Nicki & Karen

Is Property Management Difficult? Navigating Challenges and Achieving Success

Nicki and Karen » September 11, 2023

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Property management is a multifaceted field that involves overseeing and maintaining real estate properties on behalf of property owners. While it can be a financially and spiritually rewarding career, it comes with its fair share of challenges. In this article, we will delve into the complexities of property management and explore the difficulties property managers often encounter in their day-to-day operations.

Critical Challenges in Property Management

One of property managers’ most common challenges is time management. The daily responsibilities of a property manager can be overwhelming, from handling maintenance requests to communicating with tenants and conducting property inspections. These tasks can quickly fill up a property manager’s day, leaving little time for other essential duties.

To address this challenge, property managers often resort to creating extensive to-do lists and attempting to maximize their daily productivity. However, implementing the right processes and leveraging technology is a more practical approach. Property management software, for instance, can streamline maintenance requests, facilitate tenant communication, and automate inspection reports. Property managers can focus their energy on growing and scaling their businesses by automating time-consuming tasks.

Scaling the Business

Property managers aspire to scale their businesses and increase revenue. However, scaling is a complex task, and what works when managing 250 units may not necessarily work when managing 500. Before scaling, it’s crucial to establish efficient processes for the three critical workflows of property management:



  • Define your tenant acquisition process.
  • Identify bottlenecks and time-consuming tasks.
  • Determine whether your time is spent finding tenants, lease agreements, or move-in inspections.


  • Create a seamless tenant experience.
  • Ensure that maintenance requests are addressed promptly.
  • Streamline rent collection processes.


  • Speed up the move-out inspection process.
  • Efficiently turn around vacant units.
  • Simplify communication with cleaning crews and contractors.

Identify which processes consume the most time and evaluate the level of service they provide. Establish procedures to reduce time-consuming tasks before scaling your property management business.

Reducing Operational Costs

Cost control is essential for property managers to maintain profitability. Identifying where money is spent is the first step in reducing operational costs. The Pareto Principle suggests that 80% of costs come from 20% of processes or properties and can be a valuable tool for pinpointing cost drivers.

Identify the processes or properties driving most costs and either streamline or eliminate them. Additionally, focus on increasing revenue by acquiring more properties that align with your profitable portfolio while shedding cost-intensive properties.

Retaining Quality Tenants

Tenant retention is critical to property management success. Each time a tenant leaves, the cost is estimated to be 2-3 times the monthly rent, considering lost revenue and the expenses of finding new tenants. To improve tenant retention, consider a three-pronged approach:


Selecting Quality Tenants

  • Implement rigorous tenant screening processes.
  • Attract tenants who align with your property’s target market.

Consistent Communication

  • Build trust through transparent and open communication.
  • Keep tenants informed about property updates and changes.

Promptly Addressing Maintenance Requests

  • Ensure that maintenance issues are resolved on time.
  • Show tenants that their comfort and well-being are a priority.

Managing Mental Health

Property management is a demanding field that often involves navigating emotionally challenging situations, such as evictions, tenant disputes, and financial stress. Property managers must prioritize their mental health to cope with these demands effectively. Here are some strategies:

  1. Find a Connection: Seek face-to-face interactions with peers or support networks.
  2. Stay Active: Engage in physical activities to reduce stress and boost mental well-being.
  3. Pursue Enjoyable Activities: Make time for hobbies and relaxation to unwind from daily stressors.
  4. Prioritize Sleep: Ensure you get adequate rest to rejuvenate both physically and mentally.
  5. Seek Support: Feel free to seek professional help or counseling when needed.


Property management is undeniably challenging, but with the right strategies and tools, property managers can overcome these challenges and build successful and fulfilling careers. Effective time management, scalable processes, cost control, tenant retention efforts, and a focus on mental health are all essential aspects of thriving in the property management industry. By addressing these challenges head-on, property managers can reap the financial and personal rewards of this demanding yet rewarding career.

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