Colorado Rental Housing Journal - December 2013

Rental Housing Journal Colorado

December 2013 - Vol. 5 Issue 12

www.rentalhousingjournal.com • Professional Publishing, Inc

DENVER • COLORADO SPRINGS • BOULDER

Monthly Circulation To More Than 7,000 Apartment Owners, Property Managers, On-Site & Maintenance Personnel

Creating a Sense of Urgency

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These and similar phrases are used to make people “spring boldly into action.” They conjure up images of people rushing into department stores and retail outlets to take advantage of incredible offers on quality merchandise, especially during the holiday season. The advertisers and merchandisers are trying to create a sense of urgency in the minds of their customers; which will motivate them to take immediate action. They are in the “sales” business and want the customer to immediately purchase a product and part with some of their money!

You may not have to meet monthly or quarterly sales “quotas,” but undoubtedly you have specific occupancy standards which must be met and maintained. Therefore, you need to rent a certain number of apartments each day, week or month to achieve the goals set for your community. It’s no secret that in the Pacific Northwest, many prospective Continued on page 3 Professional Publishing, Inc PO Box 30327 Portland, OR 97294-3327

Dear Maintenance Men:

By Jerry L'Ecuyer & Frank Alvarez

but this time it will be to the right of the center mark. Cut and label this piece Left Hand Corner Inside. Test your samples in an inside corner where the wall meets the ceiling. The two pieces should form a 90- degree corner.

Dear Maintenance Men: Do you have a recommendation for exterior lighting that will make the property stand out from its neighbors?

Jorden Dear Jorden: We did a recent job involving half inch 120 volt LED rope light. The rope light was installed under the eaves and out of the way. From the ground the light appeared to emanate out from the eaves and down the walls. The light is indirect and made for a very interesting look. The side benefit of the rope light was not only did it look great; it shed light in all the dark corners around the building. LED rope light is more expensive than the incandescent rope light, however, it is economical in the long run, it has a long service life and the rope does not get hot or even warm to the touch. (We DO NOT recommend incandescent rope light.) LED Rope light comes in 150 foot rolls and with the proper rectifier in place, up to 1200 feet can be used from one electrical source. The light comes in cool white, natural white and warm white along with a variety of colors.

The rope light can be installed onto a plastic track to help keep it straight and to eliminate any drooping of the rope. Remember to pre-drill the track before installation. LED rope light is perfect for under stairs, balconies and anywhere you need soft indirect light. Keep in mind, it does not throw light very far and will not light up a courtyard, it is mainly for aesthetics.

Dear Maintenance Men: We are preparing to gussy up our rental property by adding crown molding in each room. The quote I got from the contractor was astronomical! I want to teach my maintenance tech how to install crown molding, however after looking at molding how-to books and the internet, I am about to give up on the idea. It looks very complicated. Can you help?

Ron

Current Resident or

PRSRT STD US Postage PAID

Snohomish, WA

Permit #5

Dear Ron: We know what you mean; anyone who has installed crown molding for the first time knows the frustration. But it need not be! Crown molding truly is easy to install and yes, we said easy.

Throw the book away; it only serves to show how smart the author is, but not very practical. We are going to describe a method that we learned long ago that absolutely simplified crown molding installation.

The key is to cut the molding in the same position that it will be install on the ceiling and to make visual samples. It is important to make a set of sample pieces for reference.

1A: Inside corner: cut two 12-inch pieces of molding to use as a sample. Place that sample up on the wall and ceiling for a visual.

Now bring that sample to your saw and lay it to the left of the blade, against the vertical fence or backstop. Position the sample exactly in the same orientation or position as it was on the wall/ ceiling. (The sample piece will not be flat against the fence; it will stick out just like it does on the wall.) Now position your saw blade in the 45- degree position and left of the center mark.

Cut the right side of your sample piece and label it Right Hand Corner Inside.

1B: Take the second piece of sample molding you cut and position it exactly like the first piece, but to right side of the blade. Put your blade in the 45-degree position,

2A: Outside corners: cut two 12-inch pieces of molding to use as a sample. Place that sample up on the wall and ceiling for a visual.

