Running a vacation rental business is more than just cleaning homes; it’s about orchestrating multiple moving parts to deliver exceptional guest and owner experiences. Whether you manage five properties or five hundred, getting your operations right is the key to growth.
This guide will walk you through the essential steps to set up smarter property operations, showing how technology and proactive management help you:
- Save time and reduce manual work
- Improve service quality for guests
- Protect and enhance property value for owners
- Build a team that can scale with your growth
We’ve also included real stories from LATAM operators who have successfully implemented Breezeway to grow their businesses efficiently.
1. Start by replacing messy texts and spreadsheets with an auto-schedule cleaning system.
Why it matters: Operations is more than just checking boxes; it’s about ensuring your team knows what to do, when, and how. Without a system, tasks slip, last-minute changes become stressful, and your team spends more time reacting than delivering great experiences.
What to do first:
- Automate routine tasks: Set up simple steps for turnovers, inspections, and maintenance so your team always knows what to do.
- Customize your process: Adjust the steps according to the property type, owner's requests, or special guest needs.
- Plan for the unexpected: Leave room for last-minute changes. A good system helps your team react quickly and solve problems.
2. Centralize team communication
Why it matters: When communication is spread across WhatsApp, email, and spreadsheets, it’s easy for details to get lost. Centralized communication ensures everyone knows what’s done, what’s pending, and what’s urgent.
Tips to implement:
- Use a platform where tasks, updates, and property notes live in one place.
- Give managers real-time visibility into property readiness.
- Keep all team members aligned on priorities.
3. Build safety into every part of your operations
Safety isn’t just a requirement anymore; it’s something that sets your brand apart. Guests and owners expect properties to be safe and compliant.
Key steps:
- Include safety checks in every inspection.
- Keep track of smoke detectors, pools, and any potential hazards.
- Review and update your safety procedures regularly.
4. Deliver unparalleled service to owners
High operational standards aren’t just for guests; they attract and retain owners. Documented, proactive operations show owners the value you provide.
Focus on:
- Quality turnovers
- Preventive maintenance
- Accurate reporting and task tracking
5. Proactive maintenance is key
Preventive care costs less than emergency fixes and keeps properties guest-ready.
Steps to start:
- Set recurring maintenance reminders for HVAC, appliances, and plumbing.
- Record all maintenance activity digitally.
- Encourage your team to report early signs of wear.
Getting started with Breezeway in LATAM
To make these operational improvements a reality, technology can be a huge support. Breezeway helps you centralize your tasks, automate routine work, and get clear visibility into what your team is doing.
With Breezeway, you can:
- Automate Scheduling and Task Management
Assign cleanings, inspections, and maintenance automatically, reducing manual effort and freeing your team to focus on delivering great experiences.
- Standardize Checklists
Ensure consistent quality across all properties with digital checklists for cleaning, maintenance, and guest readiness.
- Track Maintenance with Photos
Capture visual proof of work to increase accountability and streamline communication with internal teams and third-party vendors.
- Monitor Guest Turnover Efficiently
Use dashboards to manage high-turnover periods and stay on top of property readiness, ensuring a smooth experience for every guest.
Remember: The goal is to make operations predictable, scalable, and stress-free, so your team can focus on delivering exceptional experiences.
Operational excellence is the foundation for growth. By centralizing communication, automating routine tasks, and prioritizing safety and preventive maintenance, you’ll not only save time and reduce costs, but you’ll also create happier teams, more satisfied guests, and confident property owners.
LATAM Success Stories
To illustrate how these practices come to life, here are two examples of LATAM operators who have successfully implemented Breezeway:
- Portfolio: 1,400 beds across Mexico, Peru, Colombia, and Panama
- Results: $30k annual salary savings, $120k saved in maintenance costs
- Impact: Improved team efficiency, proactive maintenance, and better guest experiences.
“Operations isn’t just housekeeping and maintenance. Our warehouse, laundry, and third-party providers also use Breezeway to ensure standards are followed and everything is accounted for.” – Juan Garay, Co-Founder.
- Portfolio: 145 properties, 25 employees
- Results: 8 hours saved per day on scheduling, 15% portfolio growth per quarter, average guest review improved from 4.5 to 4.7
- Impact: Centralized coordination, proactive maintenance, stronger teams
“Breezeway isn’t just a tool, it’s a mindset shift. It professionalized operations, saved time, and enhanced both guest and owner experiences.” – Jesús Becerra & Aylin Baeza.
About Breezeway
Breezeway is the smart operating system for hospitality, built to coordinate and elevate the work behind 5-star guest experiences. Breezeway’s AI-powered workflows automate and control the service touchpoints that matter most, empowering hospitality teams to deliver on time, to the highest standards, and with a human touch. Powering over 75 million tasks across 90 countries, Breezeway is redefining how hospitality service is delivered by putting work at the center of the stay.
