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Regular staff meetings help improve accountability

19 April 2016 Jay Garcia

One principal has minimised mistakes and surprises by holding formal weekly meetings, as well as daily ‘huddles’ with her team.

Rent.com.au recently conducted a survey revealing that 41 per cent of property management heads meet with their departments on a daily basis.

Carolyn Wright, director of Your Property Manager, said her company conducts weekly breakfast meetings as well as daily ‘huddles’ to ensure accountability and transparency.

“We have a formal off-site meeting every Wednesday from 8am until 9am where I shout my team breakfast, we run through a formal agenda, and it happens off-site so there are no distractions,” she told RPM.


“We run through our rent list, which covers what we’ve currently got for lease, if we’re struggling with anything, any red flags and anything that’s relevant at the time.”

According to Ms Wright, other matters covered during the weekly meetings include feedback from open homes, new and lost business, any social media content the agency may post and owner updates.

“We update our owners three times a week – they’re updated by the property manager on a Wednesday and by the leasing consultant on Mondays and Fridays,” she said.

“We talk about any surprise and delight things that we want to do for owners, such as if any owner or tenant had a baby; any special occasions that we might want to send a gift out for.”

Ms Wright said the weekly meetings are chaired by different team members, which gives everyone the opportunity to present any challenges and wins they may have encountered during the week.

“We have a thing called ‘five-minute focus’ where one of the team members talks about something that they’re focusing on in their role at the moment, and it’s usually the person chairing that does it.”

Ms Wright said her agency also has daily ‘huddles’ where the team meets up to discuss any day-to-day operational concerns they may have.

“One of the principles of Mastering the Rockerfeller Habits [by Verne Harnish] is to make those meetings a stand-up meeting because as soon as you sit down, it sucks up way more of your time.

“It’s just a bit of banter about day-to-day operational things and we also update our operations whiteboard, which lists all of our properties and includes new business and re-letting properties.”

[Related: Communicating effectively with your team]


Regular staff meetings help improve accountability
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