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owner first point of contact

1. Initial Contact Preparation

Gather all necessary information about the property

Review owner’s file for any history or previous communications

Prepare an introduction script or outline

Ensure access to relevant documentation (leases, maintenance records, etc.)

Certainly! Here are some additional steps that could be included in the "1. Initial Contact Preparation" section

Confirm the owner’s preferred communication method and time

Research the owner’s specific concerns or questions, if known

Prepare a summary of key policies and procedures relevant to the owner

Identify any urgent issues that may need immediate attention

Develop a list of potential questions to ask the owner during the conversation

Set objectives for the interaction, such as building rapport or addressing critical issues

Review any recent changes in property management or regulations that may affect the owner

Prepare a checklist of items to discuss to ensure a comprehensive conversation

Designate a quiet and professional environment for the communication

Ensure any technology needed for the communication (phone, video call software) is functioning properly

These steps can help ensure that the initial contact with the new owner is thorough, professional, and sets a positive tone for the ongoing relationship

2. Communication Method

Determine the preferred communication method (phone, email, in-person)

Ensure all communication tools are functioning (phone lines, email systems)

Schedule a convenient time for contact

3. Introduction

Introduce yourself and your role in the organization

Clearly state the purpose of the communication

Confirm the owner’s understanding of the property management process

4. Information Gathering

Ask the owner about their expectations and goals for the property

Inquire about any immediate concerns or questions they might have

Take notes on the owner’s responses for future reference

5. Providing Information

Share relevant details about the property management services offered

Explain the management process and how communication will occur moving forward

Discuss any upcoming events or important dates (e.g., lease renewals, inspections)

6. Setting Expectations

Clarify the frequency and method of updates to the owner

Discuss response times for inquiries and maintenance requests

Set expectations for financial reporting and owner distributions

7. Follow-Up Actions

Confirm any agreed-upon next steps or actions to be taken

Schedule a follow-up meeting or call as necessary

Provide contact information for future inquiries

8. Documentation

Document the conversation and any important points discussed

Update the owner’s file with new information and notes

Send a follow-up email summarizing the conversation highlights

9. Continuous Communication

Establish a regular communication schedule (monthly updates, quarterly meetings)

Encourage open feedback from the owner about their experience

Monitor the owner’s satisfaction and address any concerns promptly

10. Closing the Interaction

Thank the owner for their time and trust in your organization

Reiterate your commitment to managing their property effectively

End the conversation on a positive note, ensuring they feel valued and heard

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