VRS671 - 10 Things I'd Do With AI If I Was A Property Manager Again

VRS671 - 10 Things I'd Do With AI If I Was A Property Manager Again

This Episode is Sponsored by StayFi Your ultimate tool for Vacation Rental WiFi marketing allowing you to collect guest emails automatically via custom captive WiFi login splash pages. Drive repeat direct bookings and convert your OTA bookings to book direct for their next visit. Visit https://stayfi.com/vrsuccess/ [https://stayfi.com/vrsuccess/] and use code VRSUCCESS for 50% off 3 months of StayFi service. ________________________________________________________________________________________________________________________________________ This episode almost wasn't the one you're hearing. Heather had already recorded, edited, and prepared social media for a different episode when a morning of reflection sent her down a different path instead. The trigger was rereading her own contribution to Brooke Pfautz's book Vacation Rental Secrets, written a few years back - an unusually honest account of the mistakes she made running CottageLink Rental Management, the property management company she sold four years ago. Reading it back, Heather noticed a pattern. None of the mistakes came from working too little or caring too little. Every one of them came from not having the tools to see clearly, document what she knew, or build systems that didn't depend on her being at the centre of everything. That reflection became this episode: ten specific, practical things she would do differently if she were running a property management business today, with the AI tools now available. This is a solo teaching episode, released the week the second cohort of the AI Ambassador Program opens. It is aimed squarely at operators who want to know, in concrete terms, what using AI well in a property management business actually looks like - not in theory, but from someone who has run the business, made the mistakes, and now has the tools to fix them. Key Takeaways * Build a brand voice document before writing a single word of copy. Capture your tone, values, and the phrases that are distinctly yours before you ask AI to write anything on your behalf - otherwise inconsistency creeps in and your team, guests, and owners start to feel it. * Stop letting every vendor demo convince you a new platform will fix your business. Your PMS is the one system that genuinely needs a professionally built, purpose-designed solution - but beyond that, a lot of what operators buy off the shelf could now be built to fit their specific business instead. * Document every process before it only exists in your head. Talk a process through, out loud, while you're doing it and let AI structure it into a living SOP - the knowledge that only lives with the founder is a liability, not an asset. * Build a genuine owner communication system, not just good intentions. Work through frameworks for the hard conversations in advance, and use AI to generate genuinely personal quarterly owner reports at scale, not a mail merge with names swapped in. * Use AI to keep direct booking relationships warm, not just to build them. The follow-up sequences that go quiet the moment peak season hits are where most operators lose ground - AI can keep that infrastructure running consistently even when you're buried. * Analyze reviews instead of just reading them. The most useful information is often buried inside five-star reviews as an aside - patterns that only become visible when reviews are aggregated and analysed rather than read one at a time. * Build a real owner acquisition pipeline instead of relying on referrals. Referrals are a result, not a strategy - a proper follow-up sequence and a clear sense of the right-fit owner prevents leads from going cold. * Build an institutional knowledge base, not just a folder of SOPs. Capture the reasoning behind decisions, not just the steps, so that judgement can travel with the business even as people move on. * Treat AI as a thinking partner, not just a writing tool. The most valuable use of AI is stress-testing decisions before you commit to them, not just producing first drafts. * Start with clear values and strategy, and let AI help you communicate them. Clarity about what you're building and who it's for makes every daily decision easier - and AI can help both articulate that strategy and communicate it consistently across a team. ________________________________________________________________________________________________________________________________________ 📣 The AI Ambassador Program This episode is also brought to you in part by our AI Ambassador Program [https://www.vacationrentalformula.com/ai]. If you're curious about using AI in your business - whether it's for guest communication, operations, or even marketing - check out our AI Ambassador Program [https://www.vacationrentalformula.com/ai]. It's designed to help you learn, lead, and get hands-on with the tools shaping the future of hospitality. 🌐 Learn more and join us at VacationRentalFormula.com/AI [https://vacationrentalformula.com/] Are you listening to this podcast on the move? Get to the show notes here: https://www.vacationrentalformula.com/podcast/VRS671 [https://www.vacationrentalformula.com/podcast/vrs671-10-things-id-do-with-ai-if-i-was-a-property-manager-again]

