How to properly control the operations of your homes as a concierge.

It is no longer necessary to prove it, owners wishing to make their real estate investments profitable by offering them for short-term rentals have every interest in calling on rental management professionals to do so. However, these experts (concierge services, agencies) must be able to offer a service corresponding to the expectations of their customers. That's where technology comes in!

Among the services provided, a well-established organization must be at the center of the concerns of vacation rental managers. Optimizing the management of janitorial tasks by setting up a well-defined process and automating them wisely will certainly save time and therefore lead to significant growth in a highly competitive and constantly growing sector. Here is an overview of the points to highlight concerning the daily logistics of housing and the collaboration with its teams or subcontractors.

1. Manage the different types of households according to the period and characteristics of the home

Promising that travelers will enjoy staying in a place that is always spotless is one of the most important things to consider as a concierge. To ensure that you always receive more positive feedback on the cleanliness of the premises, it is important to think carefully about the procedure to be put in place so that the maintenance is done as efficiently and as smoothly as possible. First of all, provide the right staff according to the size of the spaces to be cleaned. One and the same person will be able to take care of several studios during the day, while it will certainly be necessary to plan to call on an entire team to rehabilitate a luxury property with garden and pool, if necessary. In order to organize this as best as possible, it is advisable to set up several tools.

Development of a typical household model

Maintaining homes dedicated to short-term rentals requires more than a simple mop. This is why it is necessary to clearly highlight the essential tasks to be carried out between 2 periods of occupation. These can obviously be adjusted according to the specificities of each accommodation, but it is important to always respect a certain number of imponderables such as (non-exhaustive list):

• Vacuum.
• Dust off furniture.
• Clean floors and all surfaces.
• Disinfect the kitchen, the bathroom.
• Check and clean all household appliances (refrigerator, oven, dishwasher, etc.).
• Replace consumables.
• Wash sheets and other household linens.

Setting up a checklist

By setting up such a process, concierge services are sure not to forget anything about what to do and what to check for each rental property. In this way, the people in charge of cleaning only have to respect this logistical process, which may stipulate, for example:

• The number of accommodations to be cleaned and the time slots during which to intervene according to departures and arrivals. There may be intermediate cleaning periods or much more thorough cleaning in low season.
• Control of damage and other degradation possibly caused by certain occupants.
• The assignment of a specific role or missions for each participant.

There are, of course, many others Airbnb cleaning tips and best practices

💡 Tip: It is with the need to set up these business processes in mind that at Yaago, we have developed powerful functionalities related to task management. Such as personalized checklists by accommodation and type of mission for example.

2. Manage the arrivals and departures of travelers

To hope to receive even more rave reviews from tenants and thus develop its clientele, concierge services obviously have every interest in setting up a procedure for Check-in and Check-out in due form.

As soon as they have made their choice, future occupants must immediately have the feeling of being taken care of. Their travel experience starts as soon as the reservation is confirmed:

• A quick note to thank them for setting their sights on this property is, in general, most beautiful.
• Sending a list of all the important things you need to know to best prepare for their arrival. (Itinerary, timetables, contact on site for any questions, etc.).
• The provision of an ultra-complete and personalized welcome booklet. Here, by the way, is a Airbnb welcome booklet template to be inspired by.
• Explanation of the procedure to follow to access the accommodation easily if you take possession of the premises independently (connected lock code or key box, for example).

During their stay and until their departure, it is essential that they have all the information available easily and quickly to allow them to feel good and relaxed about living in and around the accommodation. In short, they need to feel comfortable making the most of their visit. Again, with a well-established organization and well-thought-out automation of the procedure, managers of vacation rental properties will know how to do their job and offer quality properties.

💡 Tip: Yaago stands by those who want to grow their business through a software dedicated to concierge services. This passenger journey can be fully automated thanks to our automatic messages.

3. Collecting information from teams in the field, another good way to improve the management of janitorial tasks

Good communication with the various stakeholders in a short-term rental is essential to ensure that it is always impeccable and that it can perfectly meet the expectations of visitors. Giving a cleaning lady or a maintenance agent the opportunity to give immediate feedback on the condition of a home before, during or after the passage of tenants is an excellent way to realize the renovation that needs to be done much more quickly.

Sending comments, photos or videos on the problems encountered in real time allows rapid decision-making on the measures to be taken to remedy a certain number of them (dirt, breakage, household appliance breakdowns, among others). Thanks to this method, the staff sent to the site can also guarantee the concierge manager that they have successfully completed the requested mission.

Yaago, via its application, offers a system dedicated to exchanges with teams, to the establishment of schedules that can be adjusted in real time according to the authorizations of each person. Proof once again that they have thought of everything to improve the management of janitorial tasks.

💡 Tip: Yaago stands by those who want to grow their business at any time and even when The influx of travelers is being felt. It is always useful to anticipate fluctuations in bookings but also to have the right tool to handle in order to be able to react quickly.

Request a demo