How To Create Processes For Property Management Success with Phil Owen and Gwenn Aspen
Sep 13, 2023
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Phil Owen and Gwenn Aspen discuss the chaos season of summer and how property managers can improve operations during fall and winter. They emphasize the importance of predictable processes, root cause analysis, building future leaders, and creating a culture of problem-solving. The hosts also discuss accountability programs, open communication, and the tragic consequences of neglecting processes. They encourage listeners to invest in themselves and their business.
Having well-defined processes and procedures can improve efficiency and reduce chaos in property management.
Establishing a culture of accountability and problem-solving is crucial for property management teams.
Open communication is essential for effective problem resolution and conflict management within property management teams.
Deep dives
The Importance of Processes and Procedures
Having well-defined processes and procedures in place can help property management businesses improve efficiency and reduce chaos. The summer season is typically the busiest time for property managers, with multiple tasks and challenges to handle. However, the fall and winter months present an opportunity for property managers to reflect on what worked well and what didn't during the chaotic season and implement improvements. By establishing predictable processes and focusing on creating a positive tenant experience, property managers can reduce stress, increase efficiency, and enhance overall operations.
Predictable Outcomes through Processes
Developing predictable processes can lead to consistent outcomes and smoother operations in property management. When property managers have a clear vision of how they want their tenants and owners to feel and experience their services, they can work towards achieving that vision by following well-defined processes and procedures. By striving for predictive outcomes, property managers can minimize the chances of negative experiences, such as move-in disasters or tenant dissatisfaction. This focus on predictability can also reduce workload and stress for property managers and employees, leading to improved job satisfaction.
Creating a Culture of Accountability and Problem-Solving
Establishing a culture of accountability and problem-solving is crucial for property management teams. It starts with visionary leaders setting expectations and a clear vision for the tenant and owner experience. By documenting processes and procedures, and ensuring employees are trained and provided with the necessary tools, property management companies can foster a culture of accountability. Regular feedback on performance and spot-checking adherence to processes can help identify areas for improvement and promote open communication. By tying success to the adherence of processes, property managers can create a shared understanding of goals and foster a more efficient, collaborative, and drama-free work environment.
Managing Conflict and Facilitating Communication
Open communication is essential for effective problem resolution and conflict management within property management teams. It is crucial to create an environment where team members feel comfortable providing feedback and addressing issues. Leaders should emphasize the importance of clarity and kindness when giving feedback, focusing on the ultimate goal of improving results and achieving a drama-free environment. Incorporating feedback and accountability into performance reviews can provide a structured approach to address issues and encourage ongoing communication. By fostering open communication, property management teams can address problems proactively and work towards continuous improvement.
Lessons Learned and the Impacts of Processes and Procedures
Implementing processes and procedures in property management can have powerful impacts, both positive and negative. While effective processes can improve efficiency, reduce chaos, and create a safe environment, the absence of processes can lead to tragic outcomes. Property managers must understand the significance of well-defined processes and the role they play in ensuring tenant safety and operational success. Even when processes are in place, mistakes can happen, highlighting the importance of continuous improvement and a commitment to learning from failures. By embracing processes, property management businesses can foster positive outcomes, enhance team performance, and create a more secure and efficient operating environment.
Summer is coming to an end. But the work for property managers is just beginning.
In this episode, Phil Owen (OnSight PROS) and Gwenn Aspen (Anequim) discuss the best ways for property managers to navigate the changing of the seasons. They give real-world examples of how to manage the chaos of summer and tips to improve operations during the slower fall and winter seasons so you’re fully prepared for next year.