Improve Communication with Tenants

As a property manager, you oversee a business, but you also manage relationships – those with property owners and those with tenants.

Improving communication with tenants is an essential element of customer satisfaction. It also contributes to maintaining sound and productive management.

Here are 5 ways to make tenant communication more effective!

1. Centralize Communication

In an era where everyone relies on their smartphones for all forms of communication, it makes sense to leverage the technology at your disposal to communicate with your tenants.

However, with texts, emails, and phone calls, it can be challenging to maintain clear lines of communication with your clients and to stay proactive.

By using the HOPEM property management application, you can improve tenant communication by centralizing communications with them through a live chat feature and email integration on a single platform. This streamlines service calls, maintenance requests, and inquiries, reducing the time spent making calls or following up with numerous text messages.

2. Better Tenant Communication with Up-to-Date Contact Information

Staying in touch with tenants can be challenging, especially when they change their phone number or email address. Updating contact information with each change only adds to your workload.

With our management software, all tenant contact information is in one place! They create their profiles and update their contact details themselves. You can communicate with them easily without worrying about phone numbers or emails.

3. Establish a Target Response Time

There can be a long delay between receiving a maintenance request and resolving the issue.

Missed calls and unanswered emails can accumulate, creating unnecessary back-and-forth that further delays problem resolution. This is a major frustration for tenants that you can avoid!

To do this, it is essential to establish a targeted response time to follow up with tenants quickly and effectively.

Our management software also allows you to create and assign tasks to your property staff. This will help resolve issues more efficiently and improve tenant communication by keeping them informed of progress through the live chat feature.

 4. Keep Tenants Informed

No one likes surprises, especially when it concerns their home.

Keeping tenants informed about any building-related notices helps establish trust between them and your property management company.

Our software offers a news announcement feature, allowing you to immediately inform your tenants about upcoming routine maintenance and building updates. You no longer have to post notes or print on paper.

This is an easily accessible tool on a single platform that minimizes the steps required to communicate more effectively with tenants and ensure they have received the information.

5. Creating a Sense of Belonging

Creating a sense of belonging and community within your buildings is a simple way to help residents feel at home.

You can achieve this by, among other things, encouraging feedback. Let residents know that their opinions matter and invite them to contact you directly.

Our software’s chat option is a great way to accomplish this. It will be easier for your tenants to contact you and provide feedback. This allows you to improve your customer service and reduce the time you might spend chasing people or tasks.