5 Warning Signs You Need a New Property Management Company 

(And How to Find One You Can Actually Trust in DFW) 

Presented by Touchstone Property Management Company  

When Property Management Stops Working for You 

You didn’t hire a property management company to babysit them. You hired them to handle the day-to-day details of your investment—so you could focus on growth, freedom, and peace of mind. 

But what happens when the management becomes the problem? 

At Touchstone Property Management, we often meet property owners who’ve stayed too long with the wrong company. The truth is: not all property managers are created equal. Some start strong and fade fast. Others never really deliver in the first place. 

If you’re a property owner in the Dallas–Fort Worth area managing Class A, B, or C buildings, here are five red flags that signal it may be time for a change. 

1. You're Constantly Following Up for Basic Information 

Do you feel like you’re always chasing your property manager for updates? Whether it’s monthly financials, tenant concerns, or vacancy reports, you should never be the one initiating every conversation. 

Common red flags: 

• Late or missing owner statements 

• Delayed responses to emails or calls 

• No clear contact person or accountability 

Why it matters: 
Lack of communication leads to surprises, and in real estate investing, surprises cost money. Transparency and responsiveness are not luxuries—they’re requirements. 

What great PMs do instead: 
At Touchstone, we provide monthly reporting, real-time access to your property’s financials, and direct access to the same people who know your building inside and out.  

2. High Tenant Turnover with No Clear Reason 

If you’re seeing high turnover, but getting vague answers like “it just happens,” beware. 

High turnover is expensive. It leads to: 

• Lost rent during vacancy 

• Leasing commissions 

• Cleaning, repairs, and advertising costs 

Root causes poor PMs ignore: 

• Unaddressed maintenance issues

• Poor tenant communication 

• Inflexible or outdated lease terms 

• Poor screening and tenant fit 

What great PMs do instead: 
We focus on preventive retention—responding to tenant issues quickly, fostering strong community relationships, and setting realistic expectations at move-in. We also screen for long-term tenant quality, not just lease approval speed. 

3. Maintenance Is Slow, Sloppy, or Unpredictable 

Maintenance can make or break a tenant experience. If you’re getting late-night calls from frustrated residents—or worse, surprise bills without explanation—it’s a sign your property manager lacks the systems or standards you deserve. 

Look for signs like: 

• Residents complain to you directly 

• You’re not informed before repairs happen 

• Repeat issues with the same units or systems 

• Vendors you’ve never heard of or approved 

Why it matters: 
Sloppy maintenance leads to tenant turnover, negative online reviews, and higher long-term costs due to deferred or improper repairs. 

What great PMs do instead: 
Touchstone coordinates all maintenance with licensed vendors, pre-approves costs with owners, and logs every job into your owner portal for full visibility. 

4. Your Building Isn’t Making Money (Or Is Losing It) 

If your property isn’t cash-flowing, it’s time to look at more than just market conditions. Often, the issue is inefficient management. 

Possible causes: 

• Overpriced vendor services

• Poor rent collection and delinquency follow-up 

• Below-market rent rates 

• Long-standing vacancies 

What to ask: 

• How often is your rent roll evaluated for market rate adjustments? 

• Are delinquent tenants handled with a firm, fair policy? 

• How is your manager optimizing operating costs? 

What great PMs do instead: 
At Touchstone, we take a data-driven approach. We benchmark rent rates quarterly, optimize lease terms, and prioritize long-term net income—not just short-term rent collection.  

5. You Dread Interacting with Your Property Manager

This one’s harder to quantify, but it matters: If you feel stressed, ignored, or constantly on edge when dealing with your PM team, it’s a major red flag. 

Bad signs include: 

• Unprofessional tone or attitude 

• Passive-aggressive responses 

• Defensive or dismissive behavior 

• High staff turnover (you’re always speaking to someone new) 

Why it matters: 
Property management is a partnership. If there’s no mutual respect or professionalism, your investment will suffer. 

What great PMs do instead: 
At Touchstone, we pride ourselves on being approachable, communicative, and proactive. Our clients know they can reach us—and trust that we have their back.  

What to Look for in Your Next Property Management Company 

If one or more of these warning signs hit home, you’re not alone. Many property owners in DFW are switching management companies—and seeing immediate improvement in income, tenant satisfaction, and peace of mind. 

Here’s what to look for in your next PM partner: 

• Local expertise in the DFW rental market 

• Proven systems for leasing, maintenance, and accounting 

• Transparent communication and monthly reporting 

• Personalized service from people who know your property 

• A clear, competitive fee structure 

• Strong tenant screening and retention practices