How to Be the Best Property Manager in Your Market

When it comes to growing and scaling your property management business, standing out is everything.

In today’s crowded market, simply being “good” doesn’t cut it. To attract the best clients, keep your properties filled, and create a thriving business, you need to be unforgettable. So, what sets you apart from every other property manager out there? Why should tenants and property owners choose you over the next guy?

Here’s the deal—top property managers don’t just manage properties; they create unique, value-packed experiences that people can’t find anywhere else. They build trust with tenants, provide unmatched service to owners, and run their business like a finely-tuned machine. This article will walk you through how to be the best property manager in your market, so you’re not just another option—you’re THE option.

Ready to claim your spot at the top? Let’s dive in!

1. Prioritize Communication
   If you want to be the best property management company, communication can’t just be a priority—it needs to be what sets you apart from the crowd.Great communication is how you build relationships that last. It’s not just about sending rent reminders or maintenance updates; it’s about creating a connection, a reason for them to stick around. So, how do you do it? Treat every touchpoint as an opportunity to serve, not just inform.Keep things personal and don’t let automation take over the human element. Automate the basics, sure, but make sure they still feel your personal touch. Think of the emails, updates, and check-ins like a “value ladder” for your tenants and owners. They start with basic info, but over time, they’ll be investing their trust in you because you’re building that relationship every step of the way. And when problems pop up? Jump on them fast. Show your tenants and owners that you’re there for them.
2. Invest in Ongoing Education
   Just like in any industry, things are constantly evolving in the property management world—new tech tools, tenant expectations, and market dynamics. The best way to stay ahead of your competitors is by leveling up your team’s skills through continuous learning.Looking for inspiration? Consider joining programs like the DoorGrow Mastermind, which provides a wealth of training resources and instruction from industry experts. This can be a cost-effective way to keep leveling up. If you’re focused on how to be the best property manager, it all starts here.

   Think about it like this: would potential clients rather have a manager that’s just going through the motions, or one that’s driven by the latest insights and methods? Remember, when your team is better equipped, they’ll provide better service, making your company more valuable. Ongoing education is a “secret weapon” for property managers who want to keep scaling. Don’t just manage properties; become the company that tenants and owners can trust to stay ahead, always improving.

3. Be an Expert in Local Laws & Ordinances
   One legal misstep can cost you big—time, money, and trust. But when you understand the ins and outs of the laws and ordinances that impact rentals in your market, you’re playing the game at a whole new level. It’s about more than just “staying compliant”—it’s about staying in control, building a business that’s ready for anything, and building confidence with both tenants and owners.By staying educated on federal laws and local ordinances, you’ll make better decisions, avoid costly mistakes, and earn a reputation for reliability. Remember, this knowledge doesn’t just prevent issues—it positions you as the go-to expert. Be the property management company that knows the rules and wins the game.
4. Protect Your Clients
   Effective tenant screening is all about reducing risk while setting up each property you manage for success. With thorough tenant screening, you’re ensuring reliable rent payments, protecting property value, and fostering a positive environment for all tenants. This is the foundation for a profitable, long-term management strategy and easy way to differentiate yourself from others.Now, how do you nail tenant screening? First, make it systematic: credit checks, background checks, income verification, and rental history are must-haves. But don’t stop there—go beyond the basics. Take time to talk with past landlords, ask questions that reveal a tenant’s habits, and use your experience to read between the lines. Every good tenant you place saves your client thousands in potential eviction costs, property damages, and vacancies.

   This level of detail and effort in screening shows your clients you’re serious about protecting their investment. Effective tenant screening isn’t just a checklist—it’s a way of building trust and proving you’re the expert they need. Make it your competitive edge, and you’ll be the go-to property manager every client wants.

