Working with Staff for Efficient Turnovers
Ensuring short and smooth turnovers requires clear communication and teamwork between staff. Getting a unit rent-ready as quickly as possible maximizes your revenue, but also requires a lot of coordination and planning. Here are some ways you can manage the turnover process to minimize the length of vacancies and help your staff be more efficient.
Chart your lease expirations.
You have software to keep you on top of upcoming lease expirations, but having a visual guide, such as a chart or table, which tracks these dates will help your staff work more efficiently. Leasing agents can get an at-a-glance look at upcoming vacancies, how many availabilities they need to fill, what the renewal rate is, and time their closings accordingly. Your software will help you organize and keep track of information, but presenting that information in other forms can help your staff work more efficiently.
Regular walk-throughs streamline turnover.
Have your managers regularly check in on residents, whether it’s for seasonal inspections or to perform preventative maintenance. It will give you a good idea of any damages in the unit and fix them before they become serious problems. Moreover, addressing and billing residents for damages while they’re still living in the unit will help discourage any further damages, as well as minimize the work that needs to be done once the unit is vacated.
Move-out inspections speed up maintenance work.
Completing a thorough walk-through inspection with your resident plays a big part in making the turnover process more efficient. By taking a look at the unit’s condition a few weeks before your resident moves out, you can plan for the work that maintenance will need to complete once the unit is vacant. You’ll also be able to book contractors in advance if necessary, or work with the tenant to take care of damages. Managers should be going through the inspection with a checklist, and take note of repairs or maintenance work that will need to be done. This should be relayed to the maintenance team, who can then be prepared with all the materials to come in and complete the tasks as soon as the resident turns over the keys.
Coordinating a smooth turnover involves clear communication between your staff. Make sure the avenues are open for communication, and all progress and completed work are tracked on line and can be seen by all your staff. Give your team a motivation to complete turnovers quickly and efficiently by giving incentives, such as a bonus or team lunch. Achieving short make-ready days is a team effort, and if your goals are reached, show your appreciation by rewarding your staff.