Latest / Host Planet: Airbnb, Holiday Let, and Vacation Rental Insights / The Real Numbers Behind Ontario Short-Term Rentals | Scaling to 60 Units
Transcript
- 0:00Welcome to the house planet playbook, your go to guide for.
- 0:03Mastering short term rentals. In this special series, we're
- 0:06sitting down with 30 of the world's top property managers to
- 0:10uncover what really drives success.
- 0:12In the vacation rental. Industry you'll hear their
- 0:15stories, learn the key lessons they've.
- 0:17Picked up along. The way and discover the game
- 0:19changing tech they use to deliver 5 star guest experiences
- 0:24if you're serious about growing your STR business.
- 0:27You're in the right place. We've also developed an e-book
- 0:30featuring the stories of every manager in this series.
- 0:33And you can download it for free.
- 0:35It's a houseplanner dot club. To find out more, in today's
- 0:39episode we're chatting with Tracy Choi from Dongle Capital
- 0:42in Toronto. Stand by for a deep.
- 0:44Dive into Canadian regulation, some brilliant hosting tips.
- 0:48And why you need double quantities in the?
- 0:50Kitchen to deliver an outstanding guest experience.
- 0:59This special series is brought to you by House Planet and
- 1:02Hospitable, the smart AI powered property management software
- 1:06trusted by hosts worldwide. With Hospitable, you can
- 1:09automate guest messaging, sync calendars across platforms and
- 1:13manage your rentals with ease, all from one powerful, easy to
- 1:17use platform. If you're keen to run your short
- 1:20term rental on autopilot, try Hospitable today.
- 1:23Visit hospitable.com/house Planet to see how the platform
- 1:27can save you time. Reduce address and maximize your
- 1:31earnings. Tracy, thank you for being part
- 1:33of the House Planet Playbook. Let's start with you.
- 1:36What's the name of your company? Where are you located and how
- 1:40many rentals do you manage? Thanks for having me, James.
- 1:43So my name is Tracy and I'm 1/2 of our company, Dongle Capital
- 1:47Inc or a short term rental management company in Canada.
- 1:52We're mostly based in the Greater Toronto area, but most
- 1:55of Southwestern Ontario up to the capital of Ottawa.
- 1:58And then we also have exposure out in our Atlantic provinces,
- 2:01so out in New Brunswick and Nova Scotia.
- 2:04We've been operating in the business for almost 4 years now
- 2:08and we are, as of right now, we manage over 60 units across
- 2:12these different areas. The other half of this business
- 2:16is my husband, Ahil. He's gone on here right now by
- 2:19together. We manage essentially everything
- 2:22with a couple of our virtual assistants.
- 2:24Superb. So tell us, how did you get
- 2:27involved in the world of short term rentals?
- 2:30So if we go back about four years ago, so my background, I'm
- 2:34a CPA, my husband's a CFA. We've worked in the corporate
- 2:37world for not too long I guess like about four years post grad
- 2:42and I genuinely, lack of a better word, I just didn't like
- 2:45my corporate job. There was nothing wrong with my
- 2:47company itself. So it wasn't a matter of I want
- 2:50to switch companies, it was just the corporate life wasn't really
- 2:53for me. I've wanted to do a little bit
- 2:55more with my life but with that being said, I didn't just want
- 2:58to quit and start from zero and do nothing.
- 3:02So this was kind of in the middle of COVID and me and my
- 3:06husband bought our first home together.
- 3:08And So what happened is it was a lot more space than we needed.
- 3:12So just for fun, actually just for fun, it was not a business.
- 3:15At that point. We're like, let's convert one of
- 3:17our basement units to an Airbnb. We did it and it did really
- 3:21well. Friends and family heard about
- 3:23what we were doing and they wanted us to help them out.
- 3:25And so we did. And then one thing led to
- 3:28another when we had about not too many units, I'd say about 6
- 3:32units, that's when I decided to quit.
- 3:34And then my husband quit a year after that.
- 3:37And so we've been doing this full time for the last few
- 3:40years. Fantastic, brilliant story.
- 3:43So tell. Us then about the business that
- 3:46you've set up. What makes?
