Practical tips for short-term rental managers looking to improve operational efficiency, reduce stress and cut unnecessary costs during peak season.
Managing short-term rentals during the high season can be an overwhelming challenge. With a surge in guest check-ins, maintenance needs and last-minute issues, operators often face intense pressure that strains both budgets and energy. But staying on top of operations doesn’t mean you need to do it all yourself. Here are five practical ways short-term rental managers can streamline their processes, reduce costs, and keep guests and neighbours happy without burning out.
1. Automate Guest Communication
The guest journey often includes repetitive communication: check-in instructions, Wi-Fi codes, late arrival protocols or local recommendations. Automating these touchpoints using templates or CRM-integrated tools ensures consistency, saves time, and reduces the likelihood of miscommunication.
Many operators now centralise this process through platforms that deliver scheduled messages triggered by booking milestones.
2. Delegate Incident Management Remotely
Unexpected issues like power cuts, internet outages or noise complaints can derail your day—especially outside office hours. Having a trusted operational partner to handle these issues remotely is one of the most effective ways to ensure service continuity.
Services like Roomonitor’s Remote Guest & Property Services allow you to define action protocols in advance and delegate operational control with full transparency, so guests are supported and your team can breathe.
3. Use Real-Time Monitoring Technology
Smart sensors have become essential tools in protecting properties and maintaining community harmony. Devices that monitor noise, occupancy, or even cigarette smoke help prevent damage, complaints and fines.
With the surge in tourism during the summer months, the likelihood of disturbances increases — from overcrowded flats to unauthorised parties or smoking indoors. Smart sensors offer a critical layer of prevention when operational pressure is at its peak.
Real-time alerts let managers or third-party teams take action before issues escalate, offering a proactive approach that saves time, money and reputational risk.
4. Create Clear Protocols for Staff and Vendors
As operations scale, instructions buried in emails or shared verbally are no longer sustainable. Property managers need a centralised and reliable way to ensure every task gets done right — every time.
Building a digital, centralised repository for property-specific procedures ensures that everyone — from cleaners to field agents to emergency responders — knows exactly what to do, when, and how.
Forget chaotic spreadsheets and outdated instructions: by using smart software with automated protocols, you and your team can stay better organised, reduce human error and scale your operations with confidence. It also allows third-party partners to act on your behalf with full clarity and precision.
5. Leverage Smart Tools and Outsourced Structures to Stay Lean
In today’s fast-paced market, scaling your short-term rental business doesn’t always mean building large internal teams. Many property managers are opting for leaner models by combining technology with outsourced operational support.
Investing in a robust property management system (PMS) can help you centralise bookings, guest communication, and team coordination in one place. Meanwhile, outsourcing services such as guest support, cleaning, or emergency response ensures you stay agile without sacrificing quality.
This approach not only reduces overheads but also gives you the flexibility to focus on growth, not just daily operations — especially during high-demand seasons.
Wrapping Things Up
By embracing automation, remote delegation, smart technology, clear documentation and service partnerships, short-term rental managers can transform how they operate. The result? Less stress, lower costs, and more time to focus on growing the business.
Currently active in key European destinations and fully adaptable to the UK market, Roomonitor enables self-catering businesses to maintain high standards, reduce staff burnout and ensure operational continuity — all while delivering an exceptional guest experience.
If you have any questions, please contact the Sales Team: sales@roomonitor.com.