Luxury homes don’t run themselves. They require structure, leadership, and systems that support your lifestyle.

This week, we’ll explore 5 essential tips to help you protect your time, reduce your stress, and confidently delegate your household operations to seasoned professionals who specialize in managing homes like yours.

Tip #1 is setting up a House Manual System. We offer a system that has helped many ultra-high-net-worth homeowners to streamline operations and communication while reducing risk. Learn more about our How to Manage a Mansion™ Complete System: https://www.estatemanagementsystems.com/shop/p/htmm-complete-system

𝐍𝐞𝐱𝐭 𝐒𝐭𝐞𝐩𝐬:

📧 Download our free 90-Day Estate Jump Start Plan: https://www.estatemanagementsystems.com/youtube-welcome

📲 Book a 1:1 Call with Kelly: https://calendly.com/estate-management-systems/discovery-call

🛒 Shop Templates & Tools: https://www.estatemanagementsystems.com/shop-four-offers

#EstateManagement #DearBillionaire #PrivateService

Most households don’t realize how vulnerable they are until it happens.

The truth? Your Estate Manager likely knows more about your home than you do — and much of it lives only in their head or their phone.

In this episode, we’ll explore:

✔️ The hidden risks you may not see

✔️ Why even great Estate Managers resign

✔️ What happens behind the scenes when leadership disappears

✔️ And how to safeguard your home before you’re blindsided

Our related resources:

- Complete House Manual Templates: https://www.estatemanagementsystems.com/shop/p/complete-house-manual-templates

- How to Manage a Mansion™ Complete System: https://www.estatemanagementsystems.com/shop/p/htmm-complete-system

𝐍𝐞𝐱𝐭 𝐒𝐭𝐞𝐩𝐬:

📧 Download our free 90-Day Jump Start Plan: https://www.estatemanagementsystems.com/youtube-welcome

📲 Book a 1:1 Call with Kelly: https://calendly.com/estate-management-systems/discovery-call

🛒 Shop Templates & Tools: https://www.estatemanagementsystems.com/shop-four-offers

#EstateManagement #DearBillionaire #PrivateService

Letting an Estate Manager go can feel like both a breakup and an operational nightmare.

Because it isn’t just staffing — it’s personal AND A transfer of household power.

And without documented information, that transition can feel overwhelming and risky.

In this episode, we’ll explore:

✔️ The reality most homeowners don't see

✔️ The hidden cost of "just replacing them"

✔️ 8 steps to make this transition smooth

✔️ Why preparing systems for the next person to succeed is a smart investment

𝐍𝐞𝐱𝐭 𝐒𝐭𝐞𝐩𝐬:

📧 Get our Staff Transition Checklist when you sign up for our emails: https://www.estatemanagementsystems.com/email-signup

📲 Book a 1:1 Call with Kelly: https://calendly.com/estate-management-systems/discovery-call

🛒 Shop Templates & Tools: https://www.estatemanagementsystems.com/shop-four-offers

#EstateManagement #DearBillionaire #PrivateService

In fact, I was recently sent a vendor questionnaire asking for SOC-2 reports and GDPR compliance — and that’s when I realized just how many people think we’re a software company.

But here’s the truth: we don’t build apps — we build understanding.

Private service isn’t about automation; it’s about people.

In this episode, we’ll explore:

✔️ Why private service will always be a people-first business

✔️ How structure and empathy can coexist

✔️ The real reason “systems” are human, not digital

✔️ What happens when everyone in a home feels respected

Next Steps:

📧 Download our free 90-Day Jump Start Plan: https://www.estatemanagementsystems.com/youtube-welcome

📲 Book a 1:1 Call with Kelly: https://calendly.com/estate-management-systems/discovery-call

🛒 Shop Templates & Tools: https://www.estatemanagementsystems.com/shop-four-offers 

Most homeowners call me after an employment scare—a staff member mentions unpaid overtime, threatens legal action, or calls the labor board.

In this episode, I explain:

✅ The real reason “we’re like family” can backfire

✅ The emotional, reputational, and financial cost of employment scares

✅ The systems every household needs to prevent liability

✅ Why prevention is the ultimate ROI in private service

If you manage staff, properties, or family offices—this is essential viewing.

📄 Download free resource: 90-Day Household Operations Assessment https://www.estatemanagementsystems.com/youtube-welcome

📞 Book a 1:1 with Kelly Fore Dixon: https://calendly.com/estate-management-systems/discovery-call

In this episode, Kelly Fore Dixon, Founder of Estate Management Systems and Host of Dear Billionaire, shares exactly how to build a reporting system that gives everyone on your team clarity, accountability, and peace of mind.

You’ll discover:

✅ Why weekly reports build trust with principals and family offices

✅ What to include (and what to leave out)

✅ The 6 key sections of an effective estate report

✅ How to make your updates concise, secure, and consistent

Free Resources for Podcast Listeners: https://www.estatemanagementsystems.com/dear-billionaire-podcast

In this episode, Kelly Fore Dixon, founder of Estate Management Systems and host of the Dear Billionaire podcast, breaks down the hidden financial and operational risks behind cost-cutting decisions in high-net-worth estates—and what smart principals do instead.

