As a property manager, it’s crucial to stay on top of your toes. After all, you have a lot of responsibility. One thing’s for sure — you never get bored! And yet, managing team members, renting units, and taking care of tenants keep you busy. At times, it can seem overwhelming.

Thankfully, effectively balancing your responsibilities and thriving as a successful manager is possible. If your goal is to make apartment rental management easier, check out these five secrets.

1. Always be Available to Your Tenants

Part of having a management team is by making yourself available to your tenants.

Yes, you're trying to rent out new apartments, but that shouldn't get in the way of taking care of your existing tenants. They should be high on your priority list.

Follow Up as Soon as Possible

  • To be there for your residents:
  • Follow up to phone calls and emails as soon as possible.
  • Focus on the emergencies and complaints first as you don't want unhappy residents.

Make sure you're clear on how long it'll take to get back to them on your messaging system. (Responding within 24 hours is the best practice.)

Loop in Maintenance

Loop in your maintenance team as needed. A tenant may be experiencing kitchen drainage issues. In this type of scenario, maintenance should take care of it. Ideally, your residents should have a maintenance number they can call.

Sometimes emergencies happen in the middle of the night. While it's not ideal, your maintenance team should be available so that an apartment won't get flooded.

If you respond to your tenants on time, you'll keep everyone happy and save yourself a lot of heartaches!

2. Have Reliable Technology

A rental management team heavily relies on technology to keep them up and running. It's up to you to make sure your computers are fully functional and that your phones are reliable. You'd be surprised how quickly computers and phones become outdated. When you're working hard to rent out units and take care of tenants, you need technology that won't fail.

It's in your best interest to keep tabs on equipment that either breaks or needs replacing. If you need replacements or upgrades, bring them up to the corporate office. Keep in mind it may take a while for things to get things replaced. It really depends on the office's approval process.

3. Create a Dream Team

Focus on building an excellent team where everyone is on the same page. Every team member should be aware of their responsibilities. And everyone should work hard to get along, even if there is a personality clash.

No team is perfect, but you're bound to accomplish a lot by creating a "dream team."

Set Some Ground Rules

Set some ground rules so that everyone knows what they're in charge of while working. It doesn't matter if there is competition between leasing consultants. In some cases, leasing consultants may be trying to rent more units than others. Regardless of the competitive nature of consultants, make sure they're working together.

Weekly Meetings

Consider setting up weekly meetings to check in with everyone. A manager and team members should be on the same page. If you're not, that's when conflict and accidents take place. You don't want that to happen when it's up to you and your team to run a successful management office.

Mistakes will still happen from time to time. But by working hard to become a stellar team, you'll find there will be fewer mishaps.

4. Streamline Everything

There are many things you can do to streamline everything. Here are a few ways you can ensure things run smoothly:
  • Have Property Management Software like Appfolio and Buildium.
  • Create a Tenant Portal
  • Decide how best to communicate with tenants.
  • Decide on your apartment marketing plan
  • Set up property management accounting software
Your corporate office should provide software. If there are things they don’t have, recommend them to them.

Having a tenant portal is an excellent way for everyone to keep a current log of who they've reached out to. Keeping everything up to date must be everyone's top priority.

You don't want any surprises if a consultant forgets to log something into the portal. Streamlining everything will prevent this from taking place.

Decide on best practices on how to communicate with your tenants. Even if you're using smartphones and email, have a process in place.

5. Maintain a Positive Attitude

It goes without saying that having a positive attitude is the key to your success. If you become a grumpy management team, you're less likely to keep current residents. And, you'll have a more challenging time renting out new units.

Make it your goal to stay positive no matter the circumstances. You can't please everyone, especially disgruntled residents. Focusing on the good instead of the bad, though, will get you through rough patches.


Having a competent management team will ensure things go as smoothly as possible. While renting units should be your priority, don't neglect existing tenants. Remember, you are the glue that holds everything together!

It takes work and dedication to keep things going well when it comes to rental management. But your hard work will pay off in the end!