How Graystone Property Management Reduced Vacancy Rates

Managing rental properties is no easy feat, and a few years ago, Graystone Property Management faced a massive challenge: a 30% vacancy rate. For investors and property managers alike, vacancies are a drain on cash flow, create unnecessary stress, and erode trust between landlords and tenants. Something had to change.

Collaborative efforts

Thanks to the leadership of Jay, now the COO, and Ankush, the current manager, Graystone has been able to reduce vacancy rates to 8%. While there’s still room to improve, we’re proud of this progress and are working hard to bring that number down even more in the coming year. At Graystone, we believe in transparency, being real with investors, and making decisions that benefit everyone involved.

Why High Vacancy Rates Are a Problem

Vacancy rates are one of the most significant metrics in property management. A high vacancy rate can:

• Drain cash flow for property owners.
• Increase turnover costs, like repainting or deep cleaning.
• Hurt the property manager’s reputation.
• Make tenants question the desirability of the property.

When vacancies are high, it often means something deeper needs to be addressed, whether it’s pricing, tenant relationships, or operational inefficiencies. Graystone’s leadership took a proactive approach to solve these issues, and here’s how they succeeded.

The Team Behind the Turnaround

Jay, who was the manager at the time, played a pivotal role in analyzing the root causes of the high vacancy rate. As he transitioned into his role as COO, he collaborated with Ankush, the new manager, to execute solutions that worked. The partnership combined years of experience with fresh ideas, ensuring every aspect of the process was optimized.

Group synergy

Their strategy revolved around prioritizing investor success, tenant satisfaction, and streamlining operations. At Graystone, we don’t just manage properties—we manage for fellow investors, making decisions as if we own each property ourselves.

Key Strategies That Made the Difference

1. Eliminating the First-Month Placement Fee for Landlords

Instead of charging landlords the first month’s rent as a tenant placement fee, Graystone Property Management waived this entirely. This move wasn’t just about cutting costs—it empowered landlords to lower overall rents, making properties more attractive in a competitive market.

• The Result:
  Tenants were drawn to lower rents while landlords still enjoyed solid returns. This adjustment allowed Graystone properties to stand out from the crowd, especially in markets where affordability matters most.

2. Strategic Lease Timing

A key insight Jay and Ankush implemented was recognizing the impact of lease timing on vacancy rates. Leases that ended during holidays, like Christmas, often left properties vacant for longer.

To solve this, they:

• Adjusted lease terms to 18 or 24 months.

• Ensured lease expirations aligned with busier rental seasons, avoiding downtime during holidays or slow rental periods.

• The Result:
  Properties had higher occupancy rates, as tenants were less likely to leave during inconvenient periods.

3. Improving Tenant Relationships

At Graystone, tenants are treated more like guests than just renters. Why? Because happy tenants stay longer, take better care of the property, and renew their leases.

Steps included:

• Responding promptly to maintenance requests.

• Offering small perks, like reminders for key deadlines or flexible payment options when needed.

• Encouraging open communication to build trust.

• The Result:
  Tenants felt valued and were more likely to renew leases, further reducing turnover costs.

4. Simplified Processes

Overly complicated systems waste time and frustrate both landlords and tenants. Jay and Ankush worked together to identify inefficiencies in everything from application processing to maintenance requests.

Joint initiatives

Streamlined processes included:

• Using digital platforms to simplify lease signing and rent collection.

• Implementing a proactive maintenance schedule to address issues before they escalated.

• The Result:
  Faster onboarding for new tenants and fewer complaints about delays.

5. Transparent Communication with Landlords

Landlords often feel left in the dark when working with property managers. To address this, Graystone focused on clear and proactive communication, ensuring landlords knew exactly what to expect.

Steps included:

• Regular updates on property performance.

• Transparency about tenant feedback or potential issues.

• Offering tailored advice on how to make properties more appealing.

• The Result:
  Landlords felt more confident in Graystone’s management, which strengthened relationships and increased referrals.

6. Market-Driven Pricing Adjustments

Setting the right rent price is both an art and a science. Too high, and you scare away tenants. Too low, and landlords miss out on returns. Graystone fine-tuned pricing for each property, ensuring rents were competitive while still maximizing profitability.

The Results So Far

Graystone Property Management has successfully reduced vacancy rates from 30% to 8%, and we’re optimistic that we can bring that number even lower next year. This transparency is key to what makes us different—we manage properties as investors for other investors, prioritizing real results over sales pitches.

Lessons You Can Apply

Whether you’re managing your own properties or working with a professional property manager, here are the takeaways:

1. Waive fees strategically: Consider cutting unnecessary fees to attract better tenants.
2. Align leases with high-demand seasons: Avoid lease expirations during slow rental periods.
3. Prioritize tenant satisfaction: Treat tenants like partners to improve retention.
4. Communicate openly: Keep landlords informed to build long-term trust.
5. Streamline operations: Efficiency saves time and money while keeping everyone happy.

Why Graystone Stands Out

Jay’s leadership as COO and Ankush’s hands-on management have created a property management system that focuses on results. At Graystone, the philosophy is simple:

• Happy tenants stay longer.
• Confident landlords invest more.
• Efficient processes create better outcomes.

We know there’s more work to do, but we’re proud of our progress and committed to improving even further.

Written by Jorge Vazquez, CEO of Graystone & companies & Coach of the Property Profit Academy.
Let me teach you how at http://propertyprofitacademy.com.
Keep it consistent, stay patient, stay true—if I did it, so can you! Ready to learn? Let me guide you at http://propertyprofitacademy.com – Jorge Vazquez, CEO of Graystone Investment Group & its subsidiary companies and Coach at Property Profit Academy.

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My team and I have over 20 years of experience in real estate. We have strong relationships with wholesalers, probate lawyers, sellers, and others in Florida. I aim to align your investments with your vision and deliver exceptional results. Contact Vanessa to schedule a meeting: https://graystoneig.com/cody

Lisa-Kaye Price – Real Estate Lending Specialist

With 20 years in real estate, Lisa-Kaye is dedicated to helping clients achieve their investment goals through strategic financing. She and her team focus on securing the best financing solutions to maximize leverage – a unique advantage of real estate investing.

Offering various options, including conventional loans, asset-backed and private money solutions, and programs for foreign nationals, Lisa’s expertise ensures clients get the support they need, whether buying new properties or refinancing.

Schedule a meeting with Lisa: https://graystoneig.com/lisa-kaye-price

Hello, I’m Marylyn Patankar, the Field Manager and New Client Ambassador at Graystone Property Management. I educate investors about our perks, onboard new landlord investors, and manage on-site operations. Schedule a meeting with me here: https://graystoneig.com/marylyn