Advice for Property Managers from 25 Years of Experience
If you’re looking for real advice for property managers that goes beyond theory, you’re in the right place. After managing thousands of rentals and working with hundreds of owners and tenants, we’ve seen what actually works and what doesn’t.
Table of Contents
Why Relationships Are the Core of Property Management
If you're looking for advice for property managers that actually matters, start with this: your relationships are everything.
Lacy Hendricks and Alex Zweydoff have over 25 years of combined experience managing rentals. What they both agree on—without hesitation—is that the relationships you build with tenants, owners, vendors, and even other managers directly shape your long-term success.
It’s easy to treat tenant interactions as transactional. A lease gets signed, rent comes in, repairs get done. But when you step back and think about the people behind those tasks, your entire approach changes.
Treating Tenants Like Customers
Tenants are paying for a living experience. When they’re happy, they stay. And when they stay, owners profit. Long-term tenants reduce maintenance, turnover costs, and marketing expenses.
That’s why your communication with tenants should feel like customer service. Respect their time. Be proactive. And when something breaks, fix it fast.
Vendors Are More Than Contractors
A huge piece of advice for property managers: strong vendor relationships make your life easier. That HVAC tech who picks up the phone at 5 p.m. on a Friday? You want that person in your corner. Take care of your vendors, pay them on time, and communicate expectations clearly.
Fellow Managers Aren’t the Enemy
Some of your biggest breakthroughs will come from conversations with other property managers. NARPM is how Lacy and Alex met. And that’s where ClearLead Digital was born.
Want a deeper dive into relationship-based operations? See how Hendricks Property Management does it.
Why Systems Matter More Than Personality
In the early days, most property managers rely on hustle. You know the routine: answering calls at night, tracking lease expirations on a whiteboard, remembering which unit needs paint just by walking it.
That works until it doesn’t.
Imagine if somebody' wiped your property status markerboard clean, and just like that, the whole team was scrambling to remember what was happening. That moment led to a complete shift in how they managed properties.
Why Software Is Non-Negotiable
If you want to grow, you need a process. And that process should be supported by solid property management systems and processes. Tools like AppFolio, Rentvine, and Buildium can automate almost everything—rent collection, work orders, renewals, accounting.
Pro advice for property managers: these tools are made for people like you. The ones juggling 100 things and trying not to drop any.
The right system also helps you train new staff. Instead of relying on memory or experience, you can point to a documented process and let them follow the playbook.
If you want to know how to grow a property management company, this is where it starts. A process-first business grows faster, hires better, and survives longer.
Legal Knowledge: Your Safety Net
Here’s some rental property management advice that gets ignored too often: understand your legal environment.
Laws change all the time. What was acceptable two years ago might get you fined today. And tenants know their rights better than ever.
You don’t need to be a legal expert, but you need to stay up to date on:
Lease requirements
Security deposit handling
Eviction rules
Local ordinances
If you're unsure about a situation, call an attorney for professional advice for property managers. Or better yet, build a relationship with one. Having a trusted legal resource can save you from costly mistakes.
Want to build confidence with owners? Brush up on your legal literacy—it makes a big difference.
Reducing Rental Vacancy Starts with Planning
Rental vacancy is the silent killer of profitability. One empty month can erase the gains from several months of rent. And if you manage for investors, that kind of loss hurts your credibility.
What Causes High Vacancy?
A lot of managers assume slow markets are to blame. But in many cases, it’s internal.
Slow turns
Poor communication
Bad listing photos
Overpricing
Delays in maintenance
Vacancy isn’t always about supply and demand. It’s about preparation.
Rental Property Management Advice: Shorten Your Turns
Start prepping before a tenant even moves out. Schedule vendors early. Get your listings live ASAP. Use good photography and write clean, honest descriptions.
Every day you shave off a vacancy cycle improves your bottom line.
And when you do have a unit to fill, track your performance. What’s your average time on market? How many inquiries per listing? These metrics tell you where to focus.
Smart, Simple Tenant Retention Strategies
Tenant retention strategies don’t need to be expensive or complicated. Most tenants leave because of poor service, not because of price.
How to Keep Good Tenants
Respond fast to maintenance
Send reminders about lease renewals early
Offer small renewal perks (cleaning service, minor upgrades)
Keep communication clear and respectful
Tenants who feel valued are less likely to leave. They’re also more likely to leave positive reviews, which helps with marketing and SEO.
A well-run property with low turnover is a dream for owners. It’s one of the easiest ways to add value without raising rents.
Working With Owners: Clear Communication Wins
A lot of new managers struggle with owner relationships. It’s easy to either over-explain or under-communicate.
The best advice? Keep things simple. Owners don’t want a daily status update—they want to know that their property is running smoothly.
How to Communicate With Owners
Use software that offers an owner portal
Send a short monthly update with key metrics
Be proactive when problems happen
Share good news, not just bad news
Property owners want results, but they also want peace of mind. If they trust you, they’ll stick with you—and maybe bring more properties.
Professional Growth That Fuels Your Company
Many property managers hit a plateau around 100–300 doors. That’s where things get messy. You need more staff, better systems, and clearer processes.
