When to Let Go of Control and Allow The Pro

Question

As a property owner or investor, it’s natural to want to keep control—but as a property manager, it can be challenging to act fully in an owner’s best interest without the flexibility to make timely decisions. Lately, I’ve noticed some owners still holding onto the 2021 market mindset, hesitant to adjust strategies to today’s conditions. The result? Longer vacancy times and reduced ROI.

I’d love to hear from other owners, investors, or managers—how are you navigating today’s market realities?

Joe Scaparra · Answer

Most properties in the Austin MSA and Bryan College Station.

Diana Khan · Answer

You make a great point about the balance between owner control and giving managers room to do their job The market now is very different than the 2021 boom and holding onto those expectations can definitely lead to longer vacancies and weaker returns In Maryland especially with higher property taxes and compliance costs you cannot afford extended downtime Many investors I know are adjusting by being more flexible on rental pricing improving property condition to stand out and leaning into strong tenant screening while still moving quickly Clear communication between owner and manager with agreed decision guidelines also helps speed things up without losing trust

Terrance Hill · Answer

Great topic, Sabrina. It’s definitely a balancing act — owners want to protect their investment, but holding too tightly to outdated assumptions (like 2021 rent levels or tenant demand) can end up costing more in the long run.

I’ve found the best approach is setting clear expectations upfront with a manager: define thresholds where the manager can act without approval (like minor repairs or small rent adjustments) and bigger decisions that require owner sign-off. That way, owners still feel in control but the property doesn’t stall while waiting on approvals.

Curious — in your experience, what’s the #1 adjustment most owners resist making right now?

Yashira Sanchez · Answer

As someone who works with multifamily owners dealing with this exact bottleneck — I’ve seen how much smoother things run when the backend support is consistent and trained to act quickly, but within clear boundaries set by ownership.

In many cases, it’s not about giving up control — it’s about setting up the right structure so execution doesn’t stall.

Joe Scaparra · Answer

I am an investor for over 20 years.  I currently manage 22 units.  16 of my own and 6 for my kids.

Starting out I decided to do my own PM mainly to save money and make the numbers work better.  It was a gradual thing as no one starts with 22 units.  You work up to that.  It really hasn't become a problem as I have gotten better and more efficient as time goes on.

All my properties are paid off now and if there was a time to transition to a PM now would be the time.  However, I firmly believe that I will get better tenants and have lower vacancy rates than going with a PM.  Although I have guidelines when selecting a tenant, but because I am the one interviewing and usually showing the property, I have the flexibility to cut corners when my gut says so.  My gut is usually right.  Is it possible that PM won't be able to do that.

I have a rule, in that if I don't get back in touch with an tenant inquiring on one of my properties with in 12 hours, I have a great chance of not having the opportunity to even show my property.  Most PMs do not act that fast.  When listing a property, I usually only have one at a time and can prioritize that property.  Most PM are busy, busy, busy and have no time.

Lastly, PMs are costly.  You get nickeled and dime for renewal, new tenants, late fees usually are not yours ect. Is it also possible that they pay more for repairs than I.  I think so.  Yeah but, I can use my own guys when something breaks right.......if so why have a PM.

How many times have you gone to view a property managed by a PM and it is in SHEEETY Condtion and even the PM hasn't been in the property in years.  I think every investor should at least get about 3-5 years managing their own property before considering a PM.

Sabrina Flores · Answer

Great work on building that portfolio Joe! All great points you make. What city/area are your properties in

Michael Smythe · Answer

We've had to educate owners with data showing increasing DOM and are getting more aggressive about rent reductions and/or MoveIn Specials.

Sabrina Flores · Answer

Definitely seeing lots of hesitation in the pricing area these days.

When to Let Go of Control and Allow The Pro

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