VRS670 - When Hospitality Leads and Tech Follows

This Episode is Sponsored by StayFi Your ultimate tool for Vacation Rental WiFi marketing allowing you to collect guest emails automatically via custom captive WiFi login splash pages. Drive repeat direct bookings and convert your OTA bookings to book direct for their next visit. Visit https://stayfi.com/vrsuccess/ [https://stayfi.com/vrsuccess/] and use code VRSUCCESS for 50% off 3 months of StayFi service. ________________________________________________________________________________________________________________________________________ Sab Mulligan came into the short-term rental industry from a decade in media production and another in tech education, and she arrived with a beginner's mind that turned out to be an advantage. What she noticed in those early industry conversations wasn't the passion for hospitality she'd expected. It was burnout, worn almost as a badge of honour. People competing over who'd taken the most 3am calls. She found that troubling, and it drove the approach she'd go on to build at Zzzing, a fast-growing property management company based in Malta. Three and a half years later, Zzzing has grown from 50 properties to 650, and their AI agent Zoe handles 90% of all guest communications across the portfolio. But what makes this conversation interesting isn't the scale or the technology. It's the philosophy behind it: that tech should be silent, and hospitality should be loud. That AI doesn't replace the human side of this business, rather it gives people more time and energy to deliver it. Sab and I talked about her TRT framework for designing AI policies, the seven guest moments that anchor everything Zzzing does, how they handled team resistance to AI adoption, and what she'd say to property managers still watching from the sidelines. Key Takeaways * Tech should be silent, hospitality should be loud. The goal of AI in guest communication isn't to replace the host's voice. It's there to deliver that voice consistently, at any hour, across every conversation. * AI amplifies what you already have in place. If your policies aren't documented, AI won't fix that. It will amplify the mess. Getting your foundations right before deploying AI isn't a delay,it's the work. * Sab's TRT framework makes policy design accessible. Trigger (what initiates this communication), Reaction (how you would genuinely respond), Tone (the warmth, the friendliness, the examples), and Guardrails (when does the AI stop and hand to a human). * The seven guest moments give you a map. Discovery, booking, arrival, access, during-stay, checkout, and come-back. Everything you need from AI slots into one of those seven buckets. * Humanising the AI agent internally matters as much as externally. Naming Zoe and giving her a clear job description helped Zzzing's team understand where the AI started and stopped, which reduced resistance significantly. * Test your own policies. Don't experiment on real guests. Make a test booking and run your AI through every scenario every few days. You are in the driver's seat and AI isn't taking over. ________________________________________________________________________________________________________________________________________ 📣 The AI Ambassador Program This episode is also brought to you in part by our AI Ambassador Program [https://www.vacationrentalformula.com/ai]. If you're curious about using AI in your business - whether it's for guest communication, operations, or even marketing - check out our AI Ambassador Program [https://www.vacationrentalformula.com/ai]. It's designed to help you learn, lead, and get hands-on with the tools shaping the future of hospitality. 🌐 Learn more and join us at VacationRentalFormula.com/AI [https://vacationrentalformula.com/] Are you listening to this podcast on the move? Get to the show notes here: https://www.vacationrentalformula.com/podcast/VRS670 [https://www.vacationrentalformula.com/podcast/vrs670-when-hospitality-leads-and-tech-follows]