Professional growth for property managers isn’t just about attending a conference once a year. It’s about building your leadership skills, refining your operations, and staying ahead of the curve.
Ideas for Professional Growth
Join NARPM and earn your RMP designation
Read industry blogs and books
Subscribe to legal and marketing newsletters
Take a public speaking course to improve client communication
Investing in yourself shows your team and clients that you’re serious about the work.
How to Onboard New Doors Without Losing Your Mind
New owners are excited when they sign with you. But the onboarding process can make or break that relationship.
Your Onboarding Checklist Should Include:
Welcome email and phone call
Property inspection and documentation
Review of lease terms and legal compliance
Setup of owner portal and payment accounts
Marketing prep (photos, listings, etc.)
Use a checklist. Assign responsibilities. Automate as much as possible. This is where property management systems and processes pay off.
A smooth onboarding builds trust and reduces questions later.
Scaling a Property Management Company the Right Way
Growth sounds great—until it isn’t.
Taking on too many doors without the right systems will lead to burnout, angry clients, and negative reviews.
So if you're wondering how to grow a property management company, do it with intention.
Property Management Growth Strategies That Actually Work
Add staff slowly and train well
Niche down geographically or by property type
Automate repetitive tasks before hiring
Build referral networks with real estate agents
Invest in local SEO and Google Business Profile updates
Bigger isn’t always better. Efficient is better. Focus on your profit per door—not just the number of doors.
Community, Collaboration, and NARPM
NARPM (National Association of Residential Property Managers) isn’t just for networking—it’s a launchpad.
Alex and Lacy both point to NARPM as a key reason for their success. It’s where they met mentors, learned how to solve legal issues, and eventually launched ClearLead Digital.
Don’t try to build your business alone. There’s a community of people who’ve been where you are and want to help.
Join your local chapter. Go to a conference. Ask questions. Share what you’ve learned.
Marketing Ideas That Actually Work in 2025
Marketing is often the last thing managers focus on but it’s one of the most important piece of advice for property managers looking for growth.
If you want to attract owners and fill vacancies faster, you need visibility.
ClearLead Digital Property Management Marketing Tips:
Post weekly blog content answering local renter and owner questions
Use high-quality listing photos and consistent branding
Create short videos introducing your team or explaining your services
Ask for reviews at lease signing and move-out
Run local ads targeting zip codes with high rental turnover
Want to explore this more? Visit ClearLead Digital for hands-on strategies built just for property managers.
Maintenance is Your Reputation
Most tenants don’t move out because of rent increases. They leave because of unresolved maintenance issues—or slow responses to them.
This is where many property managers underestimate their role. Maintenance isn’t just about fixing a broken faucet. It’s how you prove reliability. And it’s one of the most visible parts of your service.
Build a Maintenance Workflow That Works
You need a clear, repeatable workflow for handling service requests. Ideally, this includes:
Online maintenance request forms
Automatic updates to tenants
Vendor dispatch within 24–48 hours
A feedback request after the job is done
That last part matters more than most think. Tenants who feel heard—even after a small repair—are more likely to renew.
It also helps with marketing. Tenants who’ve had good service experiences are more likely to leave positive reviews on Google or refer others to your company.
Maintenance and Owner Retention
Owners judge you by how well you protect their assets. If they see high-quality work orders, clear documentation, and responsive communication, they stick around. But if they get surprise invoices or complaints from tenants, they’ll start shopping around for another company.
If you’re trying to scale, set a maintenance standard early. Train your team on what good communication looks like. Set rules around vendor pricing, response time, and follow-up.
This small detail plays a huge role in your long-term brand—and directly supports your other property management growth strategies.
Final Takeaways and Next Steps
Here’s the best advice for property managers in one sentence: Take care of your people, use smart systems, and never stop learning.
To recap:
Relationships are your #1 asset
Systems protect your time and profits
Legal knowledge keeps you safe
Vacancy kills—plan ahead
Retention is smarter than chasing new tenants
Growth comes from process, not luck
Community makes the journey easier
Marketing fuels sustainable scaling
FAQ: Frequently Asked Questions
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In most cases, a single property manager will handle up to 40 different properties. However, this is not a fixed number. Depending on the scale of their operations and the size of their team, a real estate manager can manage anywhere from 50 to 200 sites.
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Handling maintenance, repairs, and tenant requests. Screening tenants and managing lease agreements. Overseeing property finances and budgets. Ensuring compliance with local laws and regulations.
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Top Challenges Commercial Property Managers Face (And How to Overcome Them) A recent industry report revealed that hiring and retaining qualified staff was cited as the most critical challenge by property managers, followed by boosting revenue and dealing with unexpected maintenance costs.
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They combine strong communication skills, an owner mindset, problem-solving abilities, ethical standards, financial acumen, and organizational excellence to ensure that properties are well-managed, tenants are happy, and property owners see a strong return on their investment.
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Property management skills include communication, organizational and financial management, marketing, knowledge of landlord-tenant laws, conflict resolution, customer service, and technical proficiency. These abilities are essential for managing tenant relations, overseeing property maintenance, handling budgets, and ensuring legal compliance to protect the property owner's investment.
