As a property manager, one of the most challenging aspects of the job is dealing with difficult landlords. These landlords can be demanding, unreasonable, and may even make decisions that go against the best interests of their properties. However, there are strategies and techniques that property managers can use to navigate difficult situations and maintain a positive relationship with their landlords.

Communication is key.

The foundation of any successful landlord-property manager relationship is open and honest communication. Property managers should make a point to regularly update their landlords on the status of their properties and any issues that arise. When communicating with difficult landlords, it is important to remain calm and professional. If a landlord is upset or agitated, it can be helpful to acknowledge their concerns and provide reassurance that the issue is being addressed.

Document everything.

In order to protect themselves and their properties, property managers should document everything related to their dealings with difficult landlords. This includes keeping a record of all communications, including emails and phone calls, as well as any agreements or contracts. In addition, property managers should keep a log of any repairs or maintenance requests and their outcomes.

Set expectations early on.

When taking on a new property, it is important to set clear expectations with the landlord. This includes outlining the services that will be provided and the fees that will be charged. It is also important to establish boundaries and let the landlord know what types of decisions will require their approval. By setting expectations early on, property managers can avoid misunderstandings and conflicts down the line.

Offer solutions.

When faced with a difficult landlord, it can be helpful to offer solutions rather than simply pointing out problems. Property managers should be proactive in identifying potential issues and proposing solutions that are in the best interest of the property. For example, if a landlord is reluctant to make necessary repairs, a property manager can offer a detailed cost-benefit analysis to illustrate why the repairs are necessary.

Seek professional help if needed.

In some cases, a difficult landlord may be beyond the scope of a property manager's abilities. In these situations, it may be necessary to seek professional help, such as a mediator or an attorney. These professionals can help property managers navigate legal and contractual issues and provide guidance on how to resolve conflicts.

Empathize with the landlord.

When a landlord is difficult, it can be easy to become frustrated and defensive. However, taking a moment to empathize with the landlord's perspective can help to diffuse tension and build rapport. For example, a landlord may be upset because they are dealing with financial or personal issues. Acknowledging their situation and showing compassion can go a long way towards building a positive relationship.

Focus on the facts.

When dealing with difficult landlords, it is important to focus on the facts and avoid getting drawn into emotional arguments. Property managers should be prepared to provide detailed documentation to support their recommendations and decisions. By focusing on objective data and analysis, property managers can help to defuse emotionally charged situations.

Provide regular updates.

Difficult landlords may feel like they are out of the loop or not in control of their properties. To address this, property managers should provide regular updates on property performance, tenant issues, and any other relevant updates. This can help to build trust and ensure that the landlord feels involved in the property management process.

Be solution-oriented.

When presenting issues or problems to difficult landlords, property managers should focus on proposing solutions rather than dwelling on the negative. By highlighting potential solutions and showing the landlord that their concerns are being addressed, property managers can help to build trust and maintain a positive working relationship.

Keep emotions in check.

When dealing with difficult landlords, it can be easy to become emotional or defensive. However, it is important to remain calm and professional at all times. Property managers should avoid taking things personally and focus on finding practical solutions that are in the best interest of the property and its tenants. By keeping emotions in check, property managers can build trust and ensure that they are able to manage the property effectively.

A property managers perspective.

Grace Mukamwezi from Spectrum Property Solutions explains how property managers handle challenging landlords. She states that property managers, when faced with difficult landlords, follow legal protocols to terminate their contracts. This involves providing a one-month notice, during which the police and the local area chairman are informed. This approach ensures that all actions are transparent and compliant with the law, safeguarding the interests of both the property management company and the tenants involved.

Conclusion.

Dealing with difficult landlords can be a challenging and stressful part of the property management job. However, by utilizing effective communication, documenting everything, setting expectations early on, offering solutions, and seeking professional help if needed, property managers can maintain a positive relationship with their landlords and ensure the long-term success of their properties.