Tenant Communications and Issue Tracking Template

More real-estate templates

Maintaining good tenant relationships is crucial in the real estate industry. This template helps real estate owners manage and streamline communication with tenants, ensuring all concerns are addressed promptly. By setting up a centralized communication platform and an effective issue tracking system, you can significantly improve tenant satisfaction and retention.

Follow the step-by-step tasks provided in this template to develop a robust tenant communication policy, train your staff, and regularly update and survey your tenants to ensure their needs are met efficiently.

Get this template on priority matrix

Tenant Communications and Issue Tracking for Priority Matrix

Tenant Communications and Issue Tracking in Priority Matrix

Streamline tenant communications and manage issues efficiently to enhance tenant satisfaction and retention.

You can start using Tenant Communications and Issue Tracking or other Real-Estate Project Templates with Priority Matrix in just a few steps:

  1. Click to sign in or create an account in the system
  2. Start adding your items to the matrix
  3. If you prefer to use the Mac and Windows app download Priority Matrix and take your data with you
If you have any questions and you can't find the answer in our knowledge base, don't hesitate to contact us for help.


Proposed Tasks

High Impact & Urgent

  • Create a tenant issue tracking system
    ☐ Identify the key parameters to track ☐ Design the tracking system ☐ Implement the tracking system
  • Respond to tenant issues within 24 hours
    ☐ Monitor the issue tracking system regularly ☐ Assign staff to respond to issues ☐ Follow up to ensure issues are resolved
  • Set up a centralized communication platform
    ☐ Research on different communication platforms ☐ Select a platform that suits the business needs ☐ Set up the platform and onboard all tenants

High Impact & Not Urgent

  • Develop a tenant communication policy
    ☐ Outline the objectives of the policy ☐ Draft the policy ☐ Get feedback from tenants and revise if necessary
  • Ensure all tenants are aware of emergency procedures
    ☐ Develop clear and concise emergency procedures ☐ Share the procedures with all tenants via the communication platform ☐ Conduct regular drills
  • Train staff on new communication platform and policy
    ☐ Develop a training program ☐ Conduct training sessions ☐ Monitor the implementation and provide support

Low Impact & Urgent

  • Conduct regular tenant satisfaction surveys
    ☐ Design the survey ☐ Distribute the survey via the communication platform ☐ Analyze the results and identify areas for improvement
  • Maintain an updated tenant contact list
    ☐ Collect contact information from all tenants ☐ Update the list regularly ☐ Ensure the list is easily accessible
  • Regularly update tenants on new policies and changes
    ☐ Develop a communication schedule ☐ Prepare updates in advance ☐ Send updates via the communication platform

Low Impact & Not Urgent

  • Review and improve the communication platform and policy every 6 months
    ☐ Gather feedback from tenants and staff ☐ Review the effectiveness of the platform and policy ☐ Make necessary changes