Running an Airbnb isn’t just about providing a place to stay. It’s about managing guest communication, cleaning schedules, pricing adjustments, and more. When you’re doing it from a distance, things can feel even trickier. But don’t worry—this guide will help you simplify the process and deliver a top-notch experience every time.
With the right systems and strategies, hosting from afar can become second nature. Follow these steps, and soon, managing your Airbnb from another state will feel like a breeze.
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Build Your Dream Team
Managing an Airbnb remotely? You’ll need a strong team that you can count on—no exceptions. Your local team is the backbone of your operation.
At a minimum, have on your team:
- Two Cleaners: One primary, one backup. Because life happens, and guests don’t wait.
- One Handyman: For repairs
- One Runner: Your go-to for quick fixes and emergencies—Wi-Fi resets, replacing batteries, or grabbing mail.
This setup ensures smoother operations, happy guests, and less stress for you.
Cleaning Team: The Backbone of Your Operation
Cleanliness can make or break your guest reviews. Here’s how to ensure your cleaning team stays on top of things:
- Direct Communication: Skip the middleman. You need direct contact with your cleaners to handle a situation quickly and efficiently.
- Tech-Friendly Hires: Make sure they have a smartphone. Tech makes it easier than ever to manage your cleaning schedule, track inventory, and automate communication. Clearly communicate the need for cleaners to use your tech platforms. Show them an example of what the process looks like and make sure they are comfortable.
- Clear Expectations: Make sure they know exactly what “guest-ready” means.
Maintenance: Stay Ahead of the Game
Nothing kills a 5-star review faster than a broken light or a beeping smoke detector. Stay ahead with a maintenance game plan:
Sample Quarterly Maintenance Checklist:
- Replace filters (HVAC, fridge, water systems).
- Change batteries in smoke detectors, smart locks, and remotes.
- Check all lightbulbs.
- Tighten loose furniture to prevent accidents.
- Schedule pest control.
Sample Annual Maintenance Checklist:
- Inspect plumbing, water heaters, and sprinklers.
- Pressure wash exterior walls and windows.
- Adjust maintenance to fit your property type and local climate.
Runner: Your Go-To-Guy (or Gal)
A Runner is someone who can “run” to the property to fix a quick issue (battery replacements, Wi-Fi resets, handling trash, grabbing mail, etc) for a small additional fee.
This can be done by your cleaner or handyman, but discuss it and agree on the fee in advance.
Pro Tip: When a runner is at the house, use the opportunity to have a second set of eyes count inventory (e.g., plates, forks, furniture), inspect for damages, and address minor issues proactively.
Landscaping and Seasonal Upkeep
If your property is in a nature-heavy area, hire landscapers to keep things neat and visually appealing. Overgrown lawns or messy outdoor areas can turn off potential guests. Stay proactive!
Leverage Smart Technology
Technology is your best friend when managing from afar. Here’s what to install:
- Smart locks with unique codes for each guest, synced to your booking platform.
- Security cameras to monitor entrances and verify services.
- Noise monitoring tools like NoiseAware to stop unauthorized parties before they start.
- Delivery services like Instacart simplify supply deliveries.
Master Property Management Software
Good property management software can take your operation to the next level. These platforms can handle:
- Calendar syncing across booking platforms.
- Automated guest messaging (like check-in instructions and thank-you notes).
- Cleaning coordination with your team.
- Dynamic pricing using tools like PriceLabs to adjust rates based on demand and competitors.
Prepare for the Unexpected
Remote hosting means being ready for anything. Backup systems are your safety net:
- Train multiple cleaners and have an on-call backup for emergencies.
- Keep spare key boxes near the property for when smart locks fail.
Pro Tip: Book your vacation rental as a guest at least once a year. It’s the best way to spot small problems and improve the experience.
Embrace the Process
Mistakes will happen. The first guest might leave a mess. You might forget extra towels. It’s all part of the game.
Here’s the secret: The best hosts aren’t perfect—they’re adaptable. Learn from the hiccups, make tweaks, and keep moving forward.
Remote hosting isn’t just doable—it’s a chance to prove to yourself (and your guests) that you’ve got this.