Now bring that sample to your saw and lay it to the left of the blade, against the vertical fence or backstop. Position the sample exactly in the same orientation or position as it was on the wall/ ceiling. Set the blade at the 45-degree position and right of the center mark. Position the sample to the left of the blade.

Cut and label Right Hand Outside Corner.

2B: For an outside left-hand corner, set the blade at the 45-degree position and left of the center mark. Position the sample to the right of the blade. After the cut, label the sample Left Hand Outside Corner. Test your samples in an outside corner where the wall meets the ceiling. The two pieces should form a 90-degree corner.

The hard part is done; you now have sample cuts to refer to. After measuring the wall, place your measurements on the backside of the molding, the mark will be easier to see on the backside when cutting.

(Hint: Mark the molding where the saw blade will first touch the work piece.) Cut a little long at first, and then trim with the saw until the molding fits. And don’t forget to repeat to yourself … “caulking is my friend!”. If the corner is not quite Continued on page 4

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RENTAL HOUSING JOURNAL COLORADO

Property Management Mind Mapping…And Loving It!

by Ernest F. Oriente, The Coach {Article #213…since 1995}

T

he property management profession continues to be more complex and rapid planning seems to be a daily requirement.

When faced with a large project, when pressured to reach tall goals or even when you are trying to fix a reoccurring problem…Mind Mapping is the perfect tool. In this article, you will learn the three steps for creating a clear and well-organized front-end approach to resolving your most challenging problems or developing your most inspiring dreams! Mind Mapping will also allow you to discover new patterns, see untapped potential and link unforeseen ideas—an important concept we share in our book, SmartMatch Alliances.

Getting started: Begin by scheduling 15-30 minutes of uninterrupted time with no distractions such as ringing telephones, loud noises or knocks at your office door. Start with a blank sheet of paper and draw a large circle in the center of the page. Next, place the name of your project, goal, dream or problem in the center of this circle. Next, draw 10 or 15 lines around the circle, like the spokes of a bicycle wheel.

Lastly, on each spoke, list one idea or concept relating to the words inside the circle. Do not edit or judge the words you are placing on each spoke

while you are brainstorming because you want to generate as many ideas as possible. Each spoke on your Mind Map will address: who, what, where, when, why and/or how.

Tip From The Coach: If you are an auditory learner rather than a visual learner you may want to use a tape recorder to build your Mind Map, then transfer your words to paper as the second step. If you find your ideas are not flowing, then take a break to refresh your mind or share your progress with your manager, a peer or a close friend. Sometimes having another person’s perspective is just enough to get your creative juices flowing.

Developing your action words: With your initial Mind Map now complete, take a second sheet of paper and list the first “spoke” topic in the center of a new large circle and draw another five or seven lines around this circle. These lines are now the action words for completing your project, fixing a problem or realizing your dreams. When building these action words, do not make any quick assumptions but remain open to unusual ideas or solutions.

Try to look at this project or task from a different level by asking yourself, “How will this impact my residents, my property owner, the properties I manage or my leasing team?”

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Tip From The Coach: Some of the best Mind Mapping is done when we look to other industries, other professions or other successful individuals and see how they have addressed a similar problem or opportunity. Many great ideas are just inches from where you are standing this very minute but you have to look closely and have your antenna up, to see and hear them. As a small step, try reading trade or business magazines unrelated to the property management industry and you will find that re-inventing the wheel is seldom necessary. Plus, exposure to new ideas in other industries will help you become a “Futurist” on your own behalf…a special trait!

Taking words to action: Now comes the fun part! Take each of your Mind Maps and put them in outline form. Next to each action word, place an action step and specify the exact date for completing each task or step. Also, if you are going to delegate portions of this project, include the name of each person who will be responsible for a specific step and be certain they receive a copy of your Mind Map so they can be clear on the purpose of your request. Lastly, take the action steps you are going to personally complete and place them directly in your appointment book. By scheduling time for each step on your Mind Map you are bringing this project/dream/goal/problem to life.

Tip From The Coach: Once you have completed your first Mind Map, pause and reflect joyfully on what you have accomplished. This process is specifically designed to support your thinking process and will get easier and easier, with practice. Remember, Mind Mapping is meant to be fun and can be done in large groups, at your next big meeting or any time you need to visualize ideas quickly!

