5 Steps to Finding and Keeping Mr. (or Ms.) Right

I'm happily married and a busy mom but before anyone joins my real estate team, I date them.  Not really.  But looking for Mr. Right to take care of our rentals can feel like looking for love in all the wrong places. 

MOVING ON FROM "MS. NOT-QUITE-RIGHT" AND FINDING "MR. RIGHT"

Prior to moving abroad five years ago, I managed our handful of rentals myself.  In preparation, I found and hired a property manager to look after things.  I can't recall how I found this person, and I definitely didn't check references.  She and I got along well and we had a shared approach towards property and tenant management.  So, after a few days of getting her up to speed I left the country feeling all was in good hands.

Four weeks, a frozen and burst pipe, and a newly-renovated 4-plex that had no new tenant leads later, this manager quit.  In the midst of settling into a new home in a foreign country with a language I couldn't understand, this was a disaster.  

As the saying goes, you always have time to do it right the second time.  And I did.  I researched, interviewed, and collected references on a number of property managers.  I made a list of expectations and questioned each on how they would meet my needs.  Five years later, I can say this small disaster was a blessing - my property management company is wonderful and an undeniable key to maintaining and expanding my rental portfolio.  

HOW TO FIND AND KEEP MR. (OR MS.) RIGHT

We all need experts on our team, but finding the right person takes effort.  I have learned a few core principles that has made finding the right person easier, and the resulting working relationships a lot easier and more fun. 

1.  Define your needs.

This can be really hard, especially if you don't know exactly what you want or need.  I try to clearly define the project as much as I can and call out areas that I'm not sure of to help the trades person understand the scope of the project, as well as my desired results.  This is an important distinction - scope versus result. 

For example, "I need a new front yard." is not very helpful, and many trades people won't waste their time talking to you since you are asking them to read your mind.  

An effective starting point looks like this:

"I want the existing landscaping and park strips on the south and east sides of the property completely replaced (this is the scope of the project) with low-maintenance, attractive plantings and ground cover that require little to no water and annual maintenance (this is the desired result of the project).  Here are a few ideas and inspiration photos to start our discussion, however I am open to your ideas and expertise to guide the final design (shows you have educated yourself but want professional guidance)."

Once a final plan is made, I make sure all project details and expectations are specified in the plans and contract.  

2. Be Honest.  with others....and yourself.

With others.....Hiding information is never a good idea.  Right up front I tell people I'm not local and that I need the trades person to be willing and able to work with my property manager, and communicate with me via email and text when I'm not available by phone (since I'm probably sleeping).  I tell them that I am trusting them to do the work properly, use their professional judgement to create the best solution, and ask for guidance when in doubt.  Usually these types of upfront discussions weed out anyone who can't or won't work well with me.  

With yourself....If someone doesn't feel like the right fit, I don't work with them.  And if I'm at fault, I try to recognize and rectify that.  If I don't know or understand something, I ask. 

3.  Compromise the Right Way

You may need to compromise on your project, but never compromise yourself.  We cannot always get exactly what we want, but never compromise on finding the right person.  I would rather have a less expensive product installed correctly and professionally, than a more expensive product installed poorly. 

4. Verify

Before making the final selection, I always check online reviews. This will oftentimes result in a clear winner. And if necessary, I ask for references. Anyone worth having will gladly be able to provide them. 

5. Reward

Finding the right person for the job takes a lot of time and effort.  Working on a project with that person takes a lot of time and effort. This is a game of give and take.  I have some high expectations, and in return I treat my people well for meeting those expectations.  Plus, it's the right thing to do, and frankly, makes work a lot more enjoyable when I have a positive relationship with my team.   

I pay invoices promptly.  I write meaningful thank yous that call out specifics about why I appreciate the person.  I ask how I can help them professionally (and follow through).  I build rapport by being a caring human, not a slave-driver.  A little bit of effort and goodwill can be an excellent investment in keeping your most valuable team members.

Being picky pays off. As painful as it can be to look, and look, and keep looking, it's worth the effort. 'Cause no one wants to move in (or embark on a project) with Mr. Wrong.