VRS669 - Connectors, Skills, and the AI Business Brain - with Jodi Bourne

This Episode is Sponsored by StayFi Your ultimate tool for Vacation Rental WiFi marketing allowing you to collect guest emails automatically via custom captive WiFi login splash pages. Drive repeat direct bookings and convert your OTA bookings to book direct for their next visit. Visit https://stayfi.com/vrsuccess/ [https://stayfi.com/vrsuccess/] and use code VRSUCCESS for 50% off 3 months of StayFi service. _________________________________________________________________________________________________________ Jodi Bourne is back for the latest installment of the new regular segment with Heather, built around a simple premise: AI is moving fast, and the two of them are going to keep working through it together, out loud, for listeners who want to come along. This conversation goes deeper into the practical mechanics of working with Claude. Heather and Jodi talk through connectors (MCPs that link Claude to tools like Gmail, Google Drive, Asana, and accounting software), skills (saved, reusable instruction sets that replace the old habit of copying and pasting prompts), and what both of them call their AI business brain - a structured foundational document that teaches Claude who you are, what you sell, and how you sound, before you ask it to produce anything. You'll come away with a clear starting point: build the foundation first, connect the tools you already use, and create one simple skill - Jodi's suggestion is a daily "morning coffee" briefing - before trying to do anything more ambitious. Key Takeaways * AI output defaults to generic. The fix isn't a better prompt - it's a structured foundation document (Jodi calls hers the Hospitality Brand Bible; Heather calls hers her Business Brain) that teaches the model your business, voice, and audience before you ask it to create anything. * Building that foundation properly is not a five-minute job. Heather recommends setting aside the better part of a day and using reverse prompting - asking Claude to interview you, question by question, until it has a full picture of your business. * Connectors (MCPs) link Claude directly to the tools already in use - Gmail, Google Drive, Google Calendar, Asana, accounting platforms - so requests can be carried out end to end instead of copying information back and forth manually. * Skills replace the old habit of maintaining a library of saved prompts. A skill is a reusable, named instruction set that automatically pulls in the right reference documents and brand voice without being told to every time. * The recommended first skill for anyone starting out is a daily briefing - a "morning coffee" routine that summarizes email, flags anything unanswered, and reviews the calendar - because it is simple, immediately useful, and teaches the basics of how skills work. * AI will hallucinate and occasionally get things wrong with total confidence. Both hosts were emphatic that nothing goes out the door - a guest bio, an email, an Instacart order - without a human checking it first. ________________________________________________________________________________________________________________________________________ 📣 The AI Ambassador Program This episode is also brought to you in part by our AI Ambassador Program [https://www.vacationrentalformula.com/ai]. If you're curious about using AI in your business - whether it's for guest communication, operations, or even marketing - check out our AI Ambassador Program [https://www.vacationrentalformula.com/ai]. It's designed to help you learn, lead, and get hands-on with the tools shaping the future of hospitality. 🌐 Learn more and join us at VacationRentalFormula.com/AI [https://vacationrentalformula.com/] Are you listening to this podcast on the move? Get to the show notes here: https://www.vacationrentalformula.com/podcast/VRS669 [https://www.vacationrentalformula.com/podcast/vrs669-connectors-skills-and-the-ai-business-brain-with-jodi-bourne]

VRS668 - Purpose Before Polish: AI in Business and Hospitality

This Episode is Sponsored by Lodgify If you have been thinking about building your own direct booking channel and reducing your reliance on the OTAs, Lodgify is worth a serious look. It brings your booking website, channel management, guest messaging, and unified inbox into one place. VRS listeners can get 20% off yearly and bi-yearly plans with code VRS-20, valid through to the end of June. Visit Lodgify and use code VRS-20 to get started. > Click here to visit Lodgify.com [https://get.lodgify.com/pricing?utm_source=podcast&utm_medium=creator-collab&utm_campaign=vacation-rental-formula] ________________________________________________________________________________________________________________________________________ Heather has just returned from a week in the UK - visiting family, catching up with old friends, and speaking at the Scale AI Summit in Brighton. In this solo reflection episode, she weaves together two very different vacation rental experiences, a hospitality revelation on a delayed Virgin Atlantic flight, and the core teaching from her conference session to land on a single, unifying idea: purpose comes before polish, and foundation comes before execution. The episode moves from a functional but story-free farm conversion cottage, to a 300-year-old Hastings cottage that felt like it had been created specifically for her friends, to a conference room full of STR operators at every stage of their AI journey. The thread connecting all of it: knowing who you are, who you serve, and what you stand for before you pick up a single tool - whether that tool is a £200 kettle, a booking platform, or an AI assistant. Heather also walks through the core framework from her "Building Your AI Business Brain" session, giving listeners a practical, actionable foundation they can start building this week. Key Takeaways * A pilot who told his delayed passengers "I am the host of this flight and you are my guests" changed the atmosphere of an entire departure lounge with one sentence. Purpose, clearly stated, changes everything. * The difference between the two cottages wasn't price or quality - it was whether the owner knew exactly who they were creating the experience for. One was built for a specific person; the other was built for anyone passing through. * Before you touch a single AI tool, you need five foundational pieces in place: your vision, your mission and values, your business profile (including avatars, brand voice, and workflows). Without these, AI will produce generic output for a generic audience. * The fastest way to capture your brand voice isn't to write it - it's to talk it through using voice-to-text. Most people think out loud more naturally than they write, and the result is closer to your real voice. * At the Scale AI Summit, fewer than half the room had a documented client or owner avatar - which means their AI has no idea who it's writing for. If it's not documented, it doesn't exist as far as your AI is concerned. * Strategy before execution, every time. Paul Anderson's RAF officer training insight maps directly to AI adoption: the operators who slow down to build a foundation first are the ones who get useful, consistent results. ________________________________________________________________________________________________________________________________________ 📣 The AI Ambassador Program This episode is also brought to you in part by our AI Ambassador Program [https://www.vacationrentalformula.com/ai]. If you're curious about using AI in your business - whether it's for guest communication, operations, or even marketing - check out our AI Ambassador Program [https://www.vacationrentalformula.com/ai]. It's designed to help you learn, lead, and get hands-on with the tools shaping the future of hospitality. 🌐 Learn more and join us at VacationRentalFormula.com/AI [https://vacationrentalformula.com/] Are you listening to this podcast on the move? Get to the show notes here: https://www.vacationrentalformula.com/podcast/VRS668 [https://www.vacationrentalformula.com/podcast/vrs668-purpose-before-polish-ai-in-business-and-hospitality]

