Poor communication, unmet quotes, unmet service delivery expectations. The decision is made that it’s time to change property management companies. But while it all seems like reason enough to fire them and move on, the management agreement has all but tied the Board of Director's hands.
As often happens, changing Property Management companies in Ontario shouldn’t be this hard, but it is often the case.
We're here to help you know what you need to do before and after you’ve made that critical decision to change management companies, to help you get the service you deserve and to keep the transition as smooth as possible.
Despite a few challenges, all may not be lost, and there may still be an opportunity to turn it around.
It is important to know whether these issues are due to a lack of communication, follow-through, or personal issues with your current property manager before you decide to take action.
Making a list will help you clearly identify your concerns and prepare you for a conversation or sit-down.
Get hold of your company ASAP and explain the situation to a senior representative or managing broker. Perhaps, they aren’t aware of the situation, or they may not understand all the details.
Ask them to put together a schedule of improvement. Together you can capture all the issues that need to be resolved, try to reach an agreement, and create a timeline to have them fixed.
Be sure to check the auto-renewal date in your current management agreement, and the associated terms! When creating the timeline, consider setting evaluation milestones with regard to these terms, which stipulate:
In other words, consider setting your evaluation milestones before the timeframe written notice must be provided prior to the auto-renewal date, so it leaves your Board ample time to consider the renewal or termination of the current agreement.
Set deadlines to accomplish each of the tasks drawn up in the schedule of improvement.
Have you noticed an improvement? If yes, that's great! Make sure to monitor the situation closely and let the managing broker know of any issues moving forward.
If the situation hasn’t improved, it is time to take action. Give the heads-up for the agreement termination as soon as possible, but at minimum, the number of days stipulated in your current management agreement. Keep reading to know what to do to make the switch, and what to look for in a new property management company.
When looking for a new Property Management company in Ontario, the first thing you need to do is to put together a request for proposal. Not only does this give potential property management companies an idea of what your community is looking for, but it helps you and your Board to define and agree upon what you require.
You should include:
A site visit is essential because it will set the tone for your future relationship. Only then, will a property management company be able to understand the complexity of your community and what you are looking for.
Red flag: If a company is not interested in visiting a potential client, it’s a red flag in our book. Their attitude will likely not be any different after they’ve signed an agreement with you. You need a management company that cares.
When meeting new management candidates, have a list of questions prepared that will help you understand whether they are a good fit for your community. These questions will depend on your current situation, needs, demographics and more.
Here are a few questions you should always ask, no matter what your community’s needs are:
Property Management companies in Ontario are still very traditional, and not everyone has adapted to the current trends and needs in service, communication, and technology. You’re looking for more than just a contractual relationship; you want a partner who has the same goals as you and is willing to go the extra mile.
Tip: Ask about their company values!
At Tribe, our values focus on collaboration, service, and gratitude. We are a tech, and a people-forward team of industry specialists focused on serving, caring for and building communities through supportive, timely and efficient practices.
Our philosophy is simple, really…we love what we do, and we’re here for our clients, every step of the way.
Download your Free ChecklistRed flag: If a company is not interested in visiting a potential client, it’s a red flag in our book. Their attitude will likely not be any different after they’ve signed an agreement with you. You need a management company that cares.
Once you meet the company and receive the proposal(s), ask for a copy of the management agreement that the company uses.
Tip: Take a close look at the termination, exclusivity, and non-competition clauses.
Once the decision has been made among the Board of Directors on a management company, it is time to approach your current company for termination. It is likely that your agreement is very restrictive regarding termination. Don’t worry! We’ve broken down step-by-step what you need to do:
At Tribe, we manage all aspects of a transition with our new customers to ensure that the transition process goes smoothly while keeping the board and residents up-to-date at all times. Clear and effective communication is at the core of what we do.
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Changing Property Management companies shouldn’t be a difficult task, but if it is, know that you will be prepared.
It is important to be clear about what you’re looking for, and that if the situation doesn’t change, you will be looking for alternatives. Contact a few property management companies with an RFP, and have a list of questions ready. Remember, the new company must do a site visit to truly understand your needs and situation.
Once you have chosen a new company, it is time to act. Get your board aligned and approach your current company for termination; the new company should take care of the transition process.
At Tribe, we're on a mission to build happier and healthier communities through connection and education and help Condo Boards and owners understand the important aspects of Property Management.