When it comes to communicating with tenants, there are several options to choose from. You’ve probably noticed that different generations tend to like different forms of communication. That’s not to say every person of that specific generation has the same preference, but it can serve as a general rule of thumb.
For example, Millennials tend to like communicating via text more than talking on the phone. Whereas, Baby Boomers, tend to prefer talking on the phone. Each form of communication offers its own pros and cons.
The pros and cons of talking on the phone, in-person or on a video call
Talking over the phone, in person, or on a video call tends to allow a little more insight. You can hear the tone of voice the person is using which allows you to form a more accurate idea of what they’re trying to convey. When you meet in person or via video chat, you have the ability to see facial expressions as well.
Unfortunately, phone calls and in-person meetings aren’t always convenient. All of these options can be more time-consuming and they rely on both parties being available at the same time.
The pros and cons of talking through written communications
Email and text don’t allow you to see a person’s facial expressions or hear their tone of voice. But these forms of communication do provide the ability to reach out to someone quickly. It doesn’t take quite as much time to formulate a text or email and send it out. You can get your thoughts across without being interrupted. You can send it when it’s convenient for you and the other person can respond when it’s convenient for them.
These forms of communication, like a written letter, also provide you with written proof of the conversation that transpired, which is good for your records. There’s also the benefit of having your tenants easily send images to you in the case of an issue that involves the property, such as a water leak or another maintenance problem.
The best form of communication depends on the audience
You may find certain forms of communication work better than others, depending on the demographic that rents from you. If you serve younger tenants, you may notice that text messages are more convenient. If you serve baby boomers, you may find written letters and phone calls work better. No matter which way you choose to communicate, it’s always best to follow up any form of vocal communication with a written form so you have a paper trail.
Maintaining work-life balance while communicating with tenants
The other thing to keep in mind when it comes to communicating with your tenants is your work-life balance. Some forms of communication may feel more intrusive if you’re trying to keep a healthy balance between work and your personal life. That’s why it’s important to set business hours, so your tenants know when you’re available.
This doesn’t mean they can’t call and leave a voicemail or text, but you also don’t have to respond right away, unless it’s an emergency. You can let your tenants know that they’re welcome to leave a message or a text and that you’ll respond during regular business hours unless it’s something that requires your immediate attention.
Maintaining professionalism throughout every conversation
No matter how you choose to communicate with tenants, whether it be via text, email or over the phone, the important thing is to do so with professionalism and a friendly demeanor. To keep tenants satisfied, you need to remain composed and find ways to come to quick resolutions. By keeping tenants satisfied and developing a good rapport with your tenants, you can help reduce turnover rates which is good for your bottom line.
Hire a property management company
Another way to find balance in your life is to allow someone else to manage communications with tenants. At PMI, we understand that it can be a lot of work to handle every question or problem your tenants may have, especially when you have multiple units. When you try to do it alone, you can quickly become inundated and overwhelmed.
At PMI, we take the load off. We allow landlords to live their lives with more balance and less stress. It makes for a more passive income. When you partner with us, we can handle tenant communications with quality and speed. We make it easy for tenants to reach out to us and we make it our goal to respond to them within 24 hours. We hope you’ll check out our website and connect with us to learn more about what we can offer: https://www.propertymanagementinc.com/.
