introductions your name where you work your job responsibilities how long you have been in the...
TRANSCRIPT
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Introductions• Your name
• Where you work
• Your job responsibilities
• How long you have been in the industry
• What you hope to get from this class
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Agenda• Customer Service
• Occupancy Management: From Applicant to Resident
• Technology
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Chapter 1
Customer Service
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Three Keys to Good Customer Service
• Communication
• Attitude
• Relationships
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What do you think of when you hear the phrase “Good Customer Service?”
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Listening
• Be ready to listen
• Pay attention to verbal and non-verbal language
• Use active listening skills
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Communication
• Body Language 55%
• Tone of Voice 38%
• Words 7%
100%
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Active Listening
• Non-verbal gestures - eye contact, nodding
• Creating checkpoints – “So what you are saying is…”
• Encouraging the speaker – okay
• Always summarize to ensure you are on the same page
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Activity #1
Empathetic Listening
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Attitude
Choose your attitude!
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Building Relationships• Express a genuine interest in the other
person
• Be genuinely friendly
• Create physical rapport - mirroring
• Be an active listener
• Seek agreement
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Activity #2
Ultimate Question
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Skill Check #1
Chapter 1 – Customer Service
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Chapter 2
Occupancy Management: From Applicant to Resident
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Occupancy Management: From Applicant to Resident
• Who completes the application• Importance of completing• Number of applications required• Fees and security deposits• When to deposit checks• Drivers license• Screening process
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Laws• Equal Credit Opportunity Act
• Fair Credit Reporting Act (FCRA)
• Fair and Accurate Credit Transaction Act (FACTA)
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Equal Credit Opportunity Act
• Makes it unlawful to discriminate against someone with respect to any aspect of the credit application on the basis of race, color, religion, national origin, sex, marital status, age and gender.
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Fair Credit Reporting Act (FCRA)• Designed to protect the privacy and insure the
accuracy of consumer report information• Requires landlords who deny a lease based on
information in the applicant’s consumer report to provide the applicant with an “adverse action notice”
• 3 most significant CRAs – Equifax, Experian, TransUnion
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Fair and Accurate Credit Transaction Act (FACTA)• Reauthorizes FCRA
• Addresses consumer concerns about identity theft and inaccuracies in consumer reports
• Gives consumers the right to limit how businesses can use their non-public personal information
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Screening Criteria• Credit history • Income• Rental history from previous landlords• Eviction records• Criminal background• Social security number or individual tax
identification number• Check writing history
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Credit Report
• Acceptable accounts ratio
• Debt to income ratio
• Rent to income ratio
• FICO score
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Criminal History ScreeningBefore any review or check is conducted,
you must:
• inform the applicant that the criminal background check will be done
• obtain an appropriate written authorization to check the applicant’s criminal history.
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January 2003 HUD Memo
“It is acceptable to refuse to rent to applicants as long as your decision is based on citizenship or immigration status. It is acceptable to require documentation of citizenship or immigration status.”
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Proof of Legal Residence
• US Citizen by birth – birth certificate or US passport• US Citizen by naturalization – naturalization
certificate• Immigrant – Permanent Resident Card or green
card• Non-immigrant – a passport from the native country
and/or a visa• Refugee – same papers as a non-immigrant• Asylee – an I-94 form
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Community Guidelines
• Income
• Occupancy
• Vehicles
• Pets
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Possible Outcomes of Screening• Approved
• Approved with conditions
• Denied
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Acceptance or Denial Notification• Applicants must be advised in the same
manner• Follow exact rules on timing, format and
acknowledgement• Do not leave a voice message• Have a policy on how to handle if the
applicant cannot be located• A denial requires a letter with clear reasons
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Activity #3
Applicant Screening
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Applicants without SSN
• What you can do
• What you cannot do
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Co-signers
• Complete a co-signer agreement
• Sign the lease
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Deposits/Fees
• Application fee
• Holding deposit/Application deposit/ Administrative fee
• Security deposit
• Pet deposit
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Lease• A legally enforceable contract that grants a
resident the rights and responsibilities of possession and use of an apartment for a specified period of time.
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The Lease
• Basic elements
• Occupant Changes
• Community Policies
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Move-In Procedures• Set an orientation walk-through
appointment with the resident• Prepare copies of lease• Provide a move-in packet• Conduct walk-through• Collect rent• Provide keys• Place a follow-up call
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Maintenance Orientation Agenda• Location of circuit breaker box• Use of all major appliances• Overview of the HVAC system• Opening and closing of window and door locks• Operation of light switches and wall outlets• Light bulb policy• Operation of toilet• Operation of garage door openers• Operation of alarm system
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Resident RetentionControllable reasons that can reduce turnover:
• Staff performance
• Maintenance response time
• Office responsiveness
• Maintenance work quality
• Office staff work quality
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Emergency Requests• No electricity • No plumbing or water• Major water infiltration• No heat (55-60°)• No air conditioning over 86-90°• Smoke alarms or Carbon Dioxide
detectors sounding• Apartment access problems
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Key Policy• Key systems• Key control• Vacant units• Model units• Move-ins
• Move-outs• Key release form• Key release log• Lost keys• Lock changes
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Resident Newsletter• A publication that is put out by the
management company to provide helpful information to all residents in the community.
