January. It’s the time to put away holiday decorations, make resolutions, and, if you’re a vacation-rental owner, prepare for a high volume of inquiries from travelers who likewise have turned their attention from the holidays to vacation planning. For most VR owners, the first few weeks of the New Year are indeed the “busy season.”
So, what can you do to make sure that you’re ready to handle those vacation-rental inquiries and potential bookings with a minimum of stress and maximum efficiency and effectiveness?
We have five suggestions:
1. Revisit and refresh your online listings. This is something you should get into the habit of doing at least once a year, and January is the perfect time for it. Think of it as a “listings audit.” Start by reviewing the photos in all your online ads. Do they accurately reflect the current state of your property? Is the thumbnail image you’re using the best it can be? Click here for a great example of how fellow VR owner Amy Greener changed the thumbnail image for her Tennessee cabin to make it stand out from the competition. For more tips on optimizing your online listings, take a look at this HomeAway slide show.
2. Review the amenities you offer. During our annual listing audit a couple of years ago, we discovered that our VR property was one of the few in our area that had a double bed in the master bedroom. That put us at a distinct disadvantage with travelers who are accustomed to sleeping in a queen- or king-size bed at home. So last year we upgraded to queen size: new bed, mattress, box springs, sheets, blankets, and bedspreads. It was a major expense, but one that was absolutely essential to keep our place competitive.
This year, we plan to add a larger flat-screen TV with a built-in DVD player, and a new CD player with an iPod dock and charger. The market is ever changing, and right now, that’s what the market demands. The lesson is that, today, you cannot fall behind when it comes to your prospective guests’ devices and technology needs. To do so in a highly competitive market is to give up your edge.
3. Keep your online calendars up-to-date. This will cut down dramatically on the time you have to spend sending out “sorry we’re already booked” messages. And you’ll improve your ranking in the search results on sites like HomeAway and VRBO that reward VR owners for updating their calendars on a regular basis. To make the job easier, you can use a “calendar synchronization” tool like the ones offered by VRConnection and MyVRZone to update multiple calendars (HomeAway, VRBO, FlipKey, and many others) in one fell swoop.
4. Respond quickly to every inquiry. As a general rule, your goal should be to get back to prospective guests within two to three hours. Do that on a regular basis and you’ll run circles around your competitors who think that responding in 24 to 48 hours is “good enough.” Most of your inquiries will come in via email, so be prepared with “boilerplate” text that you can copy and paste into a customized message. Over the years, we’ve created boilerplate language for more than two dozen of the most frequently asked questions about our VR property, which greatly simplifies and speeds up the reply process. Remember, the early bird gets the booking!
5. Make “turnaround day” less stressful. When you have back-to-back rentals—with one set of guests checking out in the morning and new arrivals checking in later the same day—one of the biggest challenges is doing the laundry. That’s why we recommend that you stock your VR with two sets of everything that needs to be laundered between guests: sheets, bedspreads, pillow shams, towels, bath mats, and so forth. On busy turnaround days, when there isn’t time to wash and dry multiple loads of laundry, your cleaning person can make up the beds and bathrooms with the second set and take the things that need to be laundered off-site for washing, drying, and folding on a more relaxed schedule.
Our main message is that, come “busy season,” you can’t afford to be complacent. You’ve got to step up and really manage your vacation-rental business to get the bookings you need to maximize your investment. If you follow our advice, we’re virtually certain that you’ll get more bookings, and you’ll find that managing your VR property just got a little easier.
Alfred and Emily Glossbrenner
Alfred and Emily Glossbrenner own and operate a very successful vacation-rental property in Bucks County, Pennsylvania (www.buckscountycottage.com). They are also the founders of FullyBookedRentals (www.fullybookedrentals.com), a website focused on helping new and experienced VR owners advertise, market, manage, and make money from their second homes.