As I often say in on-site workshops, “If you want to get as much business as everyone else gets, then do the things that everyone else does.”  Until recently, that approach ensured that any given vacation rental company would get its “fair share” of the market. To find new owners, all one had to do was to check real estate transaction reports, send postcards to solicit new owners, and bribe top realtors into forwarding on their leads. Likewise, keeping existing owners was fairly easy; just return phone calls and emails “reactively” and keep a revenue stream coming in that at least covered the owner’s mortgage payment.

However, like most other industries, the VR business experienced a significant and sudden disruption in the marketplace. Suddenly, long term owners of top-tier inventory were giving notice of exiting, while responses from new owners to the old marketing efforts slowed to a trickle.  Established companies found their legacy models being disrupted by new start-ups purchasing existing VR companies.  These disruptors are backed by seemingly unlimited venture capitalist funding, enabling guaranteed rental streams and lower commission structures.  If you are not yet experiencing disruption, it is only because they have not found their way into your market just yet, but they are coming one day soon.

What can locally branded companies do to fight back? The following are some of the best practices that I recommend for our VR client companies.

How To Sign New Homeowners:

  • Personalize the correspondence. Rather than a generic postcard, reference something special and specific about their new home. Reference the names and addresses of other homes you represent nearby.
  • Sell the advantages of being a local brand. Include a picture of property manager(s) and a group shot of your operations team. If you have in-house maintenance, laundry, or housekeeping speak to that too.
  • Be diligent and timely with follow-up.  Rather than just sending one postcard, use a “drip” style campaign, again personalizing the messaging. Continue even if they sign elsewhere.
  • When homeowners inquire about changing but do not switch, stay in touch with personalized messages every two or three months. Vary the mediums used from handwritten notes to emails to video emails and camera phone pics, but when the season draws to a close place a phone call.

How to Keep Existing Homeowners.

  • Organize a process for connecting with every homeowner every four months. Start by entering all homeowners into a lead tracking system. If necessary, start with an Excel or GoogleDocs spreadsheet, or use one of many excellent cloud-based CRM tools. (I like which runs about $12 per month.) Trace each owner for a 4-month follow-up. If you end up connecting sooner, re-trace them for 4 more months out.
  • Vary the medium; for example, first make a phone call, next an email, then a handwritten note, etc…
  • The message should be brief but personalized. Examples: comment on how well an upgrade or improvement is being received; share a recent positive review; give an update on their community or neighborhood.
  • Rather than sending birthday messages to owners, how about sending them an anniversary card of the date they joined the program?
  • Close the loop on upgrades and repairs. When a major replacement or repair is completed, have maintenance take a camera phone pic.  If an upgrade was made, look through recent reviews for comments relevant to the change. (This can count as one of your “four-month” touches.)
  • Convey that you are personally engaged with their home. Most VR companies seem to use an annual inspection checklist; be sure to share it with the owner. While in their home, shoot a camera phone picture or a video email message to let the owner actually see their main contact there.
  • Let owners know your company is working on their behalf. Let them see pictures of your staff at educational sessions, training workshops and industry conferences.  Share “frontline hero” stories of where your maintenance and operations staff resolved difficult guest situations and emergencies. Talk about the new tech you are implementing.
  • Make annual reviews more engaging.
  • Make them easy to schedule by using an online scheduling tool (I like which is about $10 bucks a month.)
  • Once scheduled, ask the owner to be by a computer if possible and so you can use an online meeting tool and “screen share” to show what you are covering, such as guest reviews, contract terms, revenue reports etc… Use a “highlighter” tool to circle or underline key points discussed.
  • Have your owner relations rep share their webcam; ask the owner to share theirs too, but even if they decline this makes for a more personally engaging conversation.
  • Sort through reviews to find those that are “actionable” and tied to improvements that can help increase rents. (Copy/paste actionable reviews into your CRM as the year progresses for quick access.)
  • Finally, when despite all your best efforts an owner still leaves, be helpful with their transition. Send them a thank you note or personalized message (again a camera phone pic or video email). Then put them back in your trace system and reach out again every four to six months to invite them back.

As Published Previously In

By Doug Kennedy
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