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Types of Criminal Activity
• Resident-Resident disputes
• Domestic violence
• Drug dealing – what are the signs?
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Activity #4
What Would You Do?
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File and Retention Guidelines
• Active lease files• Inactive lease files• Service request files• Vendor files• Payroll files• Personnel files• Month-end reports• Financial statements
• Incident report file• Detailed unit status
report/guest cards• Data backup diskettes• Fair Housing/ADA
Modifications/ Accommodation Request file
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Rent Policies and Procedures
• Due dates
• Discounts
• Late fees
• Delinquency reports
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Rent Roll• Apartment number
• Move-in date
• Lease expiration date
• Rental rate
• Amount collected
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Ways to Combat Rent Delinquencies• Late rent notices
• No concession
• Eviction notices
• Payment in full – post payment first to other charges then to rent
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Three Keys to Ensuring Rent is Paid on Time• Be persistent – remind residents that their
payment is late.
• Be consistent – follow your written policy in same way month after month, year after year.
• Be firm – do not make exceptions
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Methods of Payment• Personal checks
• Money orders
• Certified checks
• Cashier checks
• Electronic payments
• Credit card
• Cash?
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Why Rent Increases? Rent increases help:• Cover rising costs• Recover losses• Add amenities• Make repairs• Upgrade the property• Increase the value of the property• Meet owner objectives
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Move-Out NoticeWhen you receive a written move-out notice,
• Try to save the lease
• Explain move-out procedures
• Ensure all lessees have signed notice
• Write time and date notice received
• Rent charged until keys returned
• Obtain forwarding address
• Send a move-out letter
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Move-Out Letter• Explanation of any balances• Specific cleaning requirements• Reminder that fixtures the resident permanently
attached to the wall must be left in place• Final inspection details• Request for forwarding address information• State law information regarding not providing
forwarding address.
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Move-out InspectionSchedule an appointment
Complete the move-out inspection
Look for:
• Cleaning
• Carpets
• Damages
• Equipment
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Deductions for Cleaning and Damage• Reasonable deductions
• Painting
• Rugs and carpets
• Fixtures
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Deductions for Unpaid Rent
• Unpaid rent
• Extended stay
• Inadequate notice
• Fixed-term lease
• Evictions
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Renewal Invitation Letter• At least 90 days in advance
• Written notification of a rent increase
• Follow-up call within five days
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Legal Reasons to Terminate a Lease• Violation of rental agreement such as:
– Non-payment of rent– Keeping a pet in violation– Addition of unauthorized resident– Subleasing or assigning without permission– Misuse/illegal use of premises
• Providing false information on the rental application or lease.
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HoldoversThree ways to deal with holdovers:
• Renew the resident under the terms of the previous lease
• File court papers for possession of the apartment
• Offer the resident a shorter term or month-to-month lease
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Eviction NoticesThree types of eviction notices include:
• Pay rent or quit notice
• Cure or quit notice
• Unconditional quit notice
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Skill Check #2
Chapter 2 – Occupancy Management: From Applicant to Resident
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Chapter 3
Property Management Systems
Why?
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Property Management Systems
• Leasing
• Occupancy
• Screening
• Rent collection
• Facilities maintenance
• Accounting
• Purchasing
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Billing Management Services
• Improving the bottom line
• Improving resident service
• Built-in charge calculations
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Revenue/Yield Management
• Marketing
• Competitive surveys
Course 1: Management of Residential Issues
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Make Ready and Maintenance Management• Mobile work orders/Pocket PCs
• Maintenance analysis reports
• Spanish capability
Course 1: Management of Residential Issues
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Internet Based Systems
• Community web pages
• Resident portal
• Online leasing form
Course 1: Management of Residential Issues
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Call Center• Works as an extension to your existing leasing
staff• Creates the impression for a prospect that the
call was answered directly by a leasing professional in the leasing office
• Helps capture prospective leads and converts more of those into leases
• Schedules appointments for the prospect to visit the community
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Purchasing• Easily track purchase orders• Implement a purchase approval system• Automate approver notification• Set up online supplier catalogs• Control inventory• Manage budget limits• Import vendor lists from the company's accounts
payable system
Course 1: Management of Residential Issues
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Electronic Payments
• ACH- Automated Clearing House network
• Credit Card
• Check 21
Course 1: Management of Residential Issues
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Screening Applicants
• Instant credit checks
• Instant criminal checks
Course 1: Management of Residential Issues
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Skill Check #3
Chapter 3: Property Management Systems
Course 1: Management of Residential Issues