Three Steps to Equip Yourself to Manage Multiple Properties

Co-authored by Mark Harbeke

Are you yearning to scale your value — and your salary — by successfully managing multiple properties for your UHNW principal?

Well, I’ve got good news for you. You can achieve your goal by following my three steps below.

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Three steps to managing more…

Step 1: Define, prioritize and minimize YOUR risks at the main residence

Since your most important role is to minimize your principal’s risk, start by minimizing yours to achieve this goal.

Here are four types of risks we deal with daily and what you can do to minimize them:

1. Staff
   QUALIFY:
   - Define their role
   - Give them task lists
   - Hold them accountable
   DOCUMENT:
   - Execute a NDA
   - Fortify HR documents with driving-, cell phone- and credit card-usage policy agreements
   - Develop an Employee’s Memorandum of Understanding
   SUPERVISE:
   - Check in with them every morning
   - Require their completed punch lists by the end of the day or week
   - Cross train staff with a focus on providing support and teamwork
   - Inspect their work
   - Provide feedback

2. Contractors
   QUALIFY — ensure they’re:
   - Licensed
   - Bonded
   - Insured
   DOCUMENT:
   - Require NDAs
   - Invoke a Contractor’s Memorandum of Understanding
   SUPERVISE:
   - Meet to start work each day
   - Check on them often
   - Inspect work at the end of the day
   - Require a daily work report

3. Mechanical
   DOCUMENT:
   - Compile each appliance’s maintenance history

   - Track maintenance records
   CALENDAR:

   - Proactive and regular maintenance tasks

   - Regular inspections

   REPAIR AND REPLACE:

   - Keep difficult-to-get spare parts on-hand

   - Replace appliances proactively

4. Emergencies
   TRAIN STAFF about:
   - Property utility shut-offs
   - CPR and medical procedures
   - Fire equipment locations
   - Regular training sessions
   MAINTAIN EQUIPMENT AND SUPPLIES:
   - Inspect fire extinguishers
   - Charge and regularly test medical life saving devices (AED)
   - Test smoke detectors
   - Refresh emergency food, water and supplies

The above is a long list. But look at the results you’ll get from putting them in place — propelling you on your path towards scaling your services to additional properties:

• Your staff is better trained and qualified to minimize accidents

• You’ll have teamwork in place increasing the likelihood that your staff will ask for help from each other and can cover for each other when needed

• Your contractor will understand expectations minimizing damage to the property and leaving less of a mess

• Your mechanical systems are proactively maintained and replaced and less likely to fail

• Your emergency plan and supplies are in place and your staff knows what to do when one happens

Now that your risks are minimized…

Step 2: Systemize EVERYTHING (create templates, processes and procedures)

The work that you did in Step 1 provides the content, specific to your principal’s property, that makes up the following. The goal is to create easily understandable and implementable documents that can be duplicated and used at additional properties.

Here’s what I advise as must-haves for:

Templates

• HR policy, job descriptions, recordkeeping

• Contractor MOU, NDA, contact info

• Emergency procedures and supply lists

• Appliance and mechanical maintenance recordkeeping

• Scripts and emails for onboarding new staff and vendors

Processes and procedures

• Schedule maintenance

• Maintenance punch lists (daily, weekly, seasonal, annual)

• Assign work and track progress

• Schedule and implement training

• Expectations and protocol for developing teamwork

Lists to include:

• Assets to take in case of emergencies

• Prescription medication

• Driver’s license, passports

• Pet care, food and medications

And don’t forget about emergency contact info:

• Staff’s spouse or family

• Insurance providers

• Doctors, vets

• Poison control

• Utility companies

• Neighbors

Step 3: Communicate and delegate

You’ve put in the time and legwork to compile your documents and you know what needs to get done and when. The final step involves leveraging your “boots on the ground” to manage all of the new properties your principal assigns you — including ones you may never see in person.

Make sure to maintain frequent communication with, and delegate liberally to, your:

• House managers,

• Housekeepers,

• Maintenance technician, and

• Handyman

You might also consider hiring a personal assistant, if one is not already on staff, to ensure you can implement all that needs to be done in order to perform your number-one function (which, again, is to minimize your principal’s risk).

Now you’re ready to manage more!

That’s more…

• Staff

• Properties

• Events

• And anything else your principal throws your way

If you need to fill in some gaps in your management templates, check out my luxury home and lifestyle templates, here:

AND, if you want to do a deeper dive into this information, I did a 20-minute Coffee With Kelly session where I provided more detailed formation. You can listen here:

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I hope this is helpful information. If there’s a way I can help you improve your performance and service, please reach out. I’d love to hear from you.

You’ve got this!

xo

Kelly