Want to hear more about this important topic or ask some additional questions about Mind Mapping? Send an E-mail to ernest@ powerhour.com and The Coach will E-mail back to you a free invitation to be a participant on a PowerHour conference call.

ment teams and their leaders. He provides private and group coaching for property management companies around North America, executive recruiting, investment banking, national utility bill auditing [ www.powerhour.com/propertymanagement/utilitybillaudit.html ] national real estate and apartment building insurance [ www. powerhour.com/propertymanagement/ insurance.html ], SEO/SEM web strategies, national WiFi solutions [ www. powerhour.com/propertymanagement/ nationalwifi.html ], powerful tools for hiring property management SuperStars and building dynamic teams, employee policy manuals [ http://www.powerhour.com/propertymanagement/employeepolicymanuals. html ] and social media strategic solutions [ http://www.powerhour.com/ propertymanagement/socialmedialeadership.html ]. Ernest worked for Motorola, Primedia and is certified in the Xerox sales methodologies. Recent interviews and articles have appeared more than 7000 times in business and trade publications and in a wide variety of leading magazines and newspapers, including Smart Money, Inc., Business 2.0, The New York Times, Fast Company, The LA Times, Fortune, Business Week, Self Employed America and The Financial Times. Since 1995, Ernest has written 200+ articles for the property management industry and created 350+ property management forms, business and marketing checklists, sales letters and presentation tools. To subscribe to his free property management newsletter go to: www.powerhour.com.

PowerHour® is based in Olympictown…Park City, Utah, at 435-6158486, by E-mail ernest@powerhour.com or visit their website: www.powerhour. com

COLORADO Rental Housing Journal Colorado Publisher Will Johnson • will@propubinc.com Designer Steve Olsen • steve@propubinc.com

COLORADO

DENVER METRO • COLORADO SPRINGS • BOULDER

Author’s note: Ernest F. Oriente, a business coach since 1995 [31,120 hours], a property management industry professional since 1988--the author of SmartMatch Alliances--and the founder of PowerHour...[ www.powerhour.com and www.powerhourseo.com www.powerhourleadershipacademy.com and www.powerhoursalesacademy.com and www.pirmg.com ], has a passion for coaching his clients on executive leadership, hiring and motivating property management SuperStars, traditional and Internet SEO/SEM marketing, competitive sales strategies, and high leverage alliances for property manage-

Advertising Sales Will Johnson • will@propubinc.com Terry Hokenson • terry@propubinc.com

www.rentalhousingjournal.com The statements and representations made in advertising and news articles contained in this publication are those of the advertiser and authors and as such do not necessarily reflect the views or opinions of Professional Publishing, Inc. The inclusion of advertising in this publications does not, in any way, comport an endorsement of or support for the products or services offered. Metro Apartment Manager is produced monthly and is published by Professional Publishing Inc. PO Box 6244 Beaverton, OR 97007.

(503) 221-1260 - (800) 398-6751 © 2013 All rights reserved.

Rental Housing journal Colorado • December 2013

RENTAL HOUSING JOURNAL COLORADO

Top New Year’s Resolutions for Property Managers

H

ere is a list of four resolutions that property managers should have on their list for 2014. None of them are difficult or require an immense amount of work, and all of them would bring rewards throughout the coming year.

Start the New Year off organized.

An organized landlord is a more profitable landlord. File your documents and paperwork logically and neatly in a file folder with brackets on each side of the folder. Two-hole punch the top of each document and file them in a way that works for you. Some landlords put all “premove in” documents on one side, and all other documents on the other. Being organized is simply a good business practice. Whether you manage one rental unit or a thousand, being organized and consistent will make you a better landlord and put more of the profit in your pocket.

Aim for more work/life balance.

Build down time into your schedule.

When you plan your week, make it a point to schedule time with your family and friends, and activities that help you recharge. Drop activities that zap your time or energy.

Take stock of activities that don't enhance your career or personal life, and minimize the time you spend on them. You may even be able to leave work earlier if you make a conscious effort to limit the time you spend on the web and social media sites, making personal calls, or checking your bank balance. Rethink your errands.

