Landlording
Operations
Utah
After managing and coding systems for rentals, the biggest mistakes I see are operational, not financial. Here are the recurring ones and the simple systems that stop them.
Top Mistakes
- Skipping move-in documentation (video, timestamped).
- Underwriting vacancy at 0–3% instead of 6–8%.
- No reserve policy (CapEx + operating blended in one pile).
- Unclear maintenance SLAs; tickets languish and tenants churn.
- Multiple channels for comms; no audit trail.
Systems to Prevent Them
Documentation
- Video walk-through at move-in/out; store with lease.
- Single thread per unit for all messages.
Reserves & Underwriting
- 6–8% vacancy baked into pro formas.
- CapEx reserve separate from operating cash (3–6 months).
Maintenance Playbook
- States: new → triage → scheduled → in-progress → done → rated.
- Response targets: same day acknowledge; schedule within 24–48 hours.
- Preferred vendor list with price bands; avoid scramble pricing.
Developer’s Angle
- Automate status updates; tenants see state changes without tickets.
- Store media (photos/video) with events; makes disputes trivial.
- Dashboards: vacancy pipeline, work order aging, reserve levels.
Utah Lens
Winter-proofing (pipes/roof) and summer HVAC strain are predictable cycles. Pre-schedule inspections; tenants appreciate proactive care.
Takeaway
Landlording is a process business. If you build simple systems—docs, reserves, maintenance states—you avoid the expensive mistakes most new landlords make.