You’ll discover:

✔️ Why short-term savings lead to long-term losses

✔️ The real cost of cutting corners on staffing and maintenance

✔️ How to invest wisely in systems that protect your estate and peace of mind

💼 Kelly can help you identify where to save without lowering luxury standards. 25% off three 1:1 strategic calls with Kelly Fore Dixon 👉https://www.estatemanagementsystems.com/shop/p/private-estate-strategy-package

🎯 Help us reach 2,000 subscribers by October 31, 2025!

Subscribe for new videos every week: @OfficialDearBillionaire

I’m Kelly Fore Dixon, Founder of Estate Management Systems and Host of Dear Billionaire. As an Estate Operations Consultant, I help homeowners and staff align expectations, reduce turnover, and protect property value with one essential tool: the 12-month maintenance calendar.

In this podcast, you’ll discover:

✔️ Why most estates are quietly understaffed

✔️ How the “drumroll moment” reveals workload gaps

✔️ Smart adjustments that ease staff pressure without lowering standards

✔️ How to test new staffing models before committing long-term

🎯 Special Offer: Save 25% on 1:1 Coaching with Kelly Fore Dixon

Need tailored guidance for your own household? For a limited time, I’m offering the Private Estate Strategy Package:

• 3 x 50-minute coaching sessions
• Special rate: $668 (25% off the regular $891 value)
• Focused time to solve your estate’s biggest challenges: staffing gaps, broken systems, or hidden risks that quietly drain wealth

👉 Claim Your Coaching Package » https://www.estatemanagementsystems.com/shop/p/private-estate-strategy-package

🔔 We’re on a mission to grow this channel to 2,000 subscribers on YouTube by October 31, 2025. If this episode helped you, please hit Subscribe on https://www.youtube.com/@OfficialDearBillionaire and share our channel with a colleague, client, or friend who would benefit.

I’m Kelly Fore Dixon, Founder of Estate Management Systems and Host of the Dear Billionaire Podcast. As an Estate Operations Consultant, I partner with household teams to strengthen systems, reduce risk, and protect both homeowners and staff.

In this video, you’ll discover:

✔️ The 3 foundations of risk mitigation: operations, people, and emergencies

✔️ Why estate teams can’t manage everything alone

✔️ How customized systems protect your home and legacy

🦺 If you’re ready to safeguard your estate and support your staff, schedule a discovery call today: https://calendly.com/estate-management-systems/discovery-call

💡 Free Resource: Download The Fine Art of Home Organization Checklist to help your staff set up systems that save time, money, and stress: https://www.estatemanagementsystems.com/youtube-welcome

In this episode of Dear Billionaire, Kelly Fore Dixon reveals:

✅ The hidden costs of disorganization in large households

✅ Why staff efficiency, safety, and morale depend on proper systems

✅ Simple steps to streamline inventories and avoid waste

✅ How professional organization safeguards your lifestyle and investment

📘 Want to go deeper? Get Kelly’s 10-page Room-by-Room Guide for just $9 and master seamless estate management: https://www.estatemanagementsystems.com/shop/p/the-fine-art-of-luxury-home-organizing-checklist

Because true luxury isn’t about looking organized—it’s about living with ease, elegance, and confidence every day.

This Household Budget Guide for High-Net-Worth Homes shows you how to run your estate like a business — with clarity, control, and confidence. Whether you manage one property or several, it’s designed to help you align spending with your priorities, prevent waste, and protect your property’s value for years to come.

In this episode of Dear Billionaire, you’ll discover the 5 Budget Like a Billionaire principles used by the most effective estate managers and high-net-worth households:

- Keep spending aligned with your values- Prevent waste and minimize fraud- Protect your property’s long-term value- Empower your estate manager to think like a CFO

Free Resource: Download my Estate Budget Blueprint — the exact chart of accounts I use to manage multi-million-dollar homes without waste or surprises.https://www.estatemanagementsystems.com/estate-chart-of-accounts-template-optin

If your luxury home feels like a revolving door of private service professionals, the problem might not be them; it might be your compensation strategy.

In private service, pay isn’t just about a paycheck; it’s about the message it sends. A thoughtful, structured compensation plan can help you attract, retain, and inspire the best talent for your estate.

