Today, managing your reputation is closely tied to what happens online, where reviews heavily influence how people view your business. This is where hiring virtual assistant companies becomes helpful.

As the famous Warren Buffett said, "It takes 20 years to build a reputation and five minutes to ruin it." In property management, those five minutes could be a missed call, a delayed email response, or an unanswered maintenance request.

The first step to protecting your reputation is identifying the hidden threats. So we’re here to help you uncover some seemingly minor habits that could be silently harming your online presence. 

5 Habits That Can Damage Your Reputation

1. You Are Relying on Voicemail 

Voicemail might seem convenient, but it can also be a silent reputation killer. Statistics reveal that most callers simply won't leave a message if they don't reach a live person. In fact, 80% of callers will turn to a competitor who does answer the phone.  That's a missed opportunity you can't afford.

Relying on voicemail not only risks losing potential leads but can also damage your existing relationships. Think about it – who wants to be greeted by a robotic voice when they have a question or concern? It feels impersonal and leaves your tenants feeling unimportant.

So, what's the solution?

• Create dedicated lines: Set up separate lines for leasing, maintenance, and emergencies. This way, calls get directed to the right person every time.
• Hire a call center: During off-hours, a call center can ensure every call gets answered, keeping owners and tenants happy.

2. You Are Not Prioritizing Customer Service

Exceptional customer service isn't just about answering calls quickly—it's about being consistently available and responsive across all channels. Property owners, tenants, and vendors expect seamless communication. Whether it's an email about a property, a text about a maintenance issue, or a request for more information, slow or inconsistent responses can create a negative impression.

Remember, in this digital age, every interaction has the potential to become public. When communication lags, frustration builds. This can easily translate into negative online reviews on different platforms like Google, Yelp, or social media. These reviews are often the first thing potential tenants see when researching your properties, and negative feedback can significantly harm your reputation and deter future business.

So, how can you improve your customer service and protect your online reputation?

• Streamline processes: Implement systems to track and manage inquiries efficiently. This could include a centralized inbox for customer messages or a ticketing system for maintenance requests.
• Offer virtual tours: Give prospects the flexibility to view properties on their own time, increasing convenience and demonstrating your commitment to a modern customer experience.
• Prioritize maintenance requests: Address maintenance issues promptly and professionally. A well-maintained property and responsive service lead to happy tenants and positive word-of-mouth.

By going above and beyond to meet the needs of your customers, you'll not only prevent negative reviews but also foster a loyal community that shares positive feedback online. Remember, happy clients are your best brand ambassadors!

3. You’re Working With an Understaffed Team

Being understaffed is a recipe for disaster. Mistakes happen, deadlines get missed, and customer service suffers. In property management, this translates to dissatisfied owners, unhappy tenants, poor online reviews, and a tarnished reputation.

The solution? It might be simpler than you think.

• Evaluate and adjust: Take a hard look at your current workload and staffing levels. Are your employees constantly swamped? It might be time to add to your team.
• Hire virtual assistants: These skilled professionals can handle a wide range of tasks, from answering calls to coordinating maintenance, freeing up your in-house staff to focus on what they do best. Here’s what makes hiring one a wise move:
• Affordability: At VirtuallyinCredible, our virtual assistants start at just $8.25 per hour, a fraction of the cost of hiring a traditional employee with salary, benefits, and overhead. 
• Flexibility: No long-term commitments here. You can hire our virtual assistants on a month-to-month basis, scaling your team as needed. Direct hire option is also available. 

Where can you find virtual assistants?

While freelancing websites exist, it's often better to partner with reputable virtual assistant companies like ours. We provide reliable, pre-vetted virtual assistants who are managed by experts. This means you get a team player who's ready to hit the ground running, minus the headaches associated with the hiring and vetting process.

4. You Are Overworking Yourself and Your Team

Are you constantly putting in 50+ hour weeks? While your dedication is admirable, it's not sustainable. Overworked employees are more likely to make mistakes, provide poor customer service, and become burned out.

Take a step back and consider:   

Outsourcing Tasks

Free up your valuable time by offloading those tedious, time-consuming tasks to an affordable virtual assistant. Our virtual assistants can handle everything from scheduling appointments and managing emails to data entry and social media updates. This allows you to focus your energy on strategic planning, building client relationships, and growing your business.

Improving Call Management

Don't let high call volumes overwhelm your team and lead to burnout. During peak periods or when your in-house staff is stretched thin, partnering with a call center can ensure every call is answered promptly and professionally. This not only improves customer satisfaction but also prevents those dreaded negative reviews that can plague your online presence. A 24/7 call center acts as an extension of your team, ensuring consistent and professional communication while freeing you and your staff to focus on other essential tasks.

5. You Are Not Leveraging Technology

In this digital age, relying on outdated systems is a recipe for a damaged reputation. If your current methods are not up to par or your processes are inefficient, it’s time to innovate. 

Here's how to modernize:

Offer Immersive Virtual Showing

Gone are the days of scheduling multiple in-person showings. High-quality virtual tours allow prospects to explore properties from the comfort of their own homes, increasing engagement and saving valuable time for both you and potential renters. 

Take it a step further by optimizing these tours for search engines. This includes using relevant keywords in titles and descriptions and ensuring fast loading times. By making your virtual tours easily discoverable online, you'll attract more potential renters and boost your online visibility.

Sound like just another task on your never-ending to-do list? Overwhelmed by the thought of creating virtual tours, let alone figuring out how to make them show up on Google? You're not alone. Many property managers feel the same way.

Let Us Help

But here's the good news: VirtuallyinCredible is here to help. We'll guide you through every step of the virtual showing creation process, from providing expert training on filming techniques to optimizing your tours for search engines so they get seen by more potential renters.

With our virtual showing service, you'll gain the skills and confidence to create high-quality virtual tours that showcase your properties in their best light. We'll help you leverage this powerful tool to attract more leads, increase engagement, and ultimately fill vacancies faster.

Don’t just take our word for it, hear from one of our clients - Pete Hooymans of Melbourne Real Estate

Honestly the best bang for buck marketing idea we have ever implemented in 20 years of trading. My mind boggles at the number of hits we get weekly on normal apartments – sometimes 400 + views. For some of our key phrases such as ‘Melbourne property management’ we now unbelievably rank number 1 on page 1 across google and in some cases number 2 as well !!

Streamline Operations 

You can find modern property management software that can automate tasks, centralize communication, and give tenants a self-service portal. But even the best software needs a human touch. 

A virtual assistant can help you implement and maximize the benefits of property management software, ensuring seamless integration with your existing processes and providing personalized support to tenants. This can revolutionize your workflow, saving you time and resources while enhancing customer satisfaction.

Turn to One of the Leading Virtual Assistant Companies to Improve Your Online Reputation

Ready to improve your property management business’s reputation? VirtuallyinCredible is one of the leading virtual assistant companies that you can trust. Our virtual assistants can help streamline your operations and manage essential tasks, allowing you to focus on enhancing customer satisfaction. Schedule a demo today to learn more!