Effective communication is key to a successful relationship between rental providers, renters, and property managers. Good communication helps to prevent misunderstandings, reduces the risk of disputes, and enables all parties to find mutually acceptable solutions to any issues that arise.
Here we look at several techniques for effective communication and dispute resolution that our property managers at First National Real Estate Neilson Partners use.
Establish clear expectations and communication channels
It is important to set clear expectations from the outset of any tenancy, including the preferred method of communication between the property manager and renter. This could be in the form of regular in-person meetings, emails, phone calls, or text messages. The more clearly these expectations are defined, the less room there is for misunderstandings and miscommunications.
Listen actively and respond appropriately
Effective communication also requires active listening. This means taking the time to truly understand the renter's perspective, rather than simply hearing the words being spoken. It also means responding in a manner that is appropriate to the situation and that takes into account the renter's needs and concerns.
For example, if a renter is complaining about a noisy neighbour, the property manager and rental provider should take the time to understand the nature of the issue, and then take steps to resolve it in a way that meets the expectations of the renter and owner.
Use clear, concise language
When communicating with our renters, it is important to use clear, concise language. Neilson Partners property managers avoid using technical jargon or legal terms that may be confusing. Instead, we explain things in a straightforward manner, using simple terms and examples to help the renter understand. This helps to prevent misunderstandings.
Our aim is to always be respectful and non-confrontational.
In any dispute, it is important to show respect and remain calm. Our property managers are trained in how to manage difficult conversations, which includes not responding to any personal attacks that may come from a renter and focusing on the issues at hand. By staying calm and professional, property managers can help to defuse potentially explosive situations, and maintain a positive relationship with the renter.
Be empathetic
Being empathetic is another important component of effective communication.
For example, if a renter is having financial difficulties and is unable to pay rent on time, a property manager who is empathetic will take the time to understand the person's situation and try to find a solution that works for both the rental provider and renter.
Document everything
Finally, it is important to document all communications and disputes. This includes written records of any phone calls, emails, or in-person meetings, as well as any agreements or solutions that are reached.
Keeping a clear record of communications and disputes can help to prevent misunderstandings, and provides evidence in the event of any legal disputes.
As an investor, you might choose to manage your own rental property but it’s critical that you stay on top of changing legislation and safety compliance requirements.
First National Real Estate Neilson Partners Investor Relations Managers are highly trained individuals who understand all the requirements for property management. They are experts at conflict resolution and ready to solve all your pain points.
Contact us today to discuss.