- 3:48Your brand stand out among the competition.
- 3:52Great question. So I would really say it's the
- 3:55way that our business is truly owner LED.
- 3:58So it's not that we fully just rely on complete automation.
- 4:01We're in the hospitality industry and automation can
- 4:04definitely take your business to the next level.
- 4:07But really what makes you stand out is that human touch to your
- 4:11property. And our business is that, of
- 4:13course, there's a lot of attention given to our guests
- 4:17who are staying on our properties, but really, really
- 4:20important in corridor business is the owners who hire us to
- 4:23trust and trust us to manage their properties for them.
- 4:27So for us, our business is that it's not very corporate, you
- 4:31know, 'cause I think that's one thing we absolutely don't like
- 4:33where, you know, and we hear from a lot of owners is that
- 4:37they did have managers before for their properties.
- 4:39And what normally happens is that you have to e-mail them or
- 4:42if it's after hours, you don't hear from them until Monday,
- 4:459:00 AM. That's not how we work because
- 4:47hospitality is 24 hours. So for us, we start a WhatsApp
- 4:51group chat with our owners and they always get responses
- 4:54instantly from me, my partner or anyone else on our team.
- 4:58So in terms of the scaling journey, then you went from
- 5:03renting out the basement in your own place and now you've got 60
- 5:07units that you're managing. Tell us how you managed to get
- 5:10to 60? What were the tactics that you
- 5:12used to scale that quickly? Yeah, it's definitely the brand
- 5:17and reputation that we've been able to build, you know, being
- 5:20honest with our clients in terms of their expectations on the
- 5:23properties. You know, you never just dangle
- 5:25a fruit in front of the clients and say hey, you're going to
- 5:27earn 2X of long term rentals or 3X.
- 5:30It's like, you know, you can potentially earn that much, but
- 5:33you have to have room for room for error essentially where, you
- 5:37know, outside of our control, the market might have a downturn
- 5:39and in those cases you may do less.
- 5:41So people really highly respect that and know that, you know, we
- 5:44really know our stuff too, right?
- 5:45Because I think sometimes when it's too good to be true, it's
- 5:48really not true. And people see behind that.
- 5:51So that's really been able to help us scale and just really
- 5:55that brand reputation, word of mouth has gotten us through
- 5:58really, really well. We've not invested money yet
- 6:00into marketing. So everything has just been very
- 6:03organic luckily. But the other thing is
- 6:06definitely we wouldn't be able to do it without.
- 6:08Of course, we have that human touch, but we're only two people
- 6:11at the end of the day. We definitely need to make sure
- 6:13you're hiring staff that you know, that are able to carry out
- 6:17your processes, which kind of leads to my whole thing too
- 6:20about having really strong systems in place.
- 6:22So really well documented SOP's, trackers, logs, everything in
- 6:28our business needs to be documented really well so that
- 6:31everything has standards across the board.
- 6:33So you know, that really helps us grow from one property to 10
- 6:37properties to 30 properties with the same quality.
- 6:41So in Toronto then in your geographic location, talk to us
- 6:45about the main challenges and opportunities in the markets
- 6:49where you operate. Yeah, the first thing that
- 6:52always comes out to me about challenges is definitely the
- 6:55regulatory environment. So in Ontario specifically,
- 6:58there's a lot of negative sentiment from the government
- 7:02about doing short term rentals. So there is a lot of regulation.
- 7:06Every city dictates their own policies around that.
- 7:09So you have to be really knowledgeable with us.
- 7:11So the challenge is navigating those understanding changes
- 7:15because it's like any bylaw, It's not just said it once and
- 7:19you forget it. It's you said it, there's
- 7:21changes and iterations to it. So making sure you're keeping up
- 7:24to date with that is really, really important.
- 7:26So making sure that you're partnering with a rent short
- 7:29term rental manager who knows that regulation landscape is
- 7:32always monitoring it is really, really important.
- 7:35And that also offers the flip side of it.
- 7:38You know, it's kind of a cop out answer, but it really is true,
- 7:40right? Is that knowing these challenges
- 7:43really gives us a lot of opportunities to stand out and
- 7:45get that competitive. You know, we know how to
- 7:48understand the rules, how to comply with it and therefore
- 7:51being more competitive. In terms of delivering a great
- 7:54guest experience, then what are your top?
