How to Be the Best Property Manager In Your Market

Owning a successful property management business is not an easy task. It requires hard work, dedication, and strategic planning to run a successful operation.

While you might be an excellent property manager, operating a business requires additional skills and elements to reach your goals. So we've pulled together some valuable information designed to help property managers and business owners grow their businesses and be the best property manager in their markets by optimizing their services, structuring their teams appropriately, and increasing revenue.

Keep reading for this helpful information and a link to our newest free resources!

Growing Property Management Company Success

Hand of woman watering small plant in pot shaped like growing graph

Growing a property management business requires a strong focus on marketing and customer acquisition — in addition to mastering property management services and skills.

The first step to increasing your client base is to identify your target audience and create a marketing plan that will effectively reach that audience. This can include social media advertising, email marketing campaigns, and even direct mail campaigns.

Another key factor in growing a property management company is to focus on customer retention. This can be achieved by providing excellent customer service, offering unique services, and maintaining a strong relationship with your clients.

Don't Be a "Good" Property Manager

White flags with the words GOOD, BETTER, THE BEST kept in hands on a blue

So, how do you find and keep good owners and tenants to build your business? Being a good property manager can get you pretty far as a business owner. However, settling for "good" might not help you dominate your market or reach your goals.

Knowing how to be the best property manager in your market requires a strong reputation for your company. This can be achieved by offering exceptional customer service, being responsive to your clients' needs, and offering unique services that set you apart from your competitors.

Additionally, being the best means staying up to date with the latest industry trends and regulations to ensure that your services are always in line with industry standards.

Being a great property manager requires a strong focus on customer service, attention to detail, and the ability to think strategically. In addition, it is essential to develop a deep understanding of your clients' needs and to be proactive in addressing their concerns.

Your Processes Could Hold You Back from More Property Management Success

Business process and workflow automation with flowchart

Good processes are essential for any property management business. They help to ensure that tasks are completed efficiently and effectively, and they provide a clear roadmap for your team to follow. However, if your processes are outdated or not optimized for your business, they can actually hinder your success.

To avoid this, it is important to regularly review your property management processes and look for ways to improve them. This can include leveraging technology to streamline workflows, reducing the number of steps required to complete a task, and soliciting feedback from your team to identify areas for improvement.

Your Property Management Organizational Chart Matters (A Lot)

Organizational chart with human resource managers hand placing wooden piece

Your property management company structure is also critical to the success of your business. You might have started with a few people who could wear a lot of tasks. However, as your company grows, creating a property management org chart that supports more properties, owners, and tenants is crucial to support your business.

A good organizational chart outlines the roles and responsibilities of each team member, provides a clear understanding of the company's structure, and ensures that everyone is working towards the same goals.

To create an effective organizational chart, consider the skills and expertise of each team member and the essential roles your business needs to serve existing and new clients well. If you're not sure how to grow your structure from a "few" to "many" team members, a property management consultant can help guide you.

Hire the Right People

To effectively support your property management operations, having the right team in place is important. This can include hiring skilled and experienced property managers, administrative staff, and maintenance professionals. Many property managers also consider virtual assistants to handle administrative tasks at lower salaries.

Additionally, hiring a marketing or business development professional may be beneficial to help drive growth and increase revenue.

Set KPIs for Your Team

While the structure of your property management company plays a critical role in the success of your business, it's also essential that everyone understands what "success" looks like. Therefore, property management business owners must develop a clear understanding of each team member's role and how they contribute to the company's overall success.

To ensure that your team is working towards the same goals, set key performance indicators (KPIs) that align with your business objectives. This can include metrics such as customer satisfaction, retention rates, number of doors managed, lease renewals per quarter, and revenue growth (or selling additional services).

Ongoing Training Is Crucial for Your Team's Success

Properly training your team is essential to becoming the best property management company in your market. It is important to provide ongoing education and support to ensure that your team is equipped with the knowledge and skills they need to perform their jobs effectively.

This can include providing training on industry regulations and best practices, as well as technology tools and software that can help streamline workflows and improve efficiency.

Don't Forget About Maintenance

Handyman with tools

Property management and maintenance go hand in hand. However, only the best property managers provide maintenance services that help retain tenants and keep properties in excellent condition for property owners.

To optimize your services, developing a strong maintenance strategy that includes preventative maintenance, routine inspections, and quick response times to maintenance requests is important.

Additionally, property managers must work with reliable vendors and contractors and develop a clear understanding of their processes and pricing.

Is It Time to Review Your Fees and Service Descriptions?

business intelligence concept

As your business grows and evolves, it is important to regularly review your fees and service offerings to ensure they are competitive and aligned with industry standards. This can include adjusting your pricing to reflect changes in the market and refining your service offerings to better meet your clients' needs.

Additionally, it is important to ensure that your service descriptions are clear and easy to understand and that they accurately reflect the value of your services.

Find Ways to Increase Revenue

Increasing revenue isn't always as easy as just increasing your fees, although that could be part of the equation. Knowing how to increase revenue in property management requires a combination of customer acquisition, retention, and upselling. Optimizing your operations can also help reduce overhead costs and increase your bottom line.

Working with a property management consultant is one of the best ways to identify areas that could negatively impact your revenue and find solutions to grow your company's income. Strategies can include developing a strong marketing strategy to attract new clients, offering unique services that set you apart from your competitors, and ensuring that your clients are satisfied with your services.

Get Expert Insights to Manage a Growing Property Management Company

Closeup of male and female hands handshaking after effective negotiation showing mutual respect

Managing a growing property management company can be challenging, especially if you're running a business for the first time. To ensure your business continues to thrive, focus on strategic planning, effective communication, and strong leadership.

It's also okay to ask for help! Property management experts provide coaching and consulting services to help "good" property managers become "great" and the best in their markets.


Download the White Paper: Property Management Business Insights

Download our white paper, Property Management Business Insights! Learn about staffing, structure, marketing, budgeting, technology, and more.

Picture of Deb Newell

Get Started With a Consultation

Checkmark We will review your business plan and make sure you are on track.
Checkmark We will analyze your goals and current systems in place.