Understanding Quality Control in Property Management

Quality control in short-term rentals is crucial for ensuring a positive experience for guests and maintaining a good reputation for the property owner.

When guests choose a property, they expect a certain level of cleanliness, comfort, and functionality. Without proper quality control measures in place, there is a risk of receiving negative reviews, which can significantly impact the success of the rental property.

Moreover, ensuring quality control in short-term rentals also helps to build trust and loyalty among guests. When guests have a positive experience, they are more likely to return and recommend the property to others. This can lead to increased bookings and revenue for the property owner.

While on the other hand, poor quality control can result in dissatisfied guests, negative word-of-mouth, and a decrease in bookings. Therefore, it is essential for property owners to prioritize quality control in order to maintain a competitive edge in this industry.

With the rise of short-term rentals and the increasing demand for high-quality accommodations, property managers need to prioritize high standards to stay competitive in the market.

In this blog post, we will explore the concept of quality control in property management and how it can be effectively managed through the use of Doinn and eviivo.

Quality Control for Short Term Rentals

In the context of the short-term rental industry, quality control refers to the processes and systems put in place to ensure that properties are well-maintained, clean, and meet the expectations of guests. This includes everything from cleanliness and maintenance to guest services and overall guest satisfaction.

The importance of maintaining high standards for guests experiences cannot be overstated, as positive reviews and word-of-mouth recommendations are essential for attracting new guests and retaining existing ones.

Using top-notch tech solutions to stay on top of quality control can reassure property managers about the status of a property whenever a booking starts. That’s when partnering with software providers like eviivo and Doinn comes into play.

eviivo is a property management system (PMS) that provides a range of tools to help property managers manage all their operations. With eviivo, users have access to top products such as the Property Management System (PMS), Channel Manager, and Website Manager (booking engine). In addition, they offer an extensive variety of products that complete the package.

These include a powerful Payment Manager, a Guest Manager for communications, a Promo Manager for smart pricing and promotions, a Performance Manager for reporting, and our Owner Manager (for PMCs). They also have strong OTA connections and versatility, as they work for hotels and PMCs thanks to their extensive options for payment processing systems and merchants. The platform includes AI integrations that help streamline guest communications, taking management to the next level.

Meanwhile, Doinn enables AI task creation for property cleanings, maintenance, or inspection services through booking syncs while helping to coordinate, communicate, and manage all tasks on one platform.

The platform integrates with property management systems like eviivo to automate routine tasks. Here are some of the benefits of using our platform:

• Power your operations with AI: automate the creation of services based on property bookings, allowing you to focus on what truly matters—providing exceptional guest experiences.
• Reduce up to 3x times your operational costs. Doinn offers a competitive pricing adapted to different property management businesses. Experience the freedom that comes from knowing you’re operating at peak efficiency while significantly reducing costs.
• Accurate information in real time. Receive job summary updates with every service through the Doin app, including notes about general conditions, damages, or missing items.
• The Perfect Maintenance Solution: Create, manage and assign any repair or issues. Prioritize maintenance tasks to staff members to ensure completion.

Experience the freedom that comes from knowing you’re operating at peak efficiency while significantly reducing costs.

Keys to Quality Control

There are several key components of quality control where property managers should focus on in order to ensure a positive experience for guests. One important aspect is cleanliness. Guests expect a clean and well-maintained property when they arrive for their stay. This includes clean linens, towels, and surfaces, as well as a tidy and clutter-free environment. Property owners should establish cleaning protocols and schedules to ensure that the property is consistently maintained to a high standard.

Here is where the magic ingredients from Doinn come into play. 

Whenever you connect your short term rental properties to Doinn the system automatically creates cleaning services without any human intervention. 

This means anytime the host has a checkout the system will create a cleaning in order for the cleaning team to perform this task. 

Not only but you’ll also be throwing away the endless spreadsheets on how to coordinate each day’s cleaning tasks with Doinn’s dispatch view which allows you to assign rapidly all daily/weekly cleaning tasks. 

Another key component of quality control is functionality. Guests rely on the amenities and facilities provided in the property to be in good working order. This includes appliances, plumbing, heating and cooling systems, and electronic devices. Property owners should regularly inspect and maintain these systems to prevent any issues that could disrupt the guest experience.

Currently with Doinn, cleaning staff can actually create maintenance issues to be performed by another team or vendor.

Making sure there are no damages in the properties and that everything’s ready for the new guests. 

In addition to cleanliness and functionality, safety and security are also critical components of quality control in short term rentals. Property owners should take measures to ensure that the property is secure and that guests are aware of any potential hazards or emergency procedures.

This may include installing security systems, providing emergency contact information, and conducting regular safety inspections.

Quality Control Measures in Short Term Rental

There are several key components of quality control that property managers should focus on to ensure a positive experience for guests. One important aspect is cleanliness.

Guests expect a clean and well-maintained property when they arrive for their stay. This includes clean linens, towels, and surfaces, as well as a tidy and clutter-free environment.

Property owners should establish cleaning protocols and schedules to ensure that the property is consistently maintained to a high standard. Here is where the magic ingredients from Doinn come into play.

Whenever you connect your short-term rental properties to Doinn, the system automatically creates cleaning services without any human intervention.

This means that anytime the host has a checkout, the system will create a cleaning task for the cleaning team to perform.

Not only that, but you’ll also be able to stablish clear standards and expectations for cleanliness, through tools like checklists. This may involve creating a checklist or manual that outlines specific tasks and procedures for maintaining the property.