- 7:563 tips. So number one thing is smart
- 8:00locks. So it's not just any smart lock.
- 8:03One of the biggest mistakes that people make is 1.
- 8:06They don't have a smart lock, they just have a key for
- 8:08checking for their guests. That's a big no no in the short
- 8:11term rental industry because that means that you're allowing
- 8:14breach of security in your property.
- 8:16A prior guest can make a copy, can lose the key.
- 8:19It makes everyone unsafe. Like I personally would never
- 8:22want to stay at a Airbnb where someone has a key to my place
- 8:25that I'm staying at. Then there's the second tier
- 8:28where people do put a smart lock, but that's not not every
- 8:30smart lock is a good smart lock because 1.
- 8:33You can't change the codes on demand.
- 8:35You can't change it remotely. Last thing you want is someone
- 8:38having to change the codes on site.
- 8:41So what we do is we only offer two specific smart logs that our
- 8:45clients are allowed because it offers the top tier security and
- 8:48that's the Schlage Encode or the August smart log.
- 8:52So those are connected to our software.
- 8:55Every reservation gets their own unique code that's only active
- 8:58for their reservation. So it's very, very high
- 9:00security. The owner has their own code.
- 9:03We have our own administrative code, so really important.
- 9:06The other thing that we do is that we have photo check in
- 9:10guides. So you know, even for most basic
- 9:13homes where it's just a single detached home, there's one front
- 9:16door. We still have guidance on how
- 9:19you enter the home because every homes people, we have travelers
- 9:22from all over the world, they're not always sure how to access
- 9:25the unit. So we have specific photos
- 9:27that's a picture of the home and then it circles certain parts of
- 9:31the home. How to use the smart log?
- 9:33Is there a wake up code? Is there not a wake up code?
- 9:35And guests always highly complement us, especially for
- 9:38condos, this is really important because we're like, hey, this is
- 9:41a buzzer. Some people don't call it a
- 9:43buzzer, some people call it intercolumn.
- 9:44So again, having that photo gun makes it super, super clear for
- 9:48our guests. So your check in process is the
- 9:49most important if you're making your first impression with
- 9:52guests. So it's really important you are
- 9:53nailing this to the T And then I'd say the third way of
- 9:58ensuring that we have perfect guest experiences is I'd say the
- 10:01number one reason that guests are booking an Airbnb over a
- 10:04hotel is because they want to cook in your unit.
- 10:06So having a really, really well stocked kitchen couldn't be more
- 10:09important. So for example, our standards
- 10:12are that whatever Max occupancy that you can occupy in your
- 10:15home. So let's say you can occupy 6
- 10:17people in your home maximum. Make sure that you're having
- 10:20double of the dinnerware and silverware inside of the home
- 10:23because guests don't want to have one meal and be doing
- 10:26dishes right away. So having that double is really
- 10:28important and also having lots of variety of pots and pans.
- 10:32So, you know, not just having two frying pans and two pots,
- 10:36but having a big pot. You know, they're hosting bigger
- 10:39families as well. So, you know, really think of
- 10:41the whole experience of how people are cooking and trying to
- 10:44cater to as many cultures as you can.
- 10:46Absolutely brilliant tips. Yeah, I think, I think that's
- 10:49fantastic because you know that check in experience, the last
- 10:52thing you want is your guests to get annoyed because it's
- 10:56difficult for them to get in the rental.
- 10:58And and with the kitchen utensils, I've noticed whenever
- 11:01I've stayed in one of my properties, I always find I
- 11:05always end up buying something a little extra for the kitchen
- 11:07because there's something there that I hadn't noticed before.
- 11:10And of course, having double of everything as well.
- 11:13Recently a guest contacted me and said there's only one wine
- 11:16glass. There were 6, so I don't know
- 11:17where 5 went, but but you know, yeah, having double is, is just
- 11:21just a brilliant idea. And the smart locks too, I think
- 11:23there's a really, really brilliant, actionable tips that
- 11:26that people should take on board.
- 11:28We've talked about keeping guests happy then so.