In this episode of Dear Billionaire, Kelly Fore Dixon reveals:

- What fair and sustainable compensation looks like in private service

- Why bonuses alone aren’t enough to build loyalty

- How to implement cost-of-living increases, structured bonuses, and tangible benefits

- The hidden costs of staff turnover (and how to avoid them)

- Steps to become a “Unicorn Employer” that staff never want to leave

𝐅𝐫𝐞𝐞 𝐑𝐞𝐬𝐨𝐮𝐫𝐜𝐞: 𝐃𝐨𝐰𝐧𝐥𝐨𝐚𝐝 𝐭𝐡𝐞 𝐏𝐫𝐢𝐯𝐚𝐭𝐞 𝐒𝐞𝐫𝐯𝐢𝐜𝐞 𝐂𝐨𝐦𝐩𝐞𝐧𝐬𝐚𝐭𝐢𝐨𝐧 𝐂𝐡𝐞𝐜𝐤𝐥𝐢𝐬𝐭 𝐡𝐞𝐫𝐞 → https://www.estatemanagementsystems.com/private-service-compensation-checklist-optin

𝐁𝐨𝐨𝐤 𝐚 𝐂𝐨𝐧𝐬𝐮𝐥𝐭𝐚𝐭𝐢𝐨𝐧: 𝐋𝐞𝐭’𝐬 𝐫𝐞𝐯𝐢𝐞𝐰 𝐲𝐨𝐮𝐫 𝐜𝐨𝐦𝐩𝐞𝐧𝐬𝐚𝐭𝐢𝐨𝐧 𝐩𝐥𝐚𝐧 → https://www.estatemanagementsystems.com/discoverycall

𝐀𝐛𝐨𝐮𝐭 𝐃𝐞𝐚𝐫 𝐁𝐢𝐥𝐥𝐢𝐨𝐧𝐚𝐢𝐫𝐞

Hosted by estate management expert Kelly Fore Dixon, Dear Billionaire teaches high-net-worth homeowners how to run their properties with the precision of a five-star hotel—building trust with staff, streamlining operations, and protecting your most valuable investment: your peace of mind.

📩 Join the newsletter → https://www.estatemanagementsystems.com/email-signup

Luxury travel with a trusted household team might seem like the ultimate dream. Still, for your staff, luxury travel often means emotional exhaustion, blurred boundaries, and sacrifices they never intended to make.

In this episode of Dear Billionaire, estate management expert Kelly Fore Dixon unpacks what principals often overlook: the hidden costs of bringing staff along for the ride and how they impact their health, relationships, and performance long after the trip ends. You’ll learn:

- Why travel assignments quietly disrupt your team’s personal lives

- Real-life examples of burnout, overwhelm, and emotional fatigue

- What your staff needs before, during, and after a trip

- How to create a travel plan that protects both your peace and theirs

- The first step to becoming a “unicorn employer” is that your team wants to travel with you again

𝐅𝐑𝐄𝐄 𝐑𝐄𝐒𝐎𝐔𝐑𝐂𝐄: Download the checklist → Get Exceptional Service From Your Traveling Staff https://www.estatemanagementsystems.com/get-exceptional-service-from-your-traveling-staff-optin

𝐍𝐞𝐱𝐭 𝐒𝐭𝐞𝐩𝐬

Ready to professionalize your estate operations? Book a 1:1 call with Kelly → https://www.estatemanagementsystems.com/discoverycall

Get our “Master List of Lists” → https://www.estatemanagementsystems.com/email-signup

Explore the HTMM™ system + templates → https://www.estatemanagementsystems.com/shop-three-offers

If your children interact with household staff on a daily basis, then this episode is essential viewing. Whether you realize it or not, your team is helping raise your children—not by choice, but by proxy.

Without clear direction, your staff may unintentionally enable manipulation, blur boundaries, or contradict your parenting values. And your child? They may exploit those gaps, putting everyone at risk emotionally, legally, and reputationally.

In this episode of Dear Billionaire, estate management expert Kelly Fore Dixon reveals:

- Why staff influence your child’s emotional development—whether you like it or not

- Real-world examples of manipulation and blurred roles

- 3 must-do strategies to align your parenting values with your private staff

- What to write down, what to say, and how to reinforce it consistently

- How to protect your child and your team—without creating fear or confusion

𝐍𝐞𝐱𝐭 𝐒𝐭𝐞𝐩𝐬

Ready to professionalize your estate operations? Book a 1:1 call with Kelly → https://www.estatemanagementsystems.com/discoverycall

Get our “Master List of Lists” → https://www.estatemanagementsystems.com/email-signup

In this episode of Dear Billionaire, Kelly Fore Dixon goes deeper than boundaries. Triggered by recent developments in the Sean “Diddy” Combs case and a personal story of misconduct, Kelly shares what really puts a luxury household at risk—and why NDAs won’t save you when things go wrong.

In this episode, we discuss:

- Why NDAs won’t protect you when abuse is happening

- How staff exposure—not outsiders—is what brings down empires

- What every estate owner must understand about risk, silence, and power

- A personal story from Kelly about reporting misconduct—and being ignored

- 7 questions to identify whether your systems are protecting your family or the wrong people

𝐃𝐨𝐰𝐧𝐥𝐨𝐚𝐝 𝐭𝐡𝐞 𝐅𝐫𝐞𝐞 𝐆𝐮𝐢𝐝𝐞:

7 Questions to Identify Abuse in Your Household Operations

https://www.estatemanagementsystems.com/7-checks-to-identify-abuse-inside-your-household-operations-questionnaire-optin

𝐍𝐞𝐱𝐭 𝐒𝐭𝐞𝐩𝐬

Ready to professionalize your estate operations? Book a 1:1 call with Kelly: https://www.estatemanagementsystems.com/discoverycall

Get our “Master List of Lists”: https://www.estatemanagementsystems.com/email-signup

Explore the HTMM™ system + templates: https://www.estatemanagementsystems.com/shop-three-offers

#estatemanagement #staffsafety #luxuryhomes

From setting “no staff time zones” to establishing clear communication funnels, these six proven strategies will help you protect your privacy, preserve your energy, and keep your luxury home running like the high-functioning operation it's meant to be.

