10 Tips for Managing a Short-Term Rental (Airbnb) Like a Pro

Key insights for managing a short-term rental remotely like a pro

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10 Tips for Managing Your STR Remotely Like a Pro

Managing a short-term rental (STR) remotely can be daunting, but with the right strategies, it can be both efficient and rewarding. Whether you outsource or do most of the work yourself, here are 10 essential tips to help you manage your STR from afar successfully:

1. Outsource When Needed

Let’s be honest: owning an STR is an investment, but managing it is a job. As the owner, you're responsible for the property, but the degree to which you outsource depends on your goals, resources, and interests. Many owners opt to outsource cleaning, guest communication, and day-to-day operations to a property manager or co-host. Deciding what to outsource - and having clarity about the scope of what is being outsourced and the criteria for success, is crucial for remote management success.

2. Ensure Clear Guest Communication

Guests need information; whether its information on how to access the home or how to reach someone if something goes wrong. Whether it’s you or a management company, ensure guests have the right contact details and that someone can respond promptly—ideally within two hours. While some argue you should be available 24/7, I’ve found success by setting boundaries. I inform my guests that I’m usually asleep from 9:30 PM to 7:00 AM and to call for urgent matters only. The culture of renting someone's house is, in my opinion, part of the charm of short-term rentals so I've never seen it as a problem to be honest about "it's just me, and I'll be asleep so please call if its an emergency between these hours."

3. Have “Boots on the Ground”

If you're not close to the property or having a demanding day-job that means you can't drop everything, having local contacts who can handle emergencies or last-minute needs is a must. Whether it's a maintenance worker or a neighbor, someone should be able to handle minor issues like replacing a propane tank or checking on the property quickly.

4. Schedule Regular Visits

Even with remote management, it's crucial to physically visit the property from time to time. These visits help you monitor the property’s condition, handle maintenance, and consider upgrades that can improve the guest experience and your bottom line.

5. Use Checklists and Procedures

Standardized checklists are a lifesaver. From changing remote control batteries to cleaning curtains, having clear procedures ensures nothing gets overlooked. This also applies to seasonal maintenance like deep cleans and inventory checks for linens or kitchen supplies.

6. Be Proactive

Proactive management reduces stress and surprises. For example, have backup supplies like extra light bulbs and batteries on hand. Also, think ahead: What’s your plan if guests throw a party or bring an undisclosed pet? Being prepared for worst-case scenarios will help mitigate damage and headaches.

7. Set Up for Easy Maintenance

Design your property to be easy to maintain. Choose outdoor furniture that doesn’t need cushions, use slipcovers on furniture for easy cleaning, and minimize décor that collects dust. Every design decision should prioritize both functionality and aesthetics to simplify turnover.

8. Utilize a Digital Guidebook

Digital guidebooks, like those from TouchStay , are perfect for sharing essential information and local tips with your guests. You can include everything from how-to videos for appliances to manuals, reducing the number of calls or messages you receive. Plus, guests love them! I started with a printed PDF, but Touchstay is such a game changer - and yes, I'm an affiliate its only because I adore Touchstay, and they are constantly improving and expanding the product and it costs very little. It organizes information and provides a search bar so the guest can simply search on "coffee pot" if they aren't sure how to operate yours. I also have my guidebook printed - it has a QR code right on it for the most current version, but for those who simply want to thumb through it, I offer both. I also put the QR code in the house in a couple places for guests to access. Touchstay can also help with building your email list and collect data to help with your marketing.

9. Label and Instruct

Never underestimate the power of a label or QR code. Whether it’s instructions on how to use a quirky wall heater or pool rules, having clear labels or instructional videos can help guests navigate the property more easily and reduce confusion. I even include QR codes that link to video tutorials for more complicated appliances.

10. Treat Feedback as Gold

If you keep receiving the same questions or complaints, treat that feedback as an opportunity to improve. For example, if guests consistently ask how to use an appliance, consider updating your guidebook or adding more detailed instructions. Continuous improvement ensures a smoother experience for future guests.

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Hey Boss! I'm Kate, owner/founder of The CEO Host. If you are interested in taking a leap into short-term rentals - or have some questions about your existing business, my goal - passion, and career, is to help YOU succeed. I've coached hundreds of folks getting started or looking to optimize, analyzed more deals (and duds) than I could count, completed thousands of hours of education and training, attended conferences... So don't be shy. A good CEO knows to bring in expert help - and that's what I'm here for! Lets HOP ON A CALL and chat!

Managing an STR remotely doesn’t have to be overwhelming. By implementing these tips, you can ensure your property runs smoothly—even when you’re miles away.

Categories: : remote managing