How to cope when your property manager is on holiday

The holiday season is generally rife with time off for family and fun–and so it should be! But when the property manager is on holiday, it can also place a heavy burden on agencies who are short staffed through the season. Agents with only one or two property managers can find themselves flooded with client queries (especially as it’s boiler season!) that they simply don’t have the staff power to manage. And,  when you’re struggling to keep on top of queries from new business and concerns from existing clients, it’s easy to let the legislation and paperwork slide.

So, regardless of size or client base, it’s imperative that lettings agents have appropriate and efficient processes in place to keep up with compliance, and service clients all year round.

 Know your role

A clear separation of powers is the best way to utilize limited manpower – directing all calls to one employee, who simply has to stay on top of incoming, allowing additional colleagues the opportunity to approach new business and manage paperwork is one strategy, while looking into developing online systems is another. Either way, a clear delineation of roles is the only way to ensure your office is run smoothly through sparse holiday seasons. Everyone must be aware of exactly what falls under their remit and who is tasked with covering their work while they’re away.

Keeping up with the changes

But even these executive measures won’t solve the biggest issue for time-poor property managers: legislation and bureaucracy.

Staying up to date with legislation in a heavily regulated market can be time-consuming, but not paying attention can now lead to fines more costly than ever.

When you’re a small company, your biggest challenge is often finding time to do what you need to do.  It can become difficult to define what’s a priority when everything is a pressing need, and if your property manager has not communicated with the other staff, the smallest miscommunication can lead to a disaster.  That’s why it’s important to have a detailed debrief on all matters at hand before your property manger goes away. Or, invest in a system that ensures that everything is logged in a clear, understandable way.

Implement systems that help ensure compliance

Avoiding the possibility of human error, by implementing a software system like Letflo, which helps collate and delivers to tenants all the information necessary to retain the ability to serve a valid Section 21 notice is one cost-effective way to keep compliant with various pieces of new legislation–and with Letflo, where you left off is exactly where you start.  There is no confusion, because each step to Section 21 compliance is laid out, simply and effectively.  If you would like to book a free demo, please click here.

In the sporting world, athletes streamline to stay ahead of the competition. The property world follows the same rules. Smaller companies in particular need to be more agile because, in these changing times, you need to be able to move fast to stay ahead of the game.

Investing in resources and strategies to stay abreast of new legislation may cost in the short-term, but it will save you money in the long term.

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