If you've ever taken a Zoom call from your closet or whispered during a family argument to avoid being overheard, this video is for you.

𝐃𝐨𝐰𝐧𝐥𝐨𝐚𝐝 𝐭𝐡𝐞 𝐟𝐫𝐞𝐞 𝐜𝐡𝐞𝐜𝐤𝐥𝐢𝐬𝐭: 𝟔 𝐂𝐨𝐫𝐞 𝐒𝐭𝐫𝐚𝐭𝐞𝐠𝐢𝐞𝐬 𝐭𝐨 𝐏𝐫𝐨𝐭𝐞𝐜𝐭 𝐘𝐨𝐮𝐫 𝐏𝐫𝐢𝐯𝐚𝐜𝐲 & 𝐏𝐞𝐚𝐜𝐞 𝐨𝐟 𝐌𝐢𝐧𝐝 https://www.estatemanagementsystems.com/6-core-strategies-to-protect-privacy-and-peace-of-mind-optin

𝐍𝐞𝐱𝐭 𝐒𝐭𝐞𝐩𝐬:

- Ready to bring structure and strategy into your estate?

Book a 1:1 call with Kelly: https://www.estatemanagementsystems.com/discoverycall

- Get our "Master List of Lists for Managing a Mansion": https://www.estatemanagementsystems.com/email-signup

- Shop our most popular tools: https://www.estatemanagementsystems.com/shop-three-offers

#luxuryhomes #estatemanagement #boundaries

In this final episode of our State of the Estate series, estate management expert Kelly Ford Dixon reveals how to bridge the divide and create strategic alignment between your estate manager and family office.

- Learn the 7 key steps to eliminate friction and improve service

- Discover tools to separate discretionary and operating expenses

- Find out how to streamline decision-making and communication

- Gain clarity and confidence with a system that supports your whole estate

DOWNLOAD + EXPLORE:

- 7 Ways to Align Household and Family Office Teams (Free Checklist)

https://www.estatemanagementsystems.com/align-household-and-family-office-teams-checklist-optin

- Why Estate Managers and Family Offices Clash—And How to Fix It

https://www.estatemanagementsystems.com/blog/why-estate-managers-and-family-offices-clash-and-how-to-fix-it

- How to Manage a Mansion™ Complete System

https://www.estatemanagementsystems.com/shop/p/htmm-complete-system

- Is Your Home Running You? Our 90-Day Jump Start Plan

https://www.estatemanagementsystems.com/blog/is-your-home-running-you-our-90-day-jump-start-plan-to-professionalize-your-estate

- View the Dear Billionaire Brochure

https://www.estatemanagementsystems.com/brochure

Have questions? Ready to optimize your estate?

Book a discovery call: https://www.estatemanagementsystems.com/discoverycall

#estatemanagement #FamilyOffice #luxuryhomes

Kelly Fore Dixon shares the game-changing moment that took her from overwhelmed estate manager to confident leader—all thanks to one powerful planning session.

Whether you're a homeowner, estate manager, or private service professional, you'll learn:

- Why your home is a business (and should be run like one)

- How to connect your real estate investment with your staff’s payroll and performance

- What goes wrong when there’s no strategic plan in place

- How to implement systems that reduce stress, boost efficiency, and protect your property value

- Real-world examples of how one meeting solved long-standing household issues

Ready to bring structure and strategy into your estate?

Book a 1:1 call with Kelly: https://www.estatemanagementsystems.com/discoverycall

Next Steps:

- Free Instant Download: "90-Day Jump Start Plan to Professionalize Your Estate -

Household Assessment and Strategic Action Plan Checklist" https://www.estatemanagementsystems.com/the-90-day-jump-start-plan-checklist-optin

- Get our "Master List of Lists for Managing a Mansion": https://www.estatemanagementsystems.com/email-signup

- Shop our most popular tools: https://www.estatemanagementsystems.com/shop-three-offers

#LuxuryHome #EstateManagement #PrivateService

Even the most experienced household staff can’t deliver consistent service without leadership, systems, and support.

Whether you're a homeowner, estate manager, or private service professional, this episode will help you:

- Conduct a full audit of your household operations

- Build the systems and structure your team needs to thrive

- Train and align staff to your service standards

- Create a calm, intentional home—without adding more staff

FREE Download - Our 90-Day Jump Start Plan to Professionalize Your Estate - Household Assessment and Strategic Action Plan Checklist: https://www.estatemanagementsystems.com/the-90-day-jump-start-plan-checklist-optin

Ready to bring structure and strategy into your estate?