- 11:31What are your top? Tips for keeping owners happy.
- 11:34So best way is definitely having really strong and proactive
- 11:38communication. So I think the I think it's a
- 11:41lot of time is a lot of times is that, you know, us as property
- 11:44managers, we're not perfect either, but it's really about,
- 11:48you know, being commutative, telling them how we're problem
- 11:50solving things is really important.
- 11:51So being able to let them know, let owners know in a timely
- 11:55manner, but also in a problem solving manner, right?
- 11:58Not just presenting issues to the owner by saying, here's the
- 12:01issue, here are options of 123 and here's my recommendation,
- 12:05what you recommend. So trying to save the owners as
- 12:08much time as possible, any back and forth, but being as
- 12:11informative as we possibly can. For example, we've been having
- 12:15multiple issues at one of our properties recently where the
- 12:19water tank needs to be replaced, the fridge has to be replaced,
- 12:21and we may actually need a dryer vent cleaning.
- 12:24You know, so a lot of different things, a lot of expenses on the
- 12:27owner. But you know, we've been
- 12:29updating the owner about these things as we've been made aware
- 12:32of it. And we're like, hey, we're going
- 12:33to keep monitoring this. We don't think we need to do
- 12:35anything right now. And So what that's been able to
- 12:38do is then the owner's like, OK, you know what, I'm going to keep
- 12:40an eye out for some cheap fridges if there's a good sale
- 12:43at Costco that comes up or anything.
- 12:46And so it's really win, win. So, you know, making sure that
- 12:48they're updated really keeps them happy owners despite them
- 12:52hiring a short term rental manager and you thinking like,
- 12:55yeah, they want to be as passive as possible, which they do.
- 12:58They don't want to be doing the work, but they want to know
- 13:00exactly what's going on in their property at all times.
- 13:03So just having that ongoing communication that's not just a
- 13:06formal e-mail that you're sending at the end of the month
- 13:09or something, but you know, it's on on a live basis is so
- 13:12critical and I say is the biggest way of why owners really
- 13:16do trust us and are referring us to their friends and families.
- 13:20Makes a lot of sense. Yeah, excellent communication
- 13:22with owners really is key. What's been?
- 13:25Your biggest lesson learned since you started managing
- 13:29properties. Oh jeez, the number of things
- 13:32that could go wrong that shouldn't go wrong or you never
- 13:35knew could go wrong, You know, it's being, you have to be
- 13:40really proactive with things. So creating maintenance logs,
- 13:44trackers are so critical. So it's not just the guest
- 13:48experience of making things really flashy.
- 13:50It's making sure the foundation of the home is, is really
- 13:53working is so critical and happens round and round with the
- 13:56home. So if you're in an area where
- 13:59you know, pests are common, you know, not, it's not so much that
- 14:01your home is dirty, it's just the area is known to have field
- 14:05mice, right? Let's say you're in cottage
- 14:07country or something or that there are a bit more flies or
- 14:10beetles in the area. So knowing your surroundings is
- 14:12really important. And what that will mean that is
- 14:15you want to make sure you're in contact with a pest control
- 14:17company, find out solutions that are year round so that you're
- 14:21being proactive with these things rather than reactive.
- 14:24Because 2 is that when you're only being reactive to issues is
- 14:28that's when it's costing more money as well.
- 14:30So having these plans in place ensures a great guest experience
- 14:34and also shows the owner how much you know about all this
- 14:37property maintenance. But you know, other things like
- 14:39just furnace filter changes, water softener, tank pellets,
- 14:44keeping all like the foundation of the home running is just so
- 14:47critical. Yeah, trying to get ahead of any
- 14:50problems. That will definitely help you.
- 14:53What do you love most about hosting?
- 14:56I love the dynamics of hosting. So it's really such A and I
- 15:01think that's really that was the attraction to me away from
- 15:05corporate. Corporate, you're just in this
- 15:06specific role, you know, whether you're.
- 15:09So in my role, I was in financial reporting in the
- 15:12accounting department. We're only doing that one
- 15:14specific role for one specific aspect of the business.
