Ensuring short and smooth turnovers requires clear communication and teamwork between staff. Getting a unit 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, improve staff efficiency and encourage proactive problem-solving.

Chart your lease expirations

You have software to keep you on top of upcoming lease expirations, but having a visual guide to track these dates, such as a chart or table, will help your staff work more efficiently. Leasing agents can get an at-a-glance look at upcoming vacancies, see how many units they will need to fill, know what the renewal rate will be and time their closings accordingly. Your software will help you organize and keep track of information, but presenting that information in other forms can simplify the process for your staff.

Conduct regular walk-throughs

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 and minimize the work that needs to be done once the unit is vacated.

Perform move-out inspections to address maintenance issues

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, which can then come prepared with all the materials to complete the tasks as soon as the resident turns over the keys.

Encourage teamwork

Coordinating a smooth turnover requires clear communication between your staff members. Create open channels for communication and track progress and completed tasks online so your staff can easily see what steps to take next. Motivate your team to complete turnovers quickly and efficiently by offering 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.