Book a 1:1 call with Kelly: https://www.estatemanagementsystems.com/discoverycall

Next Steps:

Get our "Master List of Lists for Managing a Mansion": https://www.estatemanagementsystems.com/email-signup

Shop our most popular tools: https://www.estatemanagementsystems.com/shop-three-offers

#EstateManagement #LuxuryHomes #HouseManager

Without structure, strategy, and leadership, your household won’t just feel chaotic—it will be.

Whether you're a homeowner, estate manager, or private service professional, this episode will help you:

- Avoid the top 6 household management mistakes

- Structure your team for clarity, consistency, and coverage

- Reduce turnover and elevate service standards

- Operate your estate like a five-star business, not a reactive household

Download eBook: The Ultimate Guide for Creating a World-Class Team

https://www.estatemanagementsystems.com/shop/p/ebook-the-ultimate-guide-for-creating-a-world-class-team

𝐍𝐞𝐱𝐭 𝐒𝐭𝐞𝐩𝐬:

- Get our "Master List of Lists for Managing a Mansion": https://www.estatemanagementsystems.com/email-signup

- Talk 1:1 with Kelly: https://calendly.com/estate-management-systems/discovery-call

- Shop our most popular tools: https://www.estatemanagementsystems.com/shop-three-offers

#EstateManagement #LuxuryHomes #HouseManager

Skipping straight to termination might feel tempting, but it’s lazy leadership. Real leadership means offering clear, documented opportunities for improvement.

Whether you're a house manager, estate manager, or high-net-worth homeowner, this episode will give you the tools to:

- Identify when to coach—and when to cut ties

- Document expectations and build accountability

- Reduce turnover and burnout among collaborative staff

- Protect your team culture from entitled behavior

Purchase Kelly’s Staff Success Plan Template Package: https://www.estatemanagementsystems.com/shop/p/staff-success-plan-template-package

Next Steps:

Get our "Master List of Lists for Managing a Mansion": https://www.estatemanagementsystems.com/email-signup

Talk 1:1 with Kelly: https://calendly.com/estate-management-systems/discovery-call

Shop: https://www.estatemanagementsystems.com/shop-three-offers

#Coaching #termination #leadership

Whether you're an estate manager, house manager, or high-net-worth homeowner, this episode will give you the tools to:

- Improve communication and service consistency

- Reduce staff burnout and turnover

- Establish a culture of collaboration and cross-training

- Recognize and reward high-performing team behavior

Resources & Links:

Download Kelly’s new ebook: The Ultimate Guide for Creating a World-Class Team

https://www.estatemanagementsystems.com/shop/p/ebook-the-ultimate-guide-for-creating-a-world-class-team

Read more on our blog: https://www.estatemanagementsystems.com/blog/from-siloed-staff-to-a-world-class-team-team-building-for-domestic-staff

Household Staff PTO Series:

𝐇𝐨𝐰 𝐭𝐨 𝐏𝐥𝐚𝐧 𝐟𝐨𝐫 𝐇𝐨𝐮𝐬𝐞𝐡𝐨𝐥𝐝 𝐒𝐭𝐚𝐟𝐟 𝐏𝐓𝐎 𝐖𝐢𝐭𝐡𝐨𝐮𝐭 𝐃𝐢𝐬𝐫𝐮𝐩𝐭𝐢𝐧𝐠 𝐘𝐨𝐮𝐫 𝐄𝐬𝐭𝐚𝐭𝐞 https://youtu.be/SJKcSGwh_6A

𝐇𝐨𝐰 𝐭𝐨 𝐑𝐮𝐧 𝐘𝐨𝐮𝐫 𝐇𝐨𝐦𝐞 𝐋𝐢𝐤𝐞 𝐚 𝟓-𝐒𝐭𝐚𝐫 𝐇𝐨𝐭𝐞𝐥 (𝐄𝐯𝐞𝐧 𝐖𝐡𝐞𝐧 𝐒𝐭𝐚𝐟𝐟 𝐓𝐚𝐤𝐞 𝐏𝐓𝐎)

https://youtu.be/Iv7qxTmz-Pk

𝐍𝐞𝐱𝐭 𝐒𝐭𝐞𝐩𝐬?

Get our "Master List of Lists for Managing a Mansion": https://www.estatemanagementsystems.com/email-signup

Talk 1:1 with Kelly: https://calendly.com/estate-management-systems/discovery-call

Shop: https://www.estatemanagementsystems.com/shop-three-offers

#teambuilding #staff #teamwork

In this episode, we cover:

- Why most private homes are one vacation away from chaos

- The must-have Cross-Training & PTO Coverage Plan used in elite households

- The real cost of staff burnout—and how to prevent it

- 4 simple steps to maintain five-star service

- How to stop turnover and keep your best people long term

Household Staff PTO Series:

