A speedy response to communications has never been more necessary if you want to run your vacation rental property successfully.
Timely responses to inquiries are essential if you are hoping to turn them into reservations. The same is true if you hope to get repeat bookings from your guests. And don’t forget the importance of clear and timely communications with any staff you may have: housekeepers and maintenance people will need to be kept in the picture and given early notice of upcoming tasks and changes of plan.
All this will require a good communications system if you are to avoid problems – typically your housekeeper only receiving your reminder to prepare the property after the guests have arrived!
You are now in the ‘people business’ (aka the vacation rental property market) where you will be dealing with a whole range of varied and different individuals who will look to you as the source of all information and decisions. In the low season, if you own a single property and handle everything yourself, this may not be so onerous. But when things hot up, you could find yourself playing juggler – and perhaps not always catching all of the balls.
Some sort of system with a degree of automation may be the answer. Independent vacation rental owners as a breed are often reluctant to use this solution, seeing it as ‘relinquishing control’ of their property to a near-automatic or semi-automatic system. Not us – we used to dream of having such a system before we set up Homes and Rooms®.
There are refined, highly effective and easily affordable services now available to help you with this. They can handle most communications on your behalf while keeping you fully informed and allowing you to intervene at any stage. You decide which communications you want to handle personally, otherwise the service works from pre-prepared email templates.
The better suppliers will provide you with a whole bank of professionally created, pre-defined prototype documents to deal with most eventualities, and allow you to personalize these to your preferences. This could include quotes, balance requests, confirmations, rental agreements and more.
Even if you have only a single property to manage with staff to help you, there are services available which allow you to communicate instantly via an internal email system with your nominated staff members while allowing them necessary limited access to specific areas of your website for greater efficiency. So, for example, a housekeeper would only be given access to the reservations calendar and details of guest arrivals and departures to make sure that rooms are prepared in good time.
Using such a solution from a SaaS (software as a service) supplier can help you stay on top of the numerous communications and documents involved in managing your vacation rental while freeing you to do other things with your time. It will also work when you can’t or don’t want to, round the clock, 24/7.