Consider whether you can outsource

Rental Housing journal Colorado • December 2013

any of your household chores or errands. Could you order your groceries online and have them delivered? Hire a kid down the street to mow your lawn? Order your stamps online so you don't have to go to the post office? Even if you're on a tight budget, you may discover that the time you'll save will make it worth it. Get moving. It's hard to make time for exercise when you have a busy schedule, but it may ultimately help you get more done by boosting your energy level and ability to concentrate. Try to exercise at least 30 minutes 2-3 times per week. Don't assume that you need to make big changes to bring more balance to your life. Set realistic goals, like leaving the office earlier 1 night per week. Even during a hectic day, you can take 10 or 15 minutes to do something that will recharge your batteries.

Increase Productivity. Move just one routine task online such as creating an online maintenance request form for your tenants. There is a host of property management software available to make every day management a little easier. Whether you manage one unit or 25, property management software can help you manage your rental properties more effectively and fill vacancies faster.

With features like self-service customer portals, powerful accounting and advanced marketing, you’ll not only save time and increase productivity, but also reduce costs. Property management software helps you easily manage tenants, leases, contracts, documents, vendors and more.

Go Green. One strategy a landlord can employ to stand apart is going green. Using environmentally responsible practices can save money, attract more prospective tenContinued on page 4

Urgency ..continued from front page renters decide to hibernate for the winter and dig in their heels until after the holidays. The phone isn’t ringing off the hook like it was in July, and the few people who are moving, may or may not make it to your community before they decide to rent somewhere else first. A vacant apartment TODAY, could be “ringing in the New Year” with you on January 1st.

The SECRET SHOPPER phoned three communities, looking for immediate availability. I told each consultant that I was new to the area and needed a place to live right away. Each leasing person seemed interested in helping me, but only one motivated me to visit immediately.

My first call was answered promptly by a friendly voice. I stated that I was new to the area and needed to find a place right away.

The consultant asked where I was moving from and what was bringing me to the area. She then asked for my name and began to inquire about the specific needs and requirements that I had. It was a pleasant exchange that went on for several minutes.

Once the consultant learned what was important to me, she began to talk about various openings. She said that I had called at a good time because there were a couple of great apartments to choose from. The consultant invited me to visit and told me the office hours. She said, “If I’m not here, anyone in the office can help you.” She gave me directions and closed with, “I hope to see you soon.”

The next call I made was answered

with a great deal of enthusiasm. The consultant asked for my name right away, and I could hear the smile in her voice as she spoke and offered her assistance. I explained that I was new to the area and needed to find a place to live right away. The consultant asked questions to determine my needs and find out what was important to me. She told me there were only two apartments available, and briefly described the positive attributes of each one. She asked when I would like to come by, and we discussed the driving distance and the fact that it was raining. The consultant said, “It’s been kind of slow today because of the weather. If you want to wait and come by tomorrow, I’m sure the apartments will still be available.” I said, “I think I’ll do that.” The consultant said, “Great! I’ll see you tomorrow!”

My final call was met with an energetic greeting and an immediate offer of help. When the consultant learned that I needed an apartment immediately, she said, “Well, you better get right over here because I only have one left!” I laughed and asked if she could tell me a little bit about it first. The consultant described the apartment interior, as well as the view. She explained that the “view apartments” don’t open up very often, and said this one was especially nice because of its southwestern exposure.

The consultant said she had a model to show, and she could take me by the location of the apartment for rent. She told me they were still getting it ready, but that I could Continued on page 4

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RENTAL HOUSING JOURNAL COLORADO

Urgency ...continued from page 3

Dear Maintenace Men: ...continued from front page

move into it by the week-end. The community that stands out from all consultant asked if I had time to the rest? Could it be a unique floor come over right now. She said she plan or desirable location? What had another appointment in an hour about the easy access to area conveand if I waited, the upcoming apart- niences or your sensational staff? ment would probably be gone. I Whatever it is, use it to create urgenagreed to come over within the next cy to get your callers to visit TODAY! twenty minutes. The consultant then Tomorrow is TOO LATE! By then, gave directions carefully, since I had they will have already rented from stated I was new to the area. She sug- the leasing consultant who invited gested I bring along her phone num- them to visit YESTERDAY! ber, in case I get lost so I could call from the road. Before we hung up, she asked for my number to be able to check back with me if I didn’t make it by. The consultant thanked me for calling and ended with, “I look forward to meeting you. I’ll see you when you get here.”