5. Build the Right Team
   If you’re serious about learning how to be the best property manager in your market, you need to start with the right team.Think of your team as your “growth engine”—every person plays a role in creating that exceptional experience that clients and tenants remember. It’s not just about hiring anyone with the right resume; it’s about finding the people who align with your vision and values, the ones who are as committed to excellence as you are. And that’s where a top-notch applicant tracking system (ATS) and hiring system come into play. The right ATS can streamline the hiring process, so you can move quickly, stay organized, and never miss a great hire.
6. Implement the Right Property Management Software
   
   The right property management software is a must—but with so many options on the market, how do you pick the one that’ll work for you? Each software has its own features, and it’s crucial to find the one that matches your needs, budget, and vision. Think about it like choosing a tool for scaling: the wrong one can hold you back, while the right one can propel you forward.Start by defining what matters most. Do you need strong accounting capabilities? Automated tenant communication? Online rent collection? Look for a software platform that offers a mix of everything, but don’t get caught up in paying for features you won’t use. There’s no “one-size-fits-all” answer here. Some systems are ideal for small portfolios, while others shine with advanced analytics for larger operations.Investing time to explore demos and reading reviews is key. You can also learn about our recommendations for the ultimate property management software stack by checking out the video above.
7. Build a Referral Network
   Building a referral network of local realtors is a game-changer. Realtors are plugged into the community; they know buyers, sellers, and investors looking for property management services. By connecting with them, you’re building a steady pipeline of referrals—and setting your business up for long-term growth without massive marketing costs.Think about it: when a realtor trusts you enough to send clients your way, it’s like getting an endorsement from someone already respected in the community. But here’s the secret sauce: don’t just treat them as “referral sources”—make them true partners. Offer realtors something valuable in return.

   Many of our clients use a realtor referral program to drive partnerships. You can also create a system for reaching out to local agents. Host a casual coffee meetup, connect through social media, or attend local realtor association events.We cover this in-depth in our Referral Secrets course (part of the Mastermind program).

8. Dial in Your Operations
   Dialing in your operations is essential for how to be the best property manager—and that means embracing process automation software. Imagine running a machine where every part works together seamlessly, where nothing slips through the cracks. That’s what process automation does: it transforms your day-to-day tasks into efficient, repeatable systems, freeing you and your team to focus on what really matters—providing excellent service and growing the business.That being said, you don’t want just any process automation software. The most effective automation tools are designed specifically for property managers. DoorGrow Flow fits the bill perfectly. This turnkey automation platform comes with several purpose-built automations, which you can customize as you see fit.
9. Make the Right Impression with Effective Branding
   The right branding is everything. Branding is your first impression, your voice, and your promise to clients and tenants. It’s what tells them you’re not just another property management company—you’re the one they can trust.If you haven’t refreshed your brand in years, it might be time for a makeover. Your brand should reflect where you are now, your unique value, and where you’re going. Working with an expert marketing team can make rebranding easy and powerful.

   Dive into your company’s strengths and values, update your logo, color scheme, messaging, and even your website to reflect a fresh, professional image. The ultimate goal is to craft a cohesive, memorable brand that connects with today’s clients and tenants—making them more likely to choose and stick with you. Need help with a property management website or logo? Learn more about our DoorGrow branding services.

10. Surround Yourself with the Right Support
    Getting support from your peers is key for how to be the best property manager in your market. Building a network of like-minded property managers who know the ins and outs of this industry is a game-changer. You’ll get fresh ideas, new strategies, and support when things get tough.One of the best ways to do this? Join a property management mastermind group. Mastermind groups bring together top players focused on growth, innovation, and problem-solving. Imagine sitting down with other property managers who’ve faced the same challenges you have. They know what it’s like to handle tenant issues, manage maintenance, and work with difficult clients. In these mastermind sessions, you’ll get practical advice from people who’ve been there and done it. You’ll hear success stories, learn about tools that work, and discover shortcuts that can help your business scale faster.

    Plus, mastermind groups provide accountability, pushing you to reach your goals. When you’re surrounded by driven, knowledgeable peers, you’re inspired to bring your A-game. This kind of support doesn’t just improve your business; it gives you confidence and clarity to move forward. To truly stand out as the best, make peer support a priority—join a mastermind group, and watch your business grow.

    Call us biased, but we think the DoorGrow Mastermind is the best resource for property managers looking to grow and scale. Learn more here to get started.

Take Things a Step Further

Becoming the best property manager in your local market isn’t just about following industry standards—it’s about setting them. To truly stand out, you need to commit to ongoing growth, innovation, and service that goes above and beyond. From implementing top-notch property management software and refining your branding to building a network of trusted realtors and a supportive peer group, each step brings you closer to that goal.

Let our team show you how to be the best property manager possible. We’ve helped hundreds of property managers across North America and would love to do the same for you.

Schedule a no-obligation consultation today.