VRS667 - Two Ways to Make More Money This Year: Private Chef Upsells and Smarter AI Use

This Episode is Sponsored by Lodgify If you have been thinking about building your own direct booking channel and reducing your reliance on the OTAs, Lodgify is worth a serious look. It brings your booking website, channel management, guest messaging, and unified inbox into one place. VRS listeners can get 20% off yearly and bi-yearly plans with code VRS-20, valid through to the end of June. Visit Lodgify and use code VRS-20 to get started. > Click here to visit Lodgify.com [https://get.lodgify.com/pricing?utm_source=podcast&utm_medium=creator-collab&utm_campaign=vacation-rental-formula] _________________________________________________________________________________________ Siddhi Mittal has one of those backgrounds that makes you wonder how a single person contains all of it. She grew up in Agra, studied computer science and AI at Columbia, landed on an asset-backed mortgage securities trading floor in New York, moved to London, spent six years in finance, had a full-blown existential crisis, quit to build a startup, stumbled into the vacation rental industry almost by accident, had a baby, got lost down an AI rabbit hole, nearly derailed her marriage, and is now running two businesses while teaching women worldwide how to use AI to earn more and work less. And it seems like all that happened without her taking a breath! Yhangry is a private chef booking platform she co-founded in the UK. It started as a consumer product for anyone who wanted a chef to cook at home. Then Siddhi discovered that 50% of her users were vacation rental guests and property managers, and everything changed. Yhangry is now one of the most interesting upsell opportunities in the STR space: property managers can generate a simple affiliate link, share it with guests, and earn commission whenever a chef is booked. No operational overhead. No coordination. The platform handles everything from booking to payment to quality assurance. The conversation covers all of that, and then it goes somewhere else entirely. Because Siddhi is also the founder of SheCompoundsAI, a live AI education event series focused on helping women build practical AI skills. She brings the same direct, jargon-free energy she uses on stage to this conversation, and what comes out is one of the most accessible explanations of prompting, agents, and reverse prompting I have heard anywhere. If you have been hovering at the edge of AI adoption and not quite sure how to get started, this episode gives you the simplest possible on-ramp. And if you are a property manager looking for a genuinely low-effort upsell revenue stream, the Yhangry conversation is worth your attention. ________________________________________________________________________________________________________________________________________ 📣 The AI Ambassador Program This episode is also brought to you in part by our AI Ambassador Program [https://www.vacationrentalformula.com/ai]. If you're curious about using AI in your business - whether it's for guest communication, operations, or even marketing - check out our AI Ambassador Program [https://www.vacationrentalformula.com/ai]. It's designed to help you learn, lead, and get hands-on with the tools shaping the future of hospitality. 🌐 Learn more and join us at VacationRentalFormula.com/AI [https://vacationrentalformula.com/] Are you listening to this podcast on the move? Get to the show notes here: https://www.vacationrentalformula.com/podcast/VRS667 [https://www.vacationrentalformula.com/podcast/vrs667-two-ways-to-make-more-money-this-year-private-chef-upsells-and-smarter-ai-use]