What are you doing to create URGENCY when the telephone VALLEY, METRO, ARIZONA rings at your community? How do you convince the caller that what you have to offer is worth their time SECRET SHOPPER Provided by: and consideration? Your community SHOPTALK SERVICE may be just one of a dozen competEVALUATIONS Phone: ing for their attention. Why should 425-424-8870 E-mail: Joyce@shopthey visit YOUR place, and why Jan, Mar, May, Jul, Sep, Nov, talkservice.com Website: www.shoptalkshould they DO IT NOW? Is there service.com something about your apartments or

perfect, don’t worry, caulk the corners, and the mistakes disappear.

Also caulk the top and bottom rails of the molding and it will look like an expert did the installation. Good Luck.

Dear Maintenance men: I am aware of having a disaster preparedness kit for my family, however, what do I do for my apartment building?

Jason

COLORADO

Dear Jason: A quick list of what should be in your family disaster preparedness kit: Flashlight with batteries, canned goods, a Gallon of water per person, a knife, Meds and blankets at minimum. Now this works ok for a family, but may not be APT. NEWS appropriate for an apartment building. The residents may very well shelter in place during a disaster and be fine. What may be in danger is your property! Start with a bit of preventive disaster maintenance.

DENVER METRO • COLORADO SPRINGS • BOULDER

4: Locate and mark the main gas or fuel oil shut-off valve.

5: Write down and post this information in a public area of your apartment building, including emergency phone numbers and how to get hold of management.

Alternatively; Post this information on the inside of a kitchen cabinet door in each rental unit.

QUESTIONS? QUESTIONS? QUESTIONS?

ON-SITE

Salsbury Industries

The Industry Leader in Quality

or hydro jet at least once a year.

(A Friday evening main back-up is a disaster.)

1: Locate the main water shut-off valve and any minor shut-off valves. Make sure the valves are in working order. If they are gate valves, it might be time to upgrade them to ball valves. Old gate valves are notorious for breaking valve stems at the moment you need them to work.

2: Locate and clearly mark the main electrical panel.

3: Locate and mark the main sewer clean-out. Run a mainline snake

We need more Maintenance Questions!!!

To see your maintenance question in the “Dear Maintenance Men:” column, please send submission to: Questions@BuffaloMaintenance. com Please “Like” us on Facebook.com/ BuffaloMaintenance Bio: Please call: Buffalo Maintenance, Inc for maintenance work or consultation. JLE Property Management, Inc for management service or consultation Frankie Alvarez at 714 956-8371 Jerry L’Ecuyer at 714 778-0480 CA contractor lic: #797645, EPA Real Estate lic. #: 01460075 Certified Renovation Company Websites: www.BuffaloMaintenance. com & www.ContactJLE.com www.Facebook.comBuffaloMaintenance

Resolutions ...continued from page 3 Contact Us Today for a Free Catalog!

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ants and help the environment. A landlord's office should be as green as the rental units themselves. Using email and telephone to communicate with tenants saves paper and also speeds up the process. Energyefficient computers, fax machines and scanners all use less electricity.

Print fewer checks and pay bills online or sign up for online bank statements. While you may have many other resolutions set for 2014, definitely consider these as they are simple to implement and will no doubt benefit your business moving into the New Year.

COLOR

DENVER METRO • COLORADO SPRINGS

1/8 Page 4 7/8” x 3 5/8” On-Site3a

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Katie Poole – Hussa is a Licensed Property Manager, Continuing Education Provider and Principal at Smart Property Management in Portland, OR. She can be reached with questions or comments at Katie@ SmartPM.com.

Advertize in Rental Housing Journal Colorado (503) 221-1260 www. rent alhous ing j ournal.com

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Rental Housing journal Colorado • December 2013