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Property management is a high-pressure industry that demands meticulous coordination, strategic oversight, and operational efficiency. For those managing short-term rentals, the complexities are even greater—frequent guest turnover, logistical challenges, and service consistency all require constant attention.
Yet, many property managers unknowingly engage in practices that, rather than optimising their business, actively hold them back. These habits may seem necessary or ingrained in the industry, but in reality, they are often the difference between a business that scales successfully and one that struggles under inefficiencies.
Here, we examine five common property management habits that could be doing more harm than good—and, crucially, how forward-thinking operators are overcoming them.
1. Managing Operations In-House Without a Scalable Strategy
Many property managers insist on maintaining complete control over their operations, believing that keeping housekeeping, maintenance, and compliance in-house guarantees better quality. On the surface, this appears logical—direct oversight should lead to better execution.
However, as portfolios expand, this approach often becomes a bottleneck. Managing an in-house team requires ongoing recruitment, training, scheduling, and quality control, which can lead to inconsistent service delivery, escalating costs, and inefficiencies. Rather than allowing businesses to scale, it frequently limits their ability to grow effectively.
The most successful property managers focus on strategy, not execution. By partnering with operational service providers, they ensure that essential functions such as housekeeping and maintenance remain consistent and scalable. This enables them to allocate internal resources towards revenue-generating activities rather than getting stuck in the complexities of daily operations.
The property managers who remain committed to full in-house control may find themselves struggling to keep pace with competitors who are embracing more flexible and scalable models.
2. Operating in a Constant State of Reaction Instead of Prevention
Many property managers operate in firefighting mode—constantly reacting to guest complaints, maintenance emergencies, and last-minute operational crises. This reactive approach creates an ongoing cycle of stress and inefficiency, draining resources and increasing costs.
Instead of waiting for issues to arise, the most effective property managers implement preventative maintenance strategies. Scheduled maintenance checks, data-driven forecasting, and automated alerts help identify potential problems before they escalate, minimising disruption to operations.
A preventative approach reduces long-term costs, enhances guest satisfaction, and improves operational resilience. Conversely, property managers who fail to adopt proactive measures remain vulnerable to frequent crises that disrupt efficiency and profitability.
3. Using Generic Property Management Software That Wasn’t Designed for STR Operations
Many property managers rely on outdated property management systems (PMS) that were originally developed for long-term rentals or commercial properties. While these systems may provide a basic framework for managing bookings, they often lack the critical functionality required for short-term rental (STR) operations.
Managing a short-term rental portfolio requires tools that automate dynamic pricing, streamline housekeeping and maintenance, and enable seamless guest communication. Generic software often requires workarounds, leading to inefficiencies, manual processes, and revenue loss.
Leading property managers recognise the importance of adopting STR-specific software solutions that integrate with booking platforms, automate workflows, and provide real-time insights into operational performance. Those who continue using inadequate systems risk increasing their administrative burden while competitors gain efficiency and profitability through purpose-built technology.
4. Accepting High Guest Turnover as an Unavoidable Reality
Short-term rentals naturally experience a higher turnover rate than long-term lets, but too many property managers assume that constant guest churn is an unavoidable reality rather than something they can actively address.
While guest stays may be short, the best operators focus on driving repeat bookings and brand loyalty. Offering direct booking incentives, personalising guest experiences, and implementing targeted marketing campaigns can significantly reduce reliance on new guest acquisition.
Neglecting guest retention strategies means property managers must continually invest in replacing bookings, increasing acquisition costs and reducing profitability. A proactive approach to guest loyalty ensures that properties maintain high occupancy levels with reduced marketing spend and operational strain.
5. Trying to Manage Everything Instead of Building the Right Partnerships
One of the most damaging habits in property management is the belief that success requires managing everything in-house. From housekeeping and compliance to marketing and guest relations, many property managers stretch their resources too thin, believing that total control equates to better outcomes.
In reality, this approach leads to burnout, inefficiencies, and missed opportunities. The most successful property managers focus on strategic oversight rather than execution, leveraging partnerships to handle non-core functions efficiently. By outsourcing operational logistics, compliance management, and specialist services, businesses can scale more effectively while maintaining high standards.
Those who continue to resist external partnerships may find themselves overwhelmed by operational burdens, limiting their ability to expand and compete effectively in the evolving short-term rental market.
Rethinking the Future of Property Management
The most successful property managers do not just manage properties—they manage efficiency, strategy, and growth. In an industry that is constantly evolving, clinging to outdated processes and inefficient systems will only hold businesses back.
The question is no longer whether property management can be done better, but whether industry leaders are willing to adapt. Those who embrace change, leverage strategic partnerships, and refine their approach to operations will be the ones who thrive. Those who remain stuck in inefficient practices will struggle to stay competitive.
At Opago, we help property managers rethink their operations by providing streamlined, scalable solutions that remove the burden of daily logistics. From housekeeping and maintenance to compliance and guest services, our expertise ensures your business runs efficiently—allowing you to focus on growth. If you’re ready to scale smarter, get in touch to see how Opago can support your operations.
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