𝐇𝐨𝐰 𝐭𝐨 𝐏𝐥𝐚𝐧 𝐟𝐨𝐫 𝐇𝐨𝐮𝐬𝐞𝐡𝐨𝐥𝐝 𝐒𝐭𝐚𝐟𝐟 𝐏𝐓𝐎 𝐖𝐢𝐭𝐡𝐨𝐮𝐭 𝐃𝐢𝐬𝐫𝐮𝐩𝐭𝐢𝐧𝐠 𝐘𝐨𝐮𝐫 𝐄𝐬𝐭𝐚𝐭𝐞 https://youtu.be/SJKcSGwh_6A

Read More On Our Blog

https://www.estatemanagementsystems.com/blog/how-to-run-your-home-like-a-5-star-hotel-even-when-staff-take-pto

𝐃𝐨𝐰𝐧𝐥𝐨𝐚𝐝 𝐭𝐡𝐞 𝐅𝐫𝐞𝐞 𝐂𝐫𝐨𝐬𝐬-𝐓𝐫𝐚𝐢𝐧𝐢𝐧𝐠 𝐏𝐥𝐚𝐧 𝐓𝐞𝐦𝐩𝐥𝐚𝐭𝐞

Use the exact system I’ve implemented in dozens of high-net-worth homes:

https://www.estatemanagementsystems.com/cross-training-program-optin

𝐖𝐚𝐧𝐭 𝐦𝐨𝐫𝐞? 𝐆𝐞𝐭 𝐭𝐡𝐞 “𝐌𝐚𝐬𝐭𝐞𝐫 𝐋𝐢𝐬𝐭 𝐨𝐟 𝐋𝐢𝐬𝐭𝐬 𝐟𝐨𝐫 𝐌𝐚𝐧𝐚𝐠𝐢𝐧𝐠 𝐚 𝐌𝐚𝐧𝐬𝐢𝐨𝐧”:

https://www.estatemanagementsystems.com/email-signup

𝐁𝐨𝐨𝐤 𝐚 𝟏:𝟏 𝐜𝐚𝐥𝐥 𝐰𝐢𝐭𝐡 𝐊𝐞𝐥𝐥𝐲:

https://calendly.com/estate-management-systems/discovery-call

𝐄𝐱𝐩𝐥𝐨𝐫𝐞 𝐨𝐮𝐫 𝐭𝐞𝐦𝐩𝐥𝐚𝐭𝐞𝐬 & 𝐭𝐨𝐨𝐥𝐬:

https://www.estatemanagementsystems.com/shop-three-offers

What’s working in your household when someone takes PTO? Share your wins or challenges below—I’d love to hear your story.

#StaffPTO #EstateManagement #LuxuryHomeLife #HouseholdStaff #PrivateService

How do you balance both without chaos?

In this episode, we’re exploring smart, seamless strategies for managing household staff personal time off (PTO) so your home runs smoothly even when key team members are away. From proactive scheduling to cross-training tips, I’ll show you how to maintain consistency, reduce stress, and keep everything on track — no scrambling required. By the end of this episode, you’ll have a game plan you can actually rely on.

Read more on our blog: https://www.estatemanagementsystems.com/blog/how-to-plan-for-household-staffs-pto-without-disrupting-service

Get our FREE Personnel Time Off Plan template: https://www.estatemanagementsystems.com/personnel-time-off-plan-optin

𝐆𝐞𝐭 𝐘𝐨𝐮𝐫 𝐅𝐫𝐞𝐞 𝐓𝐨𝐨𝐥𝐤𝐢𝐭!

Download our 𝐇𝐨𝐰 𝐓𝐨 𝐌𝐚𝐧𝐚𝐠𝐞 𝐀 𝐌𝐚𝐧𝐬𝐢𝐨𝐧™ 𝐖𝐨𝐫𝐤𝐛𝐨𝐨𝐤 & 𝐂𝐡𝐞𝐜𝐤𝐥𝐢𝐬𝐭 to manage your property and staff with clarity and confidence.

https://www.estatemanagementsystems.com/how-to-manage-a-mansion

𝐍𝐞𝐱𝐭 𝐒𝐭𝐞𝐩𝐬?

Get our "Master List of Lists for Managing a Mansion": https://www.estatemanagementsystems.com/email-signup

Talk 1:1 with Kelly: https://calendly.com/estate-management-systems/discovery-call

Shop: https://www.estatemanagementsystems.com/shop-three-offers

#luxurylifestyle #employeeengagement #highnetworth

Homeowners use this phrase to dismiss staff when they want to take a chance and see what happens next. It’s their right and privilege to choose who they want in their home and to relieve staff of their duties, even those who are competent, for reasons that may seem irrational or unfounded from an outsider’s (or even an insider’s) perspective. These decisions, whether logical or not, often reflect underlying dynamics that may not be immediately apparent from an employment standpoint.

Let’s dive into 10 reasons WHY homeowners use this tactic to dismiss domestic staff.

Thanks for listening!

Read the blog post: https://www.estatemanagementsystems.com/blog/private-services-worst-trait-youre-not-a-good-fit

For more information, visit our Linktree: https://linktr.ee/estatemanagementsystems

#estatemanagementsystems

#Estatemanagerhousemanual

#Estatemanual

#digitalhousemanual

#estatemanagement

#privateestatemanagement

#estatemanagementsoftware

#housemanuals

#housemanualtemplate

#housemanagersoftware

#householdmanagement

#howtomanageamansion

#uhnw

#ultrahighnetworth

#Luxurylifestyle

However, life in such a home involves significant adjustments beyond the luxury. In this episode, I explore 7 related considerations.

