantly changing and evolving. You need to keep up with the latest trends, technologies, best practices, and regulations. Failing to learn and improve can result in stagnation, obsolescence, and loss of competitive edge. To avoid this mistake, you should invest in your professional development and education. You should also seek feedback and advice from your peers, mentors, and experts. You should also evaluate your performance and results and identify your strengths and weaknesses. You should also set goals and action plans to improve your skills, knowledge, and efficiency.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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catherine Oricha

Airbnb Virtual Assistant & Co-Host | Boost Bookings & Optimize STRs | Delivering Exceptional Guest Experiences for Property Owners
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Not being open to suggestions and constructive criticism. Anyone who manages without listening to other people's contributions, does that in isolation, and no good management can come out of that. The effect of managing in isolation is, that people will gladly watch you implement wrong ideas and wait for the downfall.

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Victoria Cowart, CPM, NAAEI Faculty

Experienced educator, sales director, and former operator facilitating educational sessions for associations & companies.
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The one I used to make, which I am doing much better with now, was believing that I could lead by more example than communication. Working smart and hard, with the right ethics and maintaining focus and output, MUST be balanced with taking time to build relationships more fully and, most especially, with those closest to you.

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Peter Lohmann

News & insights for property management business owners. Policy > Process > Tech
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5 mistakes that lose you clients (and lead to a bad reputation): ? Ignoring messages ? Making excuses ? Not taking responsibility ? Overpromising ? Nickel-and-diming Own your mistakes and make things right.

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Vanessa Grayson

National Multifamily Award Winner and Speaker | Founder of The Unconventional Project | Podcast Host | DE&I Conversation Cultivator | People Developer | Dynamic Leader | Innovative Thinker
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The most common mistake I make as a leader is not giving myself grace. Property Management requires more time and energy than a lot of people realize, and while it’s fun and exciting, it’s also meticulous and detail oriented. There will be days where I miss an email, or forget to upload something to a file— AND THAT’S OKAY! As leaders no one is going to give us grace if we don’t give it ourselves first. Mistakes will have, but self awareness, accountability, and taking insight from through opportunity to grow will always win!

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Gabriel Balogun

Technical Draftsman at AFIT
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From experience, feedback to your team is one of the morale boost for the team and if as a team leader, you don’t motivate the team on positive feedbacks, then you are responsible for less productivity. Also procrastination is also a big set back to every life cycle and property management is no exemption

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You’re a team leader in property management. What are the most common mistakes you’re making?

1

2

3

4

5

6

7

1 Lack of communication

2 Micromanaging your team

3 Ignoring tenant complaints

4 Neglecting maintenance and repairs

5 Not keeping records and documents

6 Failing to learn and improve

7 Here’s what else to consider

Property Management

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You’re a team leader in property management. What are the most common mistakes you’re making?

1

2

3

4

5

6

7

1 Lack of communication

2 Micromanaging your team

3 Ignoring tenant complaints

4 Neglecting maintenance and repairs

5 Not keeping records and documents

6 Failing to learn and improve

7 Here’s what else to consider

Property Management

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