- 15:17What I love about hosting is that it's a blend of so many
- 15:20things, right? It's a blend about hospitality,
- 15:23not just, again, not just with guests.
- 15:25I think that's a bit underrated about, you know, there's a lot
- 15:28of care and attention that needs to be dedicated to the owners.
- 15:31You have to have a really good eye for design, what guests care
- 15:35about. Lots of problem solving is
- 15:38involved. You know, as much as you can be
- 15:40proactive about things, there's a lot of things you just, you
- 15:43can't anticipate everything, right.
- 15:44So being able to react to things right away, figure out what can
- 15:48be done right away, knowing all the stakeholders in place, it's,
- 15:52it's just really rewarding. And end of the day, it's
- 15:54entrepreneurship. So having a blend of these
- 15:57things makes our everyday really, really different and
- 16:00exciting at the end. So it's rewarding too when
- 16:03you're able to tackle and accomplish difficult task that
- 16:07you were not anticipating. What are the skills that you
- 16:11took from your corporate life into hosting?
- 16:14And do you ever miss the corporate life or are you just
- 16:17so happy that you've made this switch to short term rentals?
- 16:21I wouldn't definitely be lying if I said it's a no brainer.
- 16:24I would never go back to corporate.
- 16:26I think it's a bit of a spectrum.
- 16:27You know, every day is a bit different and like I said, just
- 16:30with this hosting, it is just different every day.
- 16:33But overall, I would definitely say I'm more happy than no, I am
- 16:37skipping over from the corporate life, but it's not all happy
- 16:41flowers and everything, but it's very, very rewarding.
- 16:45I will say your question was what's the biggest difference?
- 16:48Was it between corporate? And what skills did you use from
- 16:52your corporate life in the new life?
- 16:54Oh, so much so. I think it's definitely the
- 16:57organization skills are really important in communication.
- 17:00So it's not just, you know, verbal communication, it's all
- 17:03the written communication. It's not just written
- 17:05communication to other people, to your guests and owners.
- 17:08It's written communications within your systems and your
- 17:11company, right. How are you documenting your
- 17:13SOP's? How are your maintenance logs
- 17:16maintained? Notes to external vendors like
- 17:20the cleaners and your, your contractors and trades, it's all
- 17:25really critical knowing like what the other party may need.
- 17:28And that's what we really took from a big corporate company,
- 17:31right? Our experience there, they have
- 17:34lots of SOP's people. There's a lot of churn in the
- 17:36business all the time. So having SOP's, when you have
- 17:39someone leave and a new person enter that they're able to pick
- 17:42up where the last person left off.
- 17:44So that's really what we've instilled in our company as well
- 17:47and having that consistency across the board.
- 17:51Superb. OK then Tracy, we've got a few
- 17:52more quick fire questions now. Which PMS do you?
- 17:56Use. We use hospitable.
- 17:59Fantastic. And what do you love about
- 18:01Hospitable? We love their AI function.
- 18:04Their connectivity with all of our external apps as well have
- 18:07been seamless. You know, we rarely have
- 18:10disconnectivity issues, but even when we in the few instances
- 18:14that we do, their customer service is excellent.
- 18:16You can get responses right away that are not just robotic, that
- 18:19we're just looking into the issue and you hear about the
- 18:22resolution five days later. It's, it truly does.
- 18:26I don't know if it's actually comes to hives, but it does feel
- 18:28customized and it usually is always helpful such that they're
- 18:31like, we're aware of the issue and we're solving it, but in the
- 18:34meantime, here's what you can do.
- 18:36So it's very action oriented. Fantastic.
- 18:39Which dynamic pricing tool do you use?
- 18:42We use Price Labs. OK, which piece of tech couldn't
- 18:46you live without? I think when you're first
- 18:49starting off with a few units, I think the most important would
- 18:51be a pricing software. You want to make sure you're not
- 18:54leaving any money on the table. I think that's a great answer
- 18:57and very true. Ideally pets, yes or no?
- 19:02Yes. Ideally hot tubs, yes or no?
- 19:06Yes. A self check in or a personal?
- 19:09Welcome. Self check in all the way.
- 19:13A telephone call or an AI response?