Thanks for listening!

Read the blog post: https://www.estatemanagementsystems.com/blog/mega-mansion-equals-mega-changes

For more information, visit our Linktree: https://linktr.ee/estatemanagementsystems

#estatemanagementsystems

#Estatemanagerhousemanual

#Estatemanual

#digitalhousemanual

#estatemanagement

#privateestatemanagement

#estatemanagementsoftware

#housemanuals

#housemanualtemplate

#housemanagersoftware

#householdmanagement

#howtomanageamansion

#uhnw

#ultrahighnetworth

#Luxurylifestyle

With them, your property values will stay high, and the enjoyment of owning these homes can feel manageable. Ensuring your staff feel heard, supported, and appreciated goes a long way toward fostering a productive and loyal team and protecting one of your most valuable personal assets.

This small gesture requires no massive time commitment — just a one-hour appointment with each staff member.

Spending this dedicated time with your staff offers multiple rewards:

1. Proactively troubleshoot issues: Address staff concerns and operational challenges before they escalate.

2. Receive direct feedback, without relying on intermediaries.

3. Receive enhanced service: Discover ways to improve household operations and provide better service to your family.

4. Strengthen staff relationships: Build rapport and trust with your team, creating a more cohesive working environment.

5. Understand whether their goals and objectives align with your family’s needs and desires.

6. Identify who is truly happy and fulfilled in their role.

7. Evaluate whether staff members are in the correct positions or if employment shifts are necessary.

8. Determine areas where additional training or classes could benefit your team.

Thanks for listening!

Read the blog post: https://www.estatemanagementsystems.com/blog/8-reasons-staff-evaluations-benefit-your-home

For more information, visit our Linktree: https://linktr.ee/estatemanagementsystems

#estatemanagementsystems

#Estatemanagerhousemanual

#Estatemanual

#digitalhousemanual

#estatemanagement

#privateestatemanagement

#estatemanagementsoftware

#housemanuals

#housemanualtemplate

#housemanagersoftware

#householdmanagement

#howtomanageamansion

#uhnw

#ultrahighnetworth

As a homeowner, your staff is your most important asset when building a residential real estate portfolio.

With them, your property values will stay high, and the enjoyment of owning these homes can feel manageable. Ensuring your staff feel heard, supported, and appreciated goes a long way toward fostering a productive and loyal team and protecting one of your most valuable personal assets.

This small gesture requires no massive time commitment — just a one-hour appointment with each staff member.

Spending this dedicated time with your staff offers multiple rewards:

1. Proactively troubleshoot issues: Address staff concerns and operational challenges before they escalate.

2. Receive direct feedback, without relying on intermediaries.

3. Receive enhanced service: Discover ways to improve household operations and provide better service to your family.

4. Strengthen staff relationships: Build rapport and trust with your team, creating a more cohesive working environment.

5. Understand whether their goals and objectives align with your family’s needs and desires.

6. Identify who is truly happy and fulfilled in their role.

7. Evaluate whether staff members are in the correct positions or if employment shifts are necessary.

8. Determine areas where additional training or classes could benefit your team.

Thanks for listening!

Read the blog post: https://www.estatemanagementsystems.com/blog/8-reasons-staff-evaluations-benefit-your-home

For more information, visit our Linktree: https://linktr.ee/estatemanagementsystems

#estatemanagementsystems

#Estatemanagerhousemanual

#Estatemanual

#digitalhousemanual

#estatemanagement

#privateestatemanagement

#estatemanagementsoftware

#housemanuals

#housemanualtemplate

#housemanagersoftware

#householdmanagement

#howtomanageamansion

#uhnw

#ultrahighnetworth

#Luxurylifestyle

For an estate manager, fear of losing their job may cause them to hesitate on both big and small decisions that impact progress at your property. Incorrect assumptions can cause a homeowner to deem them "not the right fit."

What’s my secret sauce for getting things done?

Implementing a PROPOSAL SYSTEM. This ensures that staff work without assumptions while implementing homeowners' preferences.

In this video I share guidance on:

- When a proposal is needed

- When you don't need a proposal

- What should be in a proposal

- How to submit your proposal

- Results that come from this process

Thanks for listening!

Read the blog post: https://www.estatemanagementsystems.com/blog/my-number-one-secret-for-getting-things-done

For more information, visit our Linktree: https://linktr.ee/estatemanagementsystems

#estatemanagementsystems

#Estatemanagerhousemanual

#Estatemanual

#digitalhousemanual

#estatemanagement

#privateestatemanagement

#estatemanagementsoftware

#housemanuals

#housemanualtemplate

#housemanagersoftware

#householdmanagement

#howtomanageamansion

#uhnw

#ultrahighnetworth

#Luxurylifestyle

- You won’t get the service you are paying for.

