Rental property managers, do you have any of the following problems? The garbage disposal area has become unsanitary due to the lack of collection of unsorted garbage, complaints from neighbors due to garbage being disposed of outside of the designated time and date, and an increase in illegal dumping of garbage without knowing who disposed of it.
In rental properties, garbage disposal etiquette is one of the most annoying problems for property managers. At first glance, the garbage problem may seem trivial, but if left unchecked, it can lead to problems among tenants, damage the property's reputation, and in the worst case scenario, increase vacancy rates. This problem has become more complicated, especially now that municipal garbage collection rules have become stricter and there are more types of garbage to be sorted.
The garbage problem is particularly burdensome for owners who manage their own properties. This is because it requires specialized knowledge and experience to deal with the issue, from alerting tenants to violations of manners, to identifying the offenders, and even to dealing with foreign tenants in multiple languages.
This article explains the reality of garbage disposal etiquette problems in rental properties, the difficulties faced by self-managed owners, and the specific benefits of outsourcing to a management company. We will propose measures to maintain tenant satisfaction and the property value of the property.
Case study of Mr. Sato (company employee in his 50s), who self-manages an apartment building (2-story wooden structure, 8 rooms) in Tokyo.
At Mr. Sato's apartment, the day of the week and rules for garbage separation were explained to tenants when they moved in, and were posted in the common area. Gradually, however, the number of garbage bags containing mixed plastic and combustible garbage, cardboard boxes thrown away as they were, and other unsorted garbage became conspicuous.
The municipal garbage collectors informed us that they could not collect garbage that had been improperly separated, and the uncollected garbage gradually accumulated. The garbage area began to emit a foul odor, and crows began to damage the area. The tenants, who had good manners, complained that there was a hygiene problem.
Mr. Sato distributed a letter of warning to all tenants while cleaning the garbage area himself, but the situation did not improve. He was worried that he could not identify who was violating the rules and that even if he could identify the person, directly warning him might worsen the relationship between the tenants, so he was unable to take effective action and the problem became a long-term problem.
Case study of Mr. Tanaka (60s, self-employed) who owns a condominium (10 units) in Kanagawa Prefecture
As the number of foreign tenants (foreign students) increased in Mr. Tanaka's condominium, problems related to garbage separation began to occur frequently. It was difficult for them to understand the detailed garbage separation rules unique to Japan (plastic, combustible, noncombustible, resources, etc.), and since many of the rules differed from customs in their home countries, frequent rule violations were occurring.
Due to the language barrier, we faced the problem that even if we distributed warning signs, they were not read, and even if we explained verbally, they did not fully understand. Neighbors began to complain that the area was "littered with garbage" and "ravaged by crows.
Mr. Tanaka created an English warning sign, but he was unable to respond to all residents in their native languages, and he ended up having to organize and clean the garbage area himself several times a week. The residents' association also pointed out that the manner in which the garbage was disposed of in the apartment was poor, and Mr. Tanaka himself became mentally exhausted.
Case study of Mr. Yamamoto (55s, company executive), owner of an apartment building (3 stories, 12 units) in Osaka Prefecture
Mr. Yamamoto's apartment building had a garbage dump facing the street, and illegal dumping by non-tenants gradually increased. Home appliances and oversized garbage began to be left unattended, and garbage that was not subject to collection by the local government began to accumulate.
At first, we thought the garbage belonged to the tenants and alerted all tenants, but they responded that it did not belong to them.
In the end, the owner had to bear the cost of disposing of the illegally dumped garbage, resulting in unexpected annual expenses. In addition, the bad impression of the garbage dumping site also made a bad impression during previews, causing secondary damage in the form of an increase in vacancy rates.
Without effective countermeasures against illegal dumping, the problem remained unresolved.
In dealing with the problem of garbage disposal etiquette, self-management owners face the following risks and limitations
The most difficult part of dealing with violations of garbage disposal rules is how to identify the violators:
Self-management owners are often unable to take appropriate action due to fear of trouble because of their close proximity to tenants.
Effective trash control requires ongoing efforts, but self-management presents the following challenges
| Efforts required | Challenges of self-management | Resulting problems |
|---|---|---|
| Regular patrols and checks | Difficulty in balancing work and personal life | Inability to detect and respond to problems at an early stage |
| Consistent enforcement of rules | Tendency to get emotional in response | Residents feel a sense of unfairness |
| Appropriate remedial guidance | Lack of expertise and experience | Inability to propose effective improvement measures |
| Multilingual support | Lack of language skills and resources | Insufficient support for foreign residents |
A particular problem is that violations of garbage etiquette tend to "chain" together. When one resident stops obeying the rules, other tenants often gradually degrade their manners, thinking that "this level of behavior will be OK.
Garbage problems are not merely a problem within the property; they also affect relations with the outside world:
For owners of self-managed properties, these external relations can also be a major burden. In particular, different municipalities have different rules for garbage disposal, making it even more difficult for owners who have properties in multiple areas to manage them.
Installing appropriate equipment is an effective way to solve the garbage problem, but self-management presents the following challenges
These professional judgments and procedures are difficult without experience.
Outsourcing to a management company offers the following concrete advantages in dealing with garbage disposal etiquette issues.
The management company provides effective resident education based on its extensive experience:
Particularly effective are visual materials with photos and illustrations. They are easy to understand even with language barriers and effective for foreign residents. In addition, regular reminders by the management company have the psychological effect of "pointing out from a third party" the need for condominium garbage separation resident education.
