Skip to content

10 KPIs You Need to Track Portfolio Management

10 KPIs You Need to Track Portfolio Management

Navigating the world of portfolio management without the right KPIs is like trying to bake a cake without a recipe – messy and unpredictable. While some KPIs might seem like the sprinkles on top, others are the essential flour holding everything together. As the real estate industry becomes more reliant on emerging technologies to analyze data, there are a few KPIs that portfolio managers need to look at closely to manage their portfolios.

By understanding what insights can be drawn from tracking relevant KPIs, portfolio managers can make more informed decisions, fine-tune their strategies, and ultimately deliver better results. The primary focus will be on the standard KPIs used to monitor successful portfolio management, their relevance, and how you can track them.

1. Occupancy Rate

Definition: Represents the percentage of units that are rented out in a multifamily property.

Why It Matters: This metric is a direct indicator of demand for the properties within the portfolio and the effectiveness of property management.

Actionable Insights:

  • Reassess Rental Pricing: Compare your rental rates with similar properties in the area. If you’re priced higher, consider a temporary reduction or offer promotions.
  • Property Upgrades: Enhance the appeal of units with modern amenities, fresh paint, or updated fixtures.
  • Enhanced Marketing: Boost your online presence, utilize social media advertising, or offer virtual tours to attract potential tenants.
  • Tenant Retention Programs: Implement loyalty programs or offer lease renewal incentives to retain existing tenants.
  • Feedback Collection: Conduct exit interviews or surveys with departing tenants to understand areas of improvement.
  • Flexible Lease Terms: Offer short-term leases or reduced security deposits to attract a broader range of tenants.

Example of Implementation: Suppose the occupancy rate for a portfolio has dropped over the past six months. Conducting a market analysis to determine what rental rates in the vicinity are and introducing incentives or investing in property improvements will help increase the occupancy rate.

2. Net Operating Income (NOI)

Definition: The property’s profitability after all operating expenses are deducted from gross income.

Why It Matters: It provides a clear picture of the overall cash flow and health of the investments.

Actionable Insights:

  • Expense Audit: Conduct a thorough review of all operating expenses to identify any anomalies or areas of wastage.
  • Vendor Renegotiation: Approach vendors and service providers to renegotiate terms, seeking discounts or more favorable contracts.
  • Energy Efficiency: Implement energy-saving measures, such as LED lighting or energy-efficient appliances, to reduce utility costs.
  • Revenue Enhancement: Explore additional revenue streams, like laundry services, vending machines, or charging for premium parking spots.
  • Rent Analysis: Compare current rents with market rates. If below market rate, consider gradual increases while ensuring tenant retention.
  • Preventive Maintenance: Regular maintenance can prevent costly repairs in the future, thereby optimizing expenses.
  • Lease Terms: Review lease agreements for any clauses that might be causing financial drains, such as extended grace periods for rent payments.

Example of Implementation: Noticing a dip in the portfolio’s NOI, a portfolio manager conducts a financial review. They pinpoint inflated maintenance costs and below-market rents in certain properties. By renegotiating vendor contracts and adjusting rents to align with market rates, the manager successfully steers the portfolio’s NOI back to a positive trajectory in the following quarters.

3. Capitalization Rate (Cap Rate)

Definition: Measures the return on investment for a real estate property based on the income the property is expected to generate, relative to its market value.

Why It Matters: It offers a quick way to compare the relative value and performance of properties within the portfolio.

Actionable Insights:

  • Portfolio Review: Regularly assess individual property cap rates to identify underperformers.
  • Market Analysis: Stay updated with market cap rates to ensure your portfolio remains competitive.
  • Acquisition Strategy: Target properties with higher cap rates to boost overall portfolio performance.
  • Divestment: Consider selling properties with consistently low cap rates that drag down the portfolio’s average.

Example of Implementation: Spotting that the portfolio’s average cap rate lags behind market trends, a portfolio manager conducts a property-by-property analysis. They identify a few properties with consistently low cap rates. After a thorough evaluation, the manager decides to divest a couple of these underperformers and reallocate the capital to acquire properties in emerging markets with promising cap rates, optimizing the portfolio’s overall performance.

4. Cash on Cash Return

Definition: Evaluate the cash income earned relative to the cash invested in a property.

Why It Matters: It provides insights into the immediate return on the actual cash invested, especially important for investors prioritizing cash flow.

Actionable Insights:

  • Review the performance metrics of individual properties within the portfolio to identify underperformers.
  • Assess the financing structures in place for each property.
  • Consider refinancing opportunities that may offer better terms and improve cash flow.
  • Explore strategies to boost rental income, such as property upgrades or adjusting rental rates based on market trends.
  • Regularly monitor and adjust the portfolio mix to ensure alignment with cash flow objectives.

Examples of Implementations: A portfolio manager notes a property’s subpar cash-on-cash return. They refinance at a better rate, improving cash flow. To boost rental income, they upgrade the property, justifying a rental hike. By consistently monitoring metrics, the manager adjusts the portfolio, focusing on assets with higher return potential.

5. Debt Service Coverage Ratio

Definition: Measures the ability of the property’s income to cover its mortgage payments.

Why It Matters: It indicates the financial health of the portfolio and its ability to service its debt.

Actionable Insights:

  • Income Enhancement: Explore avenues to boost rental income, such as reducing vacancies or implementing incremental rent increases.
  • Expense Optimization: Review and manage operational costs to ensure they’re in line with industry benchmarks.
  • Refinancing Opportunities: If the DSCR is consistently low, evaluate current loan terms and consider refinancing options that offer lower interest rates or extended terms.

Example of Implementation: When a portfolio manager observes a DSCR nearing 1 across multiple properties, they initiate a two-pronged approach. First, they work with property managers to implement cost-saving measures, reducing overall expenses. Simultaneously, they engage with financial institutions to explore refinancing options. By securing a lower interest rate for several properties, the portfolio’s overall DSCR improves, ensuring a healthier financial position.

6. Operating Expense Ratio (OER)

Definition: Indicates what portion of the gross operating income is used to cover operating expenses.

Why It Matters: It provides insights into the efficiency of property management and the cost structure of the portfolio.

Actionable Insights:

  • Expense Breakdown: Conduct a detailed analysis of all operating expenses to pinpoint any significant increases or anomalies.
  • Vendor Negotiations: Engage with service providers and vendors to renegotiate contracts or seek bulk discounts.
  • Preventive Maintenance: Implement regular maintenance schedules to avoid costly repairs and replacements in the future.
  • Energy Efficiency: Consider energy-saving initiatives, such as installing LED lighting or energy-efficient appliances, to reduce utility bills.

Example of Implementation: Upon noticing a steady increase in the portfolio’s OER, a portfolio manager commissions a thorough audit of all operating expenses. The audit reveals that utility and maintenance costs have surged in several properties. The manager then introduces energy-saving measures and renegotiates contracts with maintenance providers. These proactive steps lead to a reduction in the OER, reflecting more efficient property management and optimized expenses.

7. Economic Vacancy Rate

Definition: Represents the percentage of potential income lost due to vacancies, concessions, and uncollected rent.

Why It Matters: It provides a more comprehensive view of income loss than just physical vacancies.

Actionable Insights:

  • Tenant Screening: Enhance the tenant screening process to ensure reliable tenants who pay on time.
  • Payment Incentives: Offer early payment discounts or other incentives to encourage timely rent payments.
  • Lease Adjustments: Re-evaluate and adjust leasing terms to make them more attractive or flexible for potential tenants.

Example of Implementation: A portfolio manager, noting a rising economic vacancy rate, introduces a loyalty program offering rent discounts to tenants who consistently pay on time. Additionally, the leasing process is streamlined, making it easier for potential tenants to sign up.

8. Rent Growth Rate

Definition: Measures the percentage increase in rent over a specific period.

Why It Matters: It indicates the appreciation potential of the investments and the portfolio’s ability to keep up with market trends.

Actionable Insights:

  • Property Enhancements: Invest in property upgrades to justify rent increases.
  • Amenity Additions: Introduce new amenities that can add value and justify higher rents.
  • Market Analysis: Regularly benchmark rents against market rates to ensure competitiveness.

Example of Implementation: To combat stagnant rent growth, a portfolio manager decides to renovate common areas and add a fitness center to several properties. These enhancements lead to a justified rent increase and a subsequent rise in the rent growth rate.

9. Lease Renewal Rate

Definition: Indicates the percentage of tenants who choose to renew their leases.

Why It Matters: A higher rate reduces turnover costs and indicates tenant satisfaction.

Actionable Insights:

  • Tenant Feedback: Conduct regular surveys or feedback sessions to understand tenant needs and concerns.
  • Renewal Incentives: Offer incentives or discounts for tenants who renew their leases early.
  • Community Building: Organize community events or initiatives to foster a sense of belonging among tenants.

Example of Implementation: In response to a declining lease renewal rate, a portfolio manager initiates a monthly community event, fostering better relationships among tenants and with the management. This initiative, coupled with renewal incentives, sees a significant uptick in the renewal rate.

10. Average Days on the Market

Definition: Represents the average number of days it takes to rent out a vacant unit.

Why It Matters: It provides insights into the effectiveness of marketing efforts and the appeal of the properties.

Actionable Insights:

  • Marketing Overhaul: Revamp marketing strategies, utilizing digital platforms and virtual tours.
  • Property Improvements: Enhance property aesthetics and functionality to attract potential tenants faster.
  • Pricing Strategy: Ensure rental pricing is in line with market rates to avoid prolonged vacancies.

Example of Implementation: Facing a prolonged average time on the market, a portfolio manager invests in professional property photos and virtual tour capabilities. They also adjust the rental pricing based on market research. As a result, the average days on the market decreased significantly.

RealSage Advantage:

RealSage offers more than just a software solution; it is a catalyst for automating your leasing process, alleviating the burden of strategic decision-making, and freeing up valuable time. The diverse range of options for generating reports and tailoring results empowers you to enhance your decision-making processes further, ensuring optimal outcomes.

Other Resources:

Request Demo