- Your revolving door of entering and exiting staff will require additional resources and patience during these transitions.

- Your family will continue to feel disrupted in their daily lives.

- Your household staff will feel insecure and seek more secure opportunities. Or worse, they’ll stay but burn out trying to navigate endless no-win situations.

- Your risk of legal action by disgruntled employees increases.

And you’ll be the last to know.

Before you designate your new hires as “not a good fit,” determine if your executive team is the problem.

Thanks for listening!

Read the blog post: https://www.estatemanagementsystems.com/blog/toxic-staff

For more information, visit our Linktree: https://linktr.ee/estatemanagementsystems

#estatemanagementsystems

#Estatemanagerhousemanual

#Estatemanual

#digitalhousemanual

#estatemanagement

#privateestatemanagement

#estatemanagementsoftware

#housemanuals

#housemanualtemplate

#housemanagersoftware

#householdmanagement

#howtomanageamansion

#uhnw

#ultrahighnetworth

#Luxurylifestyle

Fast forward to today and real-life situations…I’m not sure live-in situations are a good idea. I’ve seen many bad examples lately of House Managers losing their livelihood and housing – and not being prepared with a Plan B.

If you think about the most stressful situations in life, aside from death and divorce, a new job and moving are at the top.

In this episode I share:

- How the employer and employee/tenant relationship can be tested

- The upsides for homeowners

- Real talk when it comes to the selling point of "free housing"

- My best suggestions for live-in employment

- An alternative arrangement for homeowners whose focus is rental income

PLUS: When it comes to private service professionals, I also share things to look out for in these employment + housing arrangements.

Thanks for listening!

Here's the blog post Kelly mentions in this episode, on setting healthy boundaries with household staff: https://www.estatemanagementsystems.com/blog/when-staff-become-family-here-is-how-to-set-boundaries

For more information, visit our Linktrees:

https://linktr.ee/dearbillionairepodcast

https://linktr.ee/estatemanagementsystems

#luxurylifestyle #luxuryhomes #uhnwi #domesticstaff #estatemanager #billionaire #millionaire #mansion #householdstaff #housemanager

If you Google Unicorn Employee, you’ll find numerous articles that outline the ideal candidate or employee. But, if you Google Unicorn Employer, you’ll come up with NOTHING.

Let's change this.

In this episode, I define a Unicorn Employer, share the associated benefits of reaching this status for the homeowner and what it takes to reach it, and outline 9 Red Flags that an UHNWI is not on the path to becoming a Unicorn Employer.

The sooner you start climbing the Unicorn Employer ladder, the faster you’ll reap the benefits of better candidates, longer staff retention, and world-class service from those committed to serving you and your family.

Thanks for listening.

For more information, visit our Linktrees:

https://linktr.ee/dearbillionairepodcast

https://linktr.ee/estatemanagementsystems

#luxurylifestyle #luxuryhomes #uhnwi #domesticstaff #estatemanager #billionaire #millionaire #mansion #householdstaff #housemanager

We keep secrets from other people. But if a homeowner is constantly pressing their staff with statements like, “What do you know about this?”, and they're constantly needing to process their words before they say them so that they don't divulge the secret, that can cause within your staff members:

- anxiety,

- depression,

- eating disorders,

- sleeping disorders,

- overspending, and

- all sorts of addictions to cope.

So it's not just a simple thing like, “Hey, I've got a secret. My housekeeper knows it. What's the big deal? She's got a non-disclosure agreement.” That's why we're talking about this – it goes so much deeper than that.

Don't push the boundaries of your housekeeping staff's professionalism to put a secret in their lap.

Realize that they're going to listen. They're going to smile. They’ll say that they're going to hold that secret. And a little part of them is going to die inside knowing now that they are burdened with that information.

Do not take that as loyalty. Take that as fear. And that's not a good situation. Remember, we're here to build long-term, sustainable, win-win relationships.

Some of the framework for this episode is based on Michael Slepian's book The Secret Life of Secrets. Find it here on Amazon.

Thanks for listening.

For more information, visit our Linktrees:

https://linktr.ee/dearbillionairepodcast

https://linktr.ee/estatemanagementsystems

#luxurylifestyle #luxuryhomes #uhnwi #domesticstaff #estatemanager #billionaire #millionaire #mansion #householdstaff #housemanager

You need an ORG CHART for your household team.
Yes, you do!
I know you're rolling your eyes, but listen up....

Whether you have a small housekeeping team or a family office, in this episode I explain the benefits of this important one-page document. (Or use Post-It notes!)

And...drum roll, please...I have a free org chart template to make this task a little easier. You can get it here: https://www.estatemanagementsystems.com/household-staffing-organization-chart-template-optin

Thanks for listening.

For more information, visit our Linktrees:

https://linktr.ee/dearbillionairepodcast

https://linktr.ee/estatemanagementsystems

#luxurylifestyle #luxuryhomes #uhnwi #domesticstaff #estatemanager #billionaire #millionaire #mansion #householdstaff #housemanager

I