The greatest strength of a management company is its position as an objective mediator between owners and tenants:
The management company's caution avoids direct confrontation between the owner and the resident. This allows tenants to be less emotional and more calmly accept the problem.
Management companies know how to effectively install and operate equipment from their experience with many properties:
For example, installing security cameras is a very effective measure, but they must be operated in consideration of tenants' privacy. A management company can propose the best solution by striking such a delicate balance.
Another strength of a management company is its ability to accommodate the increasing number of foreign residents in recent years:
In particular, foreign residents are often confused by the differences in garbage separation rules from their home countries, so explanations that take cultural differences into account, rather than mere translation, are particularly effective.
Management companies also provide support for building good relationships with municipalities and local communities:
By outsourcing the maintenance of these external relationships to a management company, the burden on the owner can be greatly reduced.
The following are important points for selecting a management company that is strong in dealing with garbage problems.
The most important factor to consider when selecting a management company is its track record in dealing with garbage problems:
During interviews, it is advisable to ask specific questions such as "How did you solve past garbage problems?" and "What efforts are you making to improve tenants' manners?
As the number of foreign residents increases, multilingual capability is an important selection point:
It is important to consider not only the translation but also the ability to take into account differences in cultural backgrounds.
Knowledge and experience in equipment installation, such as security cameras, are also important:
Of particular importance is the balance between "cost-effectiveness" and "legal risk avoidance. Excessive monitoring will lead to a backlash from tenants, while insufficient countermeasures will not solve problems.
In addition to temporary measures, an attitude toward continuous improvement is also important:
A "preventative" rather than "after the problem occurs" attitude will lead to long-term solutions.
Although the issue of garbage disposal etiquette may seem trivial, it is an important problem that, if left unaddressed, can significantly damage a property's reputation and asset value. With self-management, you are faced with many challenges, such as identifying violators, providing appropriate reminders, and ongoing monitoring.
The benefits of outsourcing to a management company are manifold:
Appropriate response to garbage issues will lead to higher tenant satisfaction, lower eviction rates, and maintain and improve the property's reputation. By outsourcing to a management company with professional knowledge and experience, it will be possible to protect the property's asset value while reducing the owner's own mental and time burden.
A: The following are the main methods used to identify violators , each with its own benefits and risks:
Installing security cameras: Most effective, but privacy considerations must be taken into account.
Checking the contents of garbage bags: This method can be used to identify residents by mail with their names written on them, but there is a risk of invasion of privacy. If the management company handles this, it is important to inform tenants in advance that the contents of garbage bags may be checked in case of rule violations.
Gathering information on sightings: This is a method of receiving information from other tenants, but may lead to trouble between tenants.
A management company can handle this with appropriate procedures and care to identify the violator and avoid emotional responses.
A: The following methods are effective in improving trash disposal etiquette
Posting visually-intuitive signs: Posting sorting guides with pictures and diagrams, calendars of collection dates, etc. Multilingual versions are also effective.
Periodic reminders: Even if there is no problem, distribute reminders on a regular basis to maintain awareness.
Immediate response and cleanup: It is important to respond to problems as soon as they occur and to keep the dumpsters clean. Dirty garbage dumpsters will further lead to poor manners.
Environmental improvements: Physical environmental improvements such as installation of lighting, security cameras, and crow nets are also effective.
Management companies know from experience with many properties what measures are effective under what circumstances, and can make the best proposals tailored to the characteristics of the property.
A: The following measures are effective for foreign tenants
Explanatory materials in the native language: It is important to provide explanations that take cultural backgrounds into account, rather than simple translations.
Use of photos and illustrations: To overcome language barriers, use actual photos and easy-to-understand illustrations.
Practical demonstrations: Practical explanations, such as showing how garbage is actually sorted at move-in, are effective.
Regular follow-up: Consciously check on the residents for a while after they move in, and provide follow-up explanations as necessary.
Management companies are well versed in effective communication methods based on their experience in dealing with many foreign tenants.
A: The following are the main methods used to combat illegal dumping
Installation of security cameras: This is the most effective deterrent, but privacy considerations and proper operation are necessary. A "CCTV camera in operation" sign is also an important deterrent.
Installation of lighting: Dark dumping sites are easy targets for illegal dumping, so installing sensor lights is effective.
Relocation of dumping sites: Relocating dumping sites to locations that are less visible from the street or inaccessible to non-residents is also worth considering.
Regular patrols: Regular patrols by the management company and its staff are also effective deterrents.
The management company can suggest the most appropriate illegal dumping countermeasures for the property's location and surrounding environment.
A: The following phased approach can be taken in the event of non-improvement
Individual interviews: The management company will conduct individual interviews with the identified violator(s).
Written warning: For serious or repeated violations, a formal written warning is issued.
Application of penalties: If specified in the contract, we can consider applying penalties, such as charging cleaning costs (but legal grounds are required).
Termination of contract as a last resort: If the violation is serious and continuous, and significantly damages the living environment of other tenants, refusal to renew the contract or termination may be considered.
The management company has the legal knowledge and can appropriately determine under what circumstances and to what extent the situation can be handled. They can also take firm action to resolve the issue while avoiding emotional confrontation between the owner and the tenant.
The issue of garbage disposal etiquette is an important issue that cannot be overlooked in rental property management. INA&Associates offers a garbage problem resolution service based on our years of experience and expertise. We provide comprehensive support ranging from tenant education to installation of security equipment and multilingual support.
Let us help you free yourself from the burden of self-management and increase the value of your property with our professional services. Now, we offer a free initial consultation to help you find a solution to your garbage problem. Protect your property value and achieve stable rental management.