By using Doinn this process becomes more efficient. You just need to create a checklist with all the key tasks your team needs to follow, just create a new checklists and:

• Choose a title (Use a title that is easily recognizable)
• Add Sections and Items (action per section)
• Create sections according to your needs and add items to each section
• Save! The checklist is now displayed in your checklist tab.

Once standards have been established, property owners should develop a schedule for regular inspections and maintenance. This may include daily or weekly cleaning routines, as well as seasonal maintenance tasks such as HVAC system checks or landscaping upkeep. Property owners may choose to handle these tasks themselves or hire professional cleaning and maintenance services to ensure that the property is well-maintained.

This is another example of an easy automation, you can create inside your Doinn profile. You’ll be able to have recurrent maintenance tasks. 

In addition to regular inspections and maintenance, property managers should also communicate with guests about their expectations for care and use of the property. 

eviivo offers automated communications that can be programmed to inform the guests of house rules, cleaning rules and any other information. In addition, they allow property managers to add customizable terms and conditions that can be added to the booking engine to ensure guests are aware of any special instructions beforehand. 

Benefits of Quality Control

There are numerous benefits to implementing quality control measures in vacation rental properties. One of the primary benefits is the ability to maintain a positive reputation and attract more guests.

When guests have a positive experience, they are more likely to leave positive reviews and recommend the property to others. This can lead to increased bookings and revenue for the property owner.

For instance, when using eviivo, reviews are visible through their Unified Inbox for the main OTAs, allowing property managers and hosts to check reviews and respond as soon as possible to ensure a positive guest experience. Quality control also helps protect the investment in the property.

By maintaining cleanliness, functionality, safety, and security, property owners can prevent damage and wear-and-tear that could result in costly repairs or replacements.

This can help extend the lifespan of the property and maximize its value over time. In addition to these benefits, quality control can also lead to improved guest satisfaction and loyalty.

When guests have a positive experience, they are more likely to return for future stays and become repeat customers. This can help build a loyal customer base and increase the overall success of the property.

Ensuring Quality Through Transparency

Quality control is all about prevention and data, where transparency plays a significant role.

By being transparent about the condition and amenities of a property, hosts can build trust with potential guests and set realistic expectations. This not only helps avoid any misunderstandings or disappointments but also ensures that guests have a positive experience, leading to positive reviews and repeat bookings.

Transparency also allows for open communication between hosts and guests, which can lead to better problem-solving and overall satisfaction. Therefore, it is essential for owners to be upfront about the details of their properties in order to maintain a high standard of quality and provide a positive experience for their guests.

But how can one achieve transparency and leverage it for quality control in vacation rental properties? We’ll share two examples using eviivo and Doinn solutions.

For instance, when using eviivo’s properties dashboard, property managers can maintain transparency with hosts and provide real-time insights into property status.

On the other hand, transparency can also mean having veracity regarding the property status any time a cleaning service is performed.

That’s why Doinn’s new quality stamp provides a time stamp in real-time to offer proof of service completion through photos, videos, and cleaner notes, ensuring accountability for cleaning and maintenance tasks. See the screenshot below:

Communication as a Pillar of Quality Control

Communication is a crucial pillar of quality control in the STR industry. It plays a vital role in ensuring that properties maintain high standards and meet the expectations of guests.

Effective communication between property managers, owners, and guests is essential for addressing any issues or concerns promptly and efficiently.

Clear and open communication also helps in setting expectations, providing necessary information, and ensuring a smooth and enjoyable experience for guests.

By prioritizing communication, STR properties can uphold their quality and reputation, leading to increased guest satisfaction and positive reviews. Therefore, it is imperative for property managers to prioritize effective communication as a means to ensure the quality of their properties.

As previously mentioned, eviivo has a unified inbox that allows property managers to communicate with guests directly through the platform.

Additionally, they have AI-generated responses that can be activated to improve the efficiency of communication with guests. In the same unified inbox, you can also view and respond to reviews, including an automated guest review feature.

On the other hand, Doinn improves communication between property managers, owners and cleaning staff. Doinn’s app provides a series of features that allows information to flow seamlessly from one party to the other. Here are the most popular ones: 

• Whenever a service is completed, property managers can share a job summary link with owners that include all the cleaning details including: checklists, notes, photos or videos. 
• Photos and videos added from Doinn’s app include a time/stamp to ensure veracity when the photo is created and uploaded to the service. 
• Property managers can discuss any service with the staff member performing the service directly from Doinn app (Say goodbye to the tons of whatsapp groups) 
• Real-time notifications for cleaning schedules and maintenance requests, ensuring that any issues are addressed promptly.

Best Practices for Quality Control in Short Term Rentals

In order to maintain high standards of quality control in short-term rental properties, there are several best practices that property managers should consider implementing.

Here is a recap of a couple of options we’ve mentioned before:

• Establish clear processes for cleanliness, functionality, safety, and security.
• Create checklists that outline specific tasks and procedures for maintaining the standards across all your properties.
• Develop a schedule for regular inspections and maintenance.
• Regular checks of the property ensure that it is well-maintained and address any issues promptly.
• Communicate with guests about their expectations for the care and use of the property. This may include providing guidelines for waste disposal, appliance usage, and general house rules.

By setting clear expectations from the outset, property owners can help prevent issues that could impact the quality of the guest experience. In conclusion, quality control is essential for maintaining a successful short-term rental property.

By focusing on cleanliness, functionality, safety, and security, property owners can ensure a positive experience for guests and protect their investment in the property.

While there are challenges in implementing quality control measures, there are also solutions and best practices that can help property owners maintain high standards.

Such as Doinn and eviivo; by leveraging these technology solutions, property managers can streamline their operations while ensuring top-notch quality control.

Looking ahead, future trends in technology and sustainability will continue to shape quality control.