How important is communication with your property manager and how do you set up the best strategy for your property.

 

Land lording can be a rewarding experience, but managing properties effectively requires a strong foundation. Property management companies offer valuable expertise and resources to handle repairs, tenant relations, and other crucial tasks. However, even with a reliable company in place, a single factor can significantly impact your experience: communication.

Poor communication between you and your Ugandan property manager can snowball into bigger issues. Imagine this scenario: Your tenant submits a maintenance request for a leaky faucet. With a communication breakdown, the property manager might not inform you promptly. Weeks later, the leak worsens, damaging the tenant's belongings and potentially causing mold growth. The frustrated tenant withholds rent, and you're left facing repairs, potential legal action, and a stressed tenant – all avoidable with clear communication.

The Benefits of Clear Communication

Effective communication goes beyond just informing you about repairs. It fosters trust with both you and your tenants. A responsive property manager will keep you updated on potential issues, upcoming maintenance needs like water pump or generator replacements, and associated costs. This transparency allows you to plan your finances effectively and avoid unexpected expenses. Clients, including tenants, appreciate clear communication. It demonstrates that the property manager is attentive to their needs and concerns.

Setting the Stage for Success: Clear Communication Strategies

Here are some strategies that you can apply to achieve this goal.

Set Clear Expectations Upfront: Ensure your management contract outlines all these protocols including preferred contact methods (phone, email, text), response timelines, and reporting procedures for maintenance requests, lease renewals, and tenant issues. Also, explore online property management platforms if they are offered by your manager. These platforms often allow for transparent communication, document storage, and maintenance request tracking.

Regular Engagement; Schedule regular check-ins with your manager to discuss the property's condition, upcoming maintenance needs, and tenant relations. Be flexible and use methods convenient for you and your manager, such as phone calls, emails, texts, or online portals. Also, go on site and don't rely solely on budgeting reports or annual meetings. These in-person interactions encourage open communication and ensure the team is proactively managing the property in anticipation of your visits.

Encourage Responsiveness: When communicating with your manager, be clear and concise. Provide any relevant details and make an effort to respond promptly to their communications. Be available and responsive to your team's communication. Remember, clear communication is a two-way street, and their capabilities have limitations that only you can fulfil.

Impromptu Visits and Feedback Sessions: Consider dropping by the property unannounced or calling in between working days or weekends. This allows you to interact with the team, tenants, security personnel, housekeeping, and maintenance staff. Seek feedback during these visits. You might uncover valuable information that hasn't reached your manager, allowing you to address any concerns promptly.

Incentivize Communication: Explore offering incentives like airtime allowances or meeting allowances to your property management team. This can motivate them to be proactive in their communication and ensure they come prepared with relevant information for meetings.

Open and Engaged Leadership: Be a leader who is open and willing to engage with your team. This fosters trust and encourages clear communication.

Addressing Communication Issues: If you experience communication problems, first address them directly with the property manager. If the issue persists and originates with the on-site staff, you can for request communication skills training to empower the team or re-evaluate your property management company.

By implementing these strategies, you can build a strong partnership, ensure timely information flow, and navigate any challenges that arise. Remember, open communication benefits everyone – from you, the landlord, to your property management team, and ultimately, your tenants