- 19:17AI response for most of the time, but emergencies is a
- 19:20telephone call. Good answer, and what's your
- 19:23most memorable hosting moment? My most memorable hosting moment
- 19:30would definitely be so one of our first units when we started
- 19:34Airbnb as we did a private room in our home that we rented out.
- 19:37And so we were away in New York one time and the guest checked
- 19:43in and he was visibly upset that he had the whole home to himself
- 19:47because he was scared. He's like, it does no one live
- 19:50here? We're like, we're like, we live
- 19:51there, but we're not in town this week.
- 19:54He's like, well, I'm scared. And he verbatim he said, if I
- 19:58was like, I'm not sure what you mean by you're scared.
- 20:01And he told us that the house feels like it's a conjuring.
- 20:04So yeah, it was a really weird situation that someone was upset
- 20:07he had the whole home to himself despite booking a private room.
- 20:11He got over it eventually after a lot of reassurance with him
- 20:15and that is an example where a telephone call was needed.
- 20:19Amazing you think most people would be delighted to have the
- 20:22place for themselves, but I guess he was booking an actual
- 20:25room in a house, wasn't he? Was expecting maybe to have some
- 20:28friends for a couple of days. Oh well, all right then.
- 20:32So shout out time. Is there an individual in the
- 20:35STR space who's helped you that you'd like to give a shout out
- 20:38to? Oh my God, yes, Sean on YouTube,
- 20:41on Instagram and everything. He definitely helped us
- 20:44spearhead our journey in the Airbnb space.
- 20:47That's how we we got started. We've never actually done a
- 20:50formal mentoring program. It's all done through YouTube
- 20:53University and mostly Sean, I will say especially with the
- 20:57pricing side of things, how to deal with air cover, difficult
- 21:00gas and design and everything. Fantastic question to finish
- 21:05then. Ultimate goal for your business.
- 21:08So article is really not, we're not chasing quantity.
- 21:11I would say we're not trying to be like, hey, we want to have,
- 21:13we want to, we were 60 units right now.
- 21:15We need 600 units in the next two years, three years, five
- 21:18years. It's really about quality and
- 21:21it's quality of the asset and the quality of the owners that
- 21:24we work with. It's really, again, we didn't
- 21:26just quit our corporate jobs just for nothing.
- 21:28We were trying to do something more rewarding for ourselves.
- 21:30So partnering with owners who really also equally care about
- 21:34that guest experience makes the job so much more fun and easier
- 21:38to, you know, telling an owner that cares about the unit that
- 21:42hey, we really need to upgrade the hot water tank because
- 21:45people are not like 6 people can't take a hot shower in a
- 21:48row, right? Most owners, if they that are
- 21:51really only caring about the financials are like, that's OK,
- 21:54we'll just have to wait. Whereas other owners are like,
- 21:56you know what, that is a big deal.
- 21:57I would not want to stay in a home like that if I'm paying
- 21:59that much money per night. So, you know, really working
- 22:03with owners who are almost like partners with you.
- 22:06Fantastic, Tracy, it's been a real pleasure.
- 22:09Thanks for sharing your story and for being part of the.
- 22:11House, Planet Playbook. Thank you so much for having me.
- 22:14All right, that's it for today's episode.
- 22:16My thanks to Tracy for sharing her.
- 22:18Journey and for being. Part of the House Planet
- 22:21Playbook, Remember, this series is brought to you in partnership
- 22:24with Hospitable, the all in one property management software
- 22:27Designed to save you time and help your business thrive,
- 22:31Hospitable automates your guest messaging, syncs your calendars
- 22:34across platforms, handles team tasks and so much more.
- 22:38So you can focus. On delivering a top.
- 22:40Notch guest experience. Or just get some of your time
- 22:43back. And here's the good news.
- 22:45Houseplanet Playbook listeners get an exclusive 14 day free
- 22:49trial plus 25% off for the first three months.
- 22:53Head to hospitable.com/houseplanet to
- 22:56claim your offer and start running your rentals on
- 22:59autopilot. For more free education for
- 23:02vacation Rental house, head to Houseplanet dot Club where you
- 23:05can sign up for our newsletter, listen to our podcasts, and
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- 23:11Next time, happy hosting.