Property management, we always say, is a relationship business. To effectively manage Atlanta investment homes, we need to establish and maintain excellent relationships with our owners, our tenants, our vendors, and just about everyone who crosses our paths.
The cornerstone of a good relationship, of course, is communication.
Communication isn’t always as easy as it should be. With all of the technology we have available to us, it seems Iike sharing information should be a breeze. But, context can get missed in a text and sometimes a game of phone tag can seem endless.
Understanding effective communication is essential if you’re going to be a responsive landlord in DeKalb County.
Communicating with tenants is paramount to successfully leasing, managing, and maintaining your investment property. Good communication not only helps to clarify expectations and establish clearly defined boundaries, it also fosters trust, respect, and long-lasting relationships with your tenants.
We work hard to communicate proactively and effectively with the tenants we manage. Today, we’re sharing some of our professional property management tips that will help you communicate better as a landlord.
Establish Clear Communication Channels and Protocols
One of the most important practices in establishing effective communication with tenants is to establish clear and open communication channels. This can be done in various ways, such as regular phone or in-person conversations, emailing, or through online platforms. Ensure that you are easily accessible; make it clear to your tenants how and when they can contact you. Respond to their needs promptly and professionally. Make sure your tone is always respectful and professional.
Each tenant you welcome into your property will have different preferences and needs when it comes to communication. Some tenants, you’ll find, are terrified of the telephone. Others don’t trust text messages. Some of your tenants will not want to hear from you at all unless it’s absolutely necessary. Other tenants will want the reassurance of a check-in every month. They’ll want their rental payments acknowledged or a maintenance request followed up with multiple times.
You have to know your tenants in order to communicate with them. Get to know their preferences and their best ways of communicating. Not only will this make you a more responsive landlord, it will also reduce the frustration that can occur if you keep trying to reach a tenant and you’re not hearing back simply because you’re using a method of communication they’re simply not comfortable with.
Set Expectations Early
Early communication and setting expectations can go a long way in building strong relationships with your tenants. Be clear about what you expect from them, and what they can expect from you. Discuss things such as:
- The terms of the lease agreement, and what they’re agreeing to when they move into your property.
- Your rent collection policy and how and when you expect to receive rental payments.
- Maintenance procedures. Communicate what constitutes an emergency and how you expect repair needs to be communicated to you.
Establishing open communication at the beginning of a tenancy will also clarify the expectations of both parties, which can prevent conflicts and misunderstandings. It’s an excellent way to establish a good relationship with your renters. Continue to reinforce those expectations throughout the tenancy.
Address Concerns Promptly with DeKalb County Residents
Tenants may have concerns or problems with your property. As a landlord, it is your responsibility to respond to these concerns promptly. Ignoring or delaying responses can create unwarranted stress and distrust. Listen to your tenants’ concerns with an open mind and offer a solution or plan of action quickly.
Active listening is an important part of communication and something that often gets overlooked. When a tenant comes to you with a concern or a complaint, you may initially feel defensive. You might have a list of questions and you might want to begin talking right away. Resist that urge. Listen to everything your tenants want to tell you, and then begin to ask for clarification or dive into an explanation.
Sometimes, tenants just want to be heard. If you cannot solve their problem right away, that’s okay. You still want to listen to them and let them know that you’re hearing what they’ve said and what they need. A good landlord with excellent communication skills is empathetic and compassionate. It’s possible to be those things while still holding your tenant accountable.
Provide Clear and Accurate Information
Providing your tenants with accurate information is essential in maintaining their trust. Make sure to clearly communicate any property changes or maintenance needs. In addition, make sure that the lease agreement and all addendums are understandable and clear to your tenants.
Don’t shy away from delivering bad news. No one likes to disappoint the person who is paying them rent. However, if there’s a request that’s been made and you cannot do it, be direct. Be honest and open. This is the only way to maintain a good system of communication with your tenants. They don’t want you to dance around difficult topics or avoid challenging conversations. They want you to lead the relationship and to be transparent and honest.
Respect your Tenant’s Privacy
Tenants have a right to privacy within their rented spaces. Respect this by giving proper notice before entering the premises for maintenance or inspections. Communication about any visits should be done at reasonable hours and in a respectful and professional manner.
You want to be a resource and you want to be helpful, but you don’t want to blur the line between landlord and tenant. Avoid becoming over-friendly with your tenants. That can create some pressure that will lead to uncomfortable situations and a likely vacancy at the end of the lease term. Balance your communications so that you’re not overwhelming them.
Effective communication is perhaps one of the most important skills required of a landlord. By adopting these best practices for communicating effectively with tenants in DeKalb County, you can foster a positive and mutually respectful relationship with your tenants. Establish clear communication channels, set expectations early, address concerns promptly, provide clear information, and respect your tenants’ privacy. This is the best way to establish a successful long-term rental relationship with happy tenants.
We can help with this and all of your property management needs. Please contact us at Silas Frazier Realty.
Silas Frazier Realty serves rental property owners in Atlanta, Snellville, Stone Mountain, Lilburn, Conyers, Smyrna, Marietta, Lithonia, Jonesboro, McDonough, Vinings, Brookhaven, and Tucker.
