PM Collective - The ART of Property Management

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I reflect on my guilt-free 20-year business journey that's been surprisingly drama-free compared to the roller coaster experience many entrepreneurs describe.

• Don't sweat the small stuff - budget for issues and solve problems quickly to avoid stress
• Make quick decisions rather than overthinking - "don't worry about making the right decision, just make the decision right"
• Stay curious by attending demos and networking events even when not planning immediate changes
• Learn from peer-led mentoring, not just from trainers who haven't recently been in your position
• Implement weekly "one percenters" - small consistent improvements that compound over time
• Create a supportive culture where team members aren't penalized for honest mistakes
• Avoid stubborn thinking that prevents you from learning new approaches
• Balance expert training with practical knowledge from peers facing the same challenges

If you're struggling with your business or feeling stuck, reach out to me. I'm always happy to chat with no agenda, or you can explore more structured support through PM Collective with our weekly one-percenters, fortnightly check-ins, and direct access to personalized guidance.

This podcast is kindly sponsored by Longreach

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Marisa Reeves from SOCO Realty shares expert insights on managing real estate tech stacks effectively to streamline operations and increase efficiency. We explore how to evaluate current systems, when to make changes, and strategies for implementing new technology successfully.

• The average real estate agent uses 15 apps, but most only utilize them to 40% capacity
• Evaluating tech effectiveness by examining system metrics and observing staff workflows
• Identifying double-handling and inefficient processes as indicators of problems
• Staff complaints as early warning signs that systems aren't working properly
• The importance of reviewing current system updates before switching to new platforms
• Financial considerations – keeping tech expenses under 30% of business revenue
• Strategies for convincing leadership to invest in necessary technology
• Change management approaches that focus on the "why" behind new implementations
• Free tools like Calendly, Zapier, and video platforms that can improve efficiency
• Industry benchmarks – 100 properties per head with potential to reach 150+ with proper tech utilization

If you have questions about optimizing your real estate tech stack, reach out to us for more detailed guidance and support.

This podcast is sponsored by Property Assist.

Business owners are building their rental portfolios faster than ever and Property Managers can’t possibly do it all!

Keep your property managers doing what they love and outsource the things they don’t to a company that thrives on positive feedback and guarantees a premium personalised service

www.propertyassistwa.com.au

This podcast is kindly sponsored by Longreach

Send us Fan Mail

Marisa Reeves, Operations Manager at SOCO Realty, shares insights on when real estate agencies should bring in an operations manager and how this role transforms business efficiency and team productivity.

• Difference between operations manager, head of department, and general manager roles
• Assessing team capacity versus feeling busy through one-on-one staff meetings
• Identifying whether staff are utilizing available tech tools to their full capacity
• The critical role technology plays in creating additional capacity for property managers
• Importance of property retention as a key performance indicator
• Creating personalized career growth paths for team retention
• Signs that your agency needs an operations manager
• The necessity of delegating responsibility, not just tasks
• Reflecting on 12 months of operational improvements

If you're a business owner spending more time putting out fires than growing your business, it might be time to consider bringing in an operations manager to help streamline your processes and support your team.

This podcast is sponsored by Property Assist.

Business owners are building their rental portfolios faster than ever and Property Managers can’t possibly do it all!

Keep your property managers doing what they love and outsource the things they don’t to a company that thrives on positive feedback and guarantees a premium personalised service

www.propertyassistwa.com.au

This podcast is kindly sponsored by Longreach

Send us Fan Mail

Property management fee structures can be creatively reimagined to maintain profitability while meeting market demands. My experiment offering tiered pricing based on property manager experience revealed that 95% of clients chose senior managers despite higher fees, showing clients value expertise over cost savings.

• Tried a junior/senior PM fee structure similar to hairdressing salons with different experience levels
• Even when promoting the junior option, almost all clients chose the more expensive senior PM
• Experimenting with "membership" models rather than traditional fee structures
• Reducing percentage fees doesn't necessarily mean reducing annual income
• Add technology fees or adjust inspection charges to maintain revenue while appearing competitive
• Two business growth philosophies: rapid growth accepting any fee vs. selective growth with premium fees only
• Understanding competitors' low-fee strategies helps develop effective marketing counterpoints

If you've enjoyed this episode, please leave a review on the podcast and share your thoughts by tagging us in your social media posts or sending an email.

