Vacation Prep: Your Guide to Delegating

by Scott on July 19, 2017


We’re about halfway through the summer season, and if you’re like us, you’re ready to hit the road for a summer vacation with your family. Property managers can often struggle to find the time to take their vacation days, with maintenance duties, new tenants to woo and leases to renew. Without delegating, you’d probably never take a day off! Which is why the art and skill of delegation is so critical if you’re going to head out of town this summer. Scott Safadi of Cal Bay Property Management has tips property managers need before they take time off this season.

Choose Your Substitute
Just as your teachers would take days off and leave a substitute teacher in your place back in high school, you should be selecting one person to fill in for you. While it’s great if you have a whole team of people shouldering your duties, you should leave just one person with ultimate authority over helming your ship. Inevitably, there will be squabbles over who is in charge. Selecting just one person will put those fights to bed before they ever begin.
So who should you pick? Only you can answer that question, but we recommend selecting someone experienced, responsible and cool-headed. It should be obvious!
Notify Your Tenants and Contractors
Whether you make an official announcement or simply set your work email account to auto-reply to incoming message while you’re away, it pays to keep people in the loop about your absence. If you’re in the process of convincing a potential new tenant to sign their lease, be frank about your vacation and pair them with a responsible staff member who can take over the negotiations. People will be much more understanding than you’d expect! After all, who doesn’t love a vacation?
Create Your Backup Plans
If something goes wrong while you’re away, will your team be up to handling it? If you’ve trained your staff well, the answer should be yes. But if you’re feeling anything less than 100% confident, consider asking a colleague to serve as an emergency contact. This could be a mentor in the industry or even a manager of a neighboring property. Your staff should be running the show, but if something serious crops up that they feel ill-equipped to deal with, having a seasoned professional there to take the reigns can be a real life-saver.
– Scott Safadi, Cal Bay Property Management


As property managers, we spend a lot of time enforcing the rules. We hunt down late rent payments, ensure tenants keep their noise level to a minimum and that they’re parking in their assigned spot. When tenants do their fair share to contribute to a clean, safe and pleasant community, we’re appreciative. But what are property managers doing to live up to their end of the bargain? Could your actions — or lack thereof — be driving good tenants away?
Scott Safadi of Cal Bay Property Management says yes. In competitive markets, renters are always looking to trade up to the newest, next best property. Here’s a few ways property managers ruin their chances at renewing leases:
Maintenance Issues
Leaky sinks, clogged toilets and broken air conditioning units are the bane of renters’ existence. Having to hunt down a property manager or landlord every few weeks to nag them about something new that has broken is exhausting. If you’re having maintenance issues with a unit over an extended period of time, make the struggles a little more bearable by offering a discount in rent. Better yet, fix problems as soon as they crop up.
Rent Increases
While rent increases are necessary to keep up with the cost of living, annual hikes to the rent get old fast. If you’ve got tenants renewing their lease for a second or third year, cut them some slack and go easy on the rent increases. If you don’t, they’ll be shopping around for new apartments sooner than you can say the word lease.
Excessive Noise
A man’s home is his kingdom, and even when he’s renting, he expects a peaceful place to call home. Bear that in mind as you oversee your apartment community. Barking dogs, screaming children and thumping music can annoy even the most patient of tenants. Address noise violations promptly, before you lose a quiet tenant!
Illegal Entry
There’s nothing more unsettling than finding out that someone has been in your space without your permission. Too often, apartment community employees enter units without giving warning beforehand. Even if they’re present on official business, like fixing a leaky sink, the surprise visit can take most tenants aback. If your tenants don’t feel respected, they’ll start apartment hunting soon. Remind employees to always give notice before entering a residence.
– Scott Safadi, Cal Bay Property Management


Soundproof Your Rental Units with These 4 Tips

July 5, 2017

When neighbors are noisy, apartment life can be hell. Virtually all of us have experienced the frustration that comes with loud neighbors. From sports fans shouting at their favorite team playing on television to dogs barking to late night parties, these intrusions can be truly infuriating. A good landlord knows that soundproofing walls will go […]

Read the full article →

Should You Ask Tenants for a Pet Resume?

June 28, 2017

Your resume is often synonymous with your first impression: when it lands on a hiring manager’s desk, your fate lies in how well you come across on paper. Good or bad, thick or thin, your resume reflects your work history, your skill set and your education. A lot about your background is revealed before you […]

Read the full article →

3 Tricky Questions Tenants Ask (And How to Answer Them!)

June 20, 2017

As a property manager, your social skills are some of the most valuable tools in your toolkit. But when tenants throw curveball questions your way, even the smoothest of operators can grow anxious. This week, Scott Safadi of Cal Bay Property Management addresses three such questions and safe ways to answer: 1. Can I sublet […]

Read the full article →

Managing Package Delivery in Your Community’s Office

June 14, 2017

In the age of Amazon Prime, Blue Apron and other popular subscription boxes, chances are good that your mail room is busier than ever. Apartment community offices are busy enough without worrying about your tenants’ deliveries. If you and your team do take on this challenge, though, it’s important to be prepared says Cal Bay […]

Read the full article →

Pest Control 101: Who’s Responsible?

June 7, 2017

Nobody enjoys seeing bugs in their home. They’re creepy, often unexpected and give off the impression that your space is dirty. The reality is, though, that bugs make their way into even the cleanest of homes and apartments – especially when pets come in and out of your space daily. Thankfully, pest control has come […]

Read the full article →

What You Need to Know About Tenants with Exotic Pets

May 31, 2017

So you’ve allowed cats and dogs to move into your community – great. It’s a fantastic first step, and one that will please a large majority of your pet-loving tenants. But what about those tenants with more unique pets? Scott Safadi of Cal Bay Property Management recommends deciding upon your exotic pet policy before someone […]

Read the full article →

What Should Your AC Repair Policy Say?

May 24, 2017

Are you ready for another scorching summer? Reports indicate that 2017 could be one for the record books. If your property’s air conditioning units haven’t been serviced in a while, now is the time to do so. Preventing breakages is key. But what happens if one of your tenant’s air conditioner breaks this summer? What […]

Read the full article →

Should You Install Security Cameras on Your Property?

May 17, 2017

A lot of responsibilities fall to the property manager. You’ve got a million tasks to juggle at any given time, so naturally, security can fall by the wayside if you’re not careful. That’s why installing security cameras on your property may be a good move. Security cameras can be as big or as small an […]

Read the full article →