Proactive Property Management to Reduce Landlord Churn

Assessing risk is key. By understanding factors like overdue inspections, tenancy arrears, or low engagement, you can address issues before they escalate. Proactive management of these risks ensures landlords feel supported and confident in your services.

At OurProperty, we leverage automation and data to streamline property management while strengthening landlord relationships. By reducing risk factors that lead to churn, you can retain clients for the long term.

Risk Factors That Signal Unhappy Landlords

Identifying signs of dissatisfaction early can prevent churn. Issues like prolonged vacancies, overdue inspections, or frequent tenancy breaches may signal a landlord’s waning confidence. These risk factors can affect both landlord satisfaction and financial outcomes, such as reduced rental income or higher maintenance costs.

Proactively managing these issues involves more than just resolving problems—it’s about open communication and demonstrating a commitment to protecting the landlord’s investment. OurProperty helps track over 40 data points to assess risk and classify landlords into colour-coded tiers based on their risk levels.

• Red (High Risk): More than 50 risk points, indicating urgent attention may be needed.
• Orange (Moderate Risk): 30-50 risk points, suggesting some areas may need attention to prevent escalation.
• Green (Low Risk): Fewer than 30 risk points, showing that the landlord is generally satisfied and low-risk.

This classification allows property managers to quickly assess each landlord’s situation and prioritise their efforts, focusing on those at higher risk of dissatisfaction or churn.

Each landlord’s risk score is continuously updated based on behaviours and property performance. With this data in hand, property managers can identify which landlords require immediate attention and take targeted actions to address their concerns effectively.

Key Risk Factors to Watch

To manage landlord retention effectively, it’s crucial to identify key risk factors that may signal dissatisfaction. While each landlord’s situation varies, common indicators include:

• Tenancy Arrears: Overdue rent or arrears can strain cash flow, leading to frustration.
• Tenancy Breaches: Unresolved issues like unauthorized tenants or property damage can damage the relationship.
• Deferred/Expired Leases: These may indicate dissatisfaction or a lack of clarity in the management process.
• Vacant Properties: Prolonged vacancies can affect income and prompt landlords to seek new agencies.
• Overdue Inspections: Delayed inspections can signal communication breakdowns and erode trust.
• High Maintenance Requests: A sudden surge may point to dissatisfaction with the property or management.
• Disputed Invoices: Disagreements over costs can create tension.
• Low Communication: Limited feedback or missed calls can lead to disengagement.
• Income Concerns: Below-market rents may prompt landlords to explore other options.
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OurProperty tracks and measures these factors (plus more!), using automation and machine learning to help property managers identify risks early and take proactive action to maintain strong landlord relationships.

How OurProperty Helps Agencies Proactively Manage Risk and Reduce Landlord Churn

At OurProperty, we’re built on automation and designed with the goal of helping property managers proactively reduce risks that could lead to landlord churn. Our platform brings key insights to your attention, so you can take action before issues escalate. Here’s how we make that possible.

Client Hub Risk Indicators

OurProperty’s Client Hub uses a colour-coded system to display each landlord’s risk level, making it easy to spot those who are most at risk. You can quickly see why an inspection is overdue, if rent is overdue, and other key factors. This transparency enables you to take action immediately.

Courtesy Calls

OurProperty highlights landlords with the highest risk scores, so you can prioritise your outreach. The system tracks your phone calls, logging the tone and mood of each conversation, which can positively or negatively impact the risk score. By logging calls and following up on overdue tasks, you can lower the risk score and prevent churn.

Risk Exception Reports

OurProperty’s customisable risk report allows you to filter out properties that are under renovation or on the market for sale. This way, you can focus on properties that are actively managed and need attention. Additionally, the landlord admin report helps you monitor how often landlords interact with the Client Hub, encouraging them to stay engaged.

Tracking and Managing Feedback

OurProperty makes it easy to track landlord feedback, whether it’s related to maintenance issues, rent reviews or inspections. By logging calls and setting reminders, it becomes easy to address these concerns promptly, so you can keep your landlords happy and improve their experience.

Maintenance Management

If a landlord is unhappy with a tradesperson, OurProperty lets you suggest alternative suppliers and view ratings of listed tradespeople. You can also lock in specific tradespeople for particular trade types and payment methods. This ensures that only the chosen tradesperson is used for the job, giving you better control over service quality and consistency.

Lease Renewals and Rent Reviews

OurProperty helps you keep track of upcoming lease renewals and rent reviews, ensuring that you never miss an opportunity to review rent pricing when appropriate. The platform also provides an easy way to generate a Comparative Market Analysis (CMA), allowing you to show your landlords that their property is performing competitively.

Landlord Engagement

With OurProperty, you can invite landlords to view inspections (virtually or in person) and make it easy for them to stay connected via the Client Hub. Regular interaction keeps landlords informed and builds trust in your management.

Payment Flexibility

For landlords who may be experiencing financial difficulties, OurProperty allows you to offer flexible payment options, such as paying rental income directly into a mortgage account. This added flexibility can go a long way in strengthening the landlord-property manager relationship.

Final Thoughts: Proactively Managing Landlord Relationships with OurProperty

By identifying and addressing risk factors early, OurProperty helps reduce landlord churn and keep clients satisfied. Our platform’s automation and risk management tools provide insights to ensure landlords feel valued and confident in your services.

Ready to improve landlord retention and streamline your property management? Contact us for more information or to schedule a demo.