This podcast is kindly sponsored by Longreach

Send us Fan Mail

After achieving business stability, I've discovered how to navigate the uncomfortable feeling of calmness while continuing to grow personally and professionally. Many entrepreneurs work hard to create control in their business, but when they finally achieve it, they experience discomfort that can feel like boredom.

• Implementing a structured self-care strategy with scheduled Pilates, monthly facials, and massages
• Building valuable one-on-one relationships through regular coffee meetings with industry contacts
• Connecting with people outside work who offer valuable knowledge and perspectives
• Dedicating time to content consumption through podcasts, books, and learning opportunities
• Creating content that evolves with your experience level to attract the right quality of clients
• Recognizing that activities that don't look like traditional "work" can be most beneficial for business growth
• Embracing the calm space in your calendar as an opportunity for meaningful business evolution

If you have a calm, in-control business and spend your days doing things I've talked about, I'd love to hear from you! Send me a message, hit the fan mail button on this podcast, send me a DM on socials, or do a post and tag me.

This podcast is kindly sponsored by Longreach

Send us Fan Mail

Bryony from The Grout Guy takes us through the common grouting issues affecting rental properties and why proper maintenance is crucial for protecting your investment. We explore everything from identifying early warning signs to implementing preventative measures that extend bathroom life.

• Perth properties often experience accelerated shower problems due to sandy/limestone soil and rapid construction causing more movement
• Common issues include paint bubbling on adjacent walls and mold growth within grout and silicon
• Rental properties typically need regrouting every 5-7 years vs 15-20 years for owner-occupied homes due to harsh cleaning practices
• Location of wall bubbling helps diagnose the source – higher bubbling suggests plumbing issues while lower bubbling indicates grout failure
• Running your finger along grout lines to check for sandy/chalky texture is an excellent early warning detection method
• Avoid bleach and vinegar for cleaning as these accelerate grout deterioration
• Using a squeegee daily to remove moisture dramatically reduces mold growth
• pH-neutral cleaners should sit for 5 minutes before wiping to work effectively
• Applying grout sealer after professional cleaning extends grout life and represents excellent value
• Providing tenants with proper cleaning products and education significantly reduces maintenance issues
• For showers experiencing issues but not ready for full renovation, consider partial solutions like retiling just the shower base

This podcast is sponsored by Property Assist.

Business owners are building their rental portfolios faster than ever and Property Managers can’t possibly do it all!

Keep your property managers doing what they love and outsource the things they don’t to a company that thrives on positive feedback and guarantees a premium personalised service

www.propertyassistwa.com.au

This podcast is kindly sponsored by Longreach

Send us Fan Mail

Claudia Scalisi, a Renaissance Embodiment Coach, shares her expertise on menopause and perimenopause, explaining how these natural transitions affect women in the workplace and offering practical strategies for managing symptoms and supporting team members.

• Women's health topics have historically been kept in the dark, but the conversation is changing
• Perimenopause can last 2-10 years before menopause, which is technically just one day (one year without a period)
• Symptoms like hot flashes, mental fatigue, memory issues, and confidence drops can be mistaken for burnout
• Tracking your menstrual cycle helps identify changes and manage symptoms effectively
• Property managers can schedule high-energy tasks during optimal times in their cycle
• Creating "white space" in your calendar allows for necessary recovery between client interactions
• Workplaces can become menopause-inclusive by implementing policies that acknowledge women's health
• Simple changes like informational posters, supportive teas, and flexible working arrangements make a difference
• Understanding your body's natural rhythms leads to better client relationships and more authentic leadership
• The business case for menopause awareness includes improved retention, performance, and client service

Claudia offers a free downloadable e-book called "Menopause at Work: What Every Team Needs to Know" which includes resources for having menopause-savvy conversations and a symptoms tracker. DOWNLOAD HERE

This podcast is sponsored by Property Assist.

Business owners are building their rental portfolios faster than ever and Property Managers can’t possibly do it all!

Keep your property managers doing what they love and outsource the things they don’t to a company that thrives on positive feedback and guarantees a premium personalised service

www.propertyassistwa.com.au

This podcast is kindly sponsored by Longreach

Send us Fan Mail

Jason from TAPI joins us to discuss how modern maintenance systems are transforming property management and helping property managers fall back in love with maintenance processes. We explore the inefficiencies of traditional maintenance workflows and how technology can eliminate the frustrating guesswork and communication breakdowns that plague property managers.

• Traditional maintenance processes involve multiple communication points that waste valuable time
• Documentation is critical – the number one reason insurance claims get rejected is lack of maintenance notes
• Visibility of maintenance jobs helps both property managers and tenants track progress and resolution
• System automation creates consistency regardless of property manager experience levels
• Detailed maintenance records provide accountability for all parties when mistakes happen
• The Property Maintenance Index provides quarterly data on common maintenance issues and costs by state
• Offshore team members can effectively manage maintenance when given proper responsibility and tools
• Implementing new technology requires full team commitment rather than partial adoption
• The goal is to help property managers feel in control of maintenance rather than overwhelmed by it

Think maintenance, think TAPI. Contact us for a demo to see how our system can transform your maintenance processes and give your property managers valuable time back in their day.

This podcast is sponsored by Property Assist.

Business owners are building their rental portfolios faster than ever and Property Managers can’t possibly do it all!

Keep your property managers doing what they love and outsource the things they don’t to a company that thrives on positive feedback and guarantees a premium personalised service

www.propertyassistwa.com.au

This podcast is kindly sponsored by Longreach

Send us Fan Mail

Paul from Plumbing Bros shares expert insights on managing rental property plumbing issues efficiently and proactively. We discuss the value of preventative maintenance through Home Safety Checks and how to build stronger relationships between property managers, tenants, and contractors.

• Leaking taps, toilets, and seasonal hot water system failures are the most common plumbing issues in rentals
• Property managers should consider scheduling a Home Safety Check ($99+GST) when plumbers visit a property more than twice in 12 months
• High-quality work orders should include photos, specific location details, urgency level, access instructions, and budget caps
• Knowing the location of isolation taps in properties (especially apartments) can prevent major damage during emergencies
• Common tenant-related issues include items flushed down toilets, overtightened taps, and unreported maintenance problems
• Having both corporate plumbing providers and smaller operators on your contractor list ensures coverage for all situations
• Water filtration systems are becoming increasingly popular and may become an expected feature for future renters
• Proactive educational sessions with plumbers can help property managers identify issues early and communicate more effectively with owners

Contact Plumbing Bros for a copy of their Home Safety Check template and access to their quote bot for quick pricing estimates.

This podcast is sponsored by Property Assist.

Business owners are building their rental portfolios faster than ever and Property Managers can’t possibly do it all!

Keep your property managers doing what they love and outsource the things they don’t to a company that thrives on positive feedback and guarantees a premium personalised service

www.propertyassistwa.com.au

This podcast is kindly sponsored by Longreach

Send us Fan Mail

Louis from West Oz Trades shares insider knowledge about air conditioning maintenance, helping property managers troubleshoot common issues and communicate more effectively with tenants and owners. The conversation explores practical strategies for reducing unnecessary callouts, preventing mold problems, and implementing proactive maintenance approaches that save everyone time and money.

• 50% of summer air conditioning callouts are simply for cleaning blocked filters
• Tenants should be educated on their specific system type and proper operation methods
• Property managers should consider labeling properties by air con type in their software
• Air con parts typically must be ordered specifically for each repair due to the variety of models
• Pre-summer maintenance checks prevent system failures during high-demand periods
• Winter shutdowns for evaporative systems reduce mold growth and system damage
• Property managers can quickly check for mold in split systems using their phone torch
• The Air Care Support Hub provides educational resources for troubleshooting common problems
• Portable air conditioners are useful backup solutions for vulnerable tenants during repairs
• Proper ventilation is crucial - evaporative systems need windows cracked open, reverse cycle systems need them closed

Check out the new Air Care Support Hub at West Oz Trades' website for educational videos and troubleshooting guidance that can help your tenants and reduce unnecessary callouts.

This podcast is sponsored by Property Assist.

Business owners are building their rental portfolios faster than ever and Property Managers can’t possibly do it all!

Keep your property managers doing what they love and outsource the things they don’t to a company that thrives on positive feedback and guarantees a premium personalised service

www.propertyassistwa.com.au

This podcast is kindly sponsored by Longreach