How to Improve Tenant Communication

For property managers, depending on your scale, your number of properties could be in the tens to the thousands, and the most important part of managing these properties is having tenants to fill them! Without tenants, there would be no business, so it’s important to stay on top of communicating with them. But as the tenants and application pool start piling up, it becomes really difficult to maintain a constant stream of information with each one. But what if there was an easier way?

From Applicant to Tenant

The first step to maintaining a good line of communication with your tenants is to create a good line of communication with potential tenants, with applicants! With so many different properties and companies looking to rent out their units, your property is most likely not the only one any applicant is looking at. So how can you stand out among the bunch? Using property management software, you can post listings for your units on a whole fleet of property websites, all from the click of a button. From the system, you can then manage applications, including sending them updates or reminders if they haven’t reached out in a few days. It’s a busy world, but with property management software, it’s easy to start building a connection with applicants, allowing you to be top of their mind when it comes time to make their decision!

Reminders to Remember

The number one reason most property managers would have for contacting their tenants, or vice versa, is messaging about when certain things are due, such as rent collection or lease renewals. However, as your tenant list grows with your business, it starts becoming increasingly more difficult to manage every property and every unit, and tougher to keep track of all the different things you need to remind each specific tenant. With property management software, you can set up automated messages, specific for each tenant, with specific fee or rent settings, and additions of any documents or other information you want to have them know! No longer will a rent payment slip through the cracks, or a tenant left wondering about their lease. With automated reminders, your communication with your tenants is streamlined and they will be better informed and more satisfied!

Full Property Messaging

Sometimes, the information you want to communicate is not specific to one tenant, but will be useful for a whole property. Things like general maintenance work, new rental laws, or events or gatherings at the property, there are some things everyone should know. Paper signs are missed by busy tenants, and it’s easy to forget a tenant or two when you send out emails individually. With property management software like Property Matrix, however, mass messaging is quick, easy, and centralized within the system. You can send how these messages go out, either in email, through the tenant portal website, or even through texts. With this system, you can send out everything from one place, as well as review responses and continue longer messaging threads. Now, everyone can get your information right away, and you don’t have to spread it out over a number of different channels, making communication simpler and more streamlined!

No More Clogged Phones

Another common annoyance with old ways of messaging tenants is your personal phone number or email address getting clogged with requests and messages from tenants, making it harder to parse through what is business and what is personal. With Property Matrix’s property management software, texts and emails that you send through the system get delivered right back there, skipping the need for your personal accounts. This is great for separating the two parts of your life, but also to allow other members of your company to manage requests when you’re not available. This way, tenants get quick and easy access to their property managers, and you are able to delegate communication to other members of your team!

Communication Made Simple

The choice then is clear. To improve the satisfaction of your tenants as well as alleviate the stress from yourself and your team, property management software is the way to go in terms of two-way communication avenues. Here at Property Matrix, we know how important timely responses are for both you and your tenants, and we want to provide you with all the tools necessary to send out your information, the way you want to do it. Schedule a Property Matrix demo today and learn all about how we can help improve your communication!