Generative artificial intelligence tools are everywhere. We provided a guide on how to quickly master ChatGPT & AI for property managers, and we recommend checking that out for actionable ways to use AI for property management.
On the other hand, it’s also important to know how NOT to use AI for property management. After all, it’s easy to get caught up in the hype and overuse AI tools that make everything seem so easy. But if copy/pasting AI content seems too good to be true, that’s because it is.
AI suffers from a number of common issues. For instance, it will:
- Offer vague advice, especially in search engines
- Say the same thing in different ways
- Format content in a repetitive manner
- Clutter your search and make it harder to find what you want
We’re going to break down each of these issues to give you a clear sense of how not to use AI in property management. At the end, we’ll talk about an AI chat tool that can take your use of this tech to the next level.
Don’t rely on search engine AI overviews
If you go to Google and ask a question, you’re likely to get an AI-generated response. At first glance, this seems impressive. But here’s the problem: As often as not, the answer is not very good. Rather than being thoughtful and research-driven, the search engine AI answer tends to be vague, generic and unactionable.
This is likely by design. If you want to know what year ChatGPT was invented, AI can tell you that no problem. If you ask it something more complex such as, “How can I motivate my employees in property management?,” you will get an answer. But is it a good one? Let’s try it and find out:
Question: “How can I motivate my employees in property management?”
AI Overview from Google: “To effectively motivate your employees, focus on creating a positive and supportive work environment, offering opportunities for growth and recognition, and fostering open communication and collaboration.”
We all know that’s the “right” answer, but it’s not going to help you get very far.
Here’s the bottom line: If you’re using AI for property management, search engine AI responses almost always have to dig deeper. Refine your search. You might ask, “What are some ways to create a positive work environment?”
What you can do instead
If you’re looking for analysis or more thoughtful output, skip the search engine. Instead, learn some simple tricks to mastering ChatGPT or Microsoft Copilot. Used correctly, these powerful generative AI tools can help make you a more efficient property manager.
Don’t assume AI can get the job done on its own
If you ask too much of any AI system, it tends to get a bit repetitive as it runs out of things to say. If you upload a document and ask it to write a blog, summary, email or social media post, be prepared to read carefully and edit as necessary.
AI is especially prone to repeating itself at the end of any section of content. You’ll see it summarize much of what it already said in slightly different language. Left to their own devices, they’ll also create repetitive introductions and conclusions.
What you can do instead
When using AI for property management, you want to keep everything you do unique and original. If you let ChatGPT make a series of romance paragraphs, check that every listing retains an appealing uniqueness. Rule of thumb: Review everything you ask of AI as carefully as an English teacher grading an essay. AI can certainly make work easier, but it’s still on us humans to get the job done right.
Don’t copy-paste AI’s formatting choices
We talk about this in-depth in our article on mastering ChatGPT. Repetitive formatting is not the same as repeating content. The format is how something looks, and AI tools have a few tricks they like to use. We’ll imitate them in the bullet points below.
- Bold Key Terms: AI likes to make lists followed by simple explanations (like this).
- Capitalized Words: For some reason, AI is very formal in its list-making.
- Switching Between Bullet Points and Numbered Lists: AI will alternate between the two, probably to keep things from looking too repetitive.
To be clear, this isn’t a terrible way to format content. It’s clear, concise and easy for readers to scan and understand. However, when it’s a dead giveaway that AI was the primary writer, it might also look like you don’t care enough to put in much effort.
What you can do instead
Let’s say you’re writing a blog or newsletter for prospects and current renters. Instead of bullet points, you could simply change it into its own paragraph. Do you need the part in bold? A little manual restructuring goes a long way. Having said that, you can absolutely keep some of the AI formatting. Just be aware of how often you’re doing it and whether the content is actually helpful to your audience.
Don’t create more content just because you can
You’ve probably heard of the phrase “following the path of least resistance.” It refers to the idea that people have a tendency to do things the easiest way possible — if not always the best way. Consider that idea when using AI-generated content. It’s just all too easy to churn out more and more content on a monthly, weekly or even daily basis. If you over-rely on AI for property management to get a high output of website content, emails, social media, blog articles, etc., you may be sacrificing quality.
That’s because low-value content can negatively affect engagement levels. Here’s why:
- Too much low-quality content can make it look like you don’t care, and if people think you don’t care, why should they?
- If someone takes two minutes to read something and can’t remember what they read two minutes later, they’re not likely to come back for more.
- AI content will probably look like something they’ve seen before, so even if it’s helpful, it might just be “more of the same” to them.
All of the above can impact your ability to communicate important messages and take meaningful steps to increase resident satisfaction.
What you can do instead
Don’t add content or make what you have longer if it’s not adding value. For example, AI can help make your property listings’ romance paragraphs longer, but do they need to be longer? Creating something for the sake of creating it is generally not a pathway to success. The more authentic you are, the more likely it is that you will build trust with your audience.
Now try this: Get an AI chatbot for property management
AI chatbots have become a major component of customer service for many businesses. In the real estate industry, these tools are starting to pick up traction. And for good reason! These artificial assistants can engage with prospects and customers to answer based on specific information about your property.
The majority of chatbots use natural language processing and machine learning to respond to customers. Some bots are relatively limited and can only answer frequently asked questions. Others can answer a wide range of information like ChatGPT. Some can be applied to any website while others are industry specific.
Chat IQ was built just for property management
There are certainly benefits to an industry-specific chatbot that can handle whatever gets thrown at it. RentCafe Chat IQ, Yardi’s own chatbot built on Open AI, is used at nearly 6,000 properties nationwide (as of March 2025). It integrates seamlessly with Yardi Breeze Premier to extract property information, schedule property tours, provide recommendations to customers and sometimes even work on actual paperwork and transactions.
The main benefit is undoubtedly the efficiency of operations. You don’t have to schedule a conversation or go back-and-forth with every prospect — Chat IQ will take care of that for you. It can immediately answer emails, texts and chats. This creates an unmatched customer experience for prospects and residents driving not just efficiently, but also revenue.
On average, Breeze and Breeze Premier clients using Chat IQ save 2.6 days between getting a lead and scheduling an appointment. We’ve also seen the average time between lead acquisition and move-in reduced by 7.7 days.
With Chat IQ, you’re boosting your customers’ rental experience while saving time, money and energy. And what could be better than that?
