5 Conversations to Have Before Your Christmas Break

Let me be honest - we're in the final countdown to Christmas 2024 (yes we are only 27 working days away 😱), and I can feel the tension building. In property management, December always brings that unique mix of holiday spirit and mild panic, doesn't it?

Today, I want to talk about five crucial conversations you need to have before you put up that out-of-office message. Trust me, spending a few minutes on these chats over the next few weeks will save you from those dreaded holiday emergency calls (you know, the ones that always seem to come right in the middle of Christmas lunch).

The Vacant Property Conversation

I was talking with one of our property managers yesterday who's dealing with three vacant properties. Her owners are understandably anxious about the holiday period, especially with the current economic pressures.

Here's how I suggested she handle it:

"Hi Sarah, I know this vacancy is playing on your mind, especially with Christmas around the corner. Let me walk you through our holiday strategy. We've got virtual tours running 24/7, which means potential tenants can view the property even during the break. We're maintaining our marketing presence throughout the holidays, and I've already scheduled our first open home for January 2nd. January traditionally brings lots of movement with job transfers, so we're positioning ourselves to capture that market. Would you like me to explain our holiday marketing approach in more detail?"

The Moving Out Chat

This conversation is absolutely crucial - because none of us want to deal with key returns or surprise property issues in January.

I recommend a friendly but clear approach:

"Hi Tom, I wanted to check in about your move-out during the holiday period. Have you managed to book your cleaners? Excellent. Let's talk about the key return process - I'd rather make this as smooth as possible for you, especially during such a busy time..."

The New Tenant Check-In

For those who've just moved in or are about to, a quick conversation now can prevent those holiday emergency calls:

"Hi Lisa, I wanted to check how you're settling into the property. Is everything working as it should? Let's quickly run through the holiday emergency procedures so you know exactly what to do if you need help while our office is closed..."

The January Move-In Preparation

Those January move-ins need special attention. A conversation now means they can actually enjoy their Christmas break instead of worrying about their upcoming move:

"Hi Michael, I'm calling about your January 3rd move-in. I know moving right after the holidays can be overwhelming, so I wanted to make sure we've got everything organised now. Let's go through the key collection process and what you'll need on the day..."

The Maintenance Update

This one's particularly important this year, with the ongoing challenges in getting trades and parts. Being upfront now prevents frustration during the holiday period:

"Hi Kate, I wanted to update you on the dishwasher situation. I know this isn't ideal with Christmas coming up. Here's what we're doing to help in the meantime, and here's our timeline for the permanent fix..."

Why These Matter So Much Right Now

The property management landscape has been particularly challenging in 2024. Between interest rates, cost of living pressures, and changing regulations, everyone's feeling the strain. That's exactly why these pre-Christmas conversations are so important.

Think of them as your gift to yourself - setting up a smoother start to 2025. Because who wants to begin their new year dealing with issues that could have been prevented with a quick chat?

Making It Happen

I know you're looking at your to-do list right now and wondering how you'll fit these conversations in. But consider this: would you rather spend 30 minutes making these calls now, or three hours dealing with emergencies during your holiday break?

Block out some time tomorrow morning, grab your favourite coffee, and start making these calls. Future you will be so grateful you did.

Looking Ahead to 2025

As we head into 2025, clear communication will be more important than ever. These conversations aren't just about preventing holiday disasters - they're about building trust that will carry you through whatever next year brings.

Remember, showing this level of care and organisation helps justify your management fees - which we all know will be an important conversation topic in the new year.

Want to learn more about effective property management communication? Visit pmXcite to discover our comprehensive resources and templates designed to help property managers build stronger relationships with their clients.

Ready to enhance your property management communication skills? Join The PM Club at pmXcite for access to our complete library of templates, resources, and our exclusive owner newsletter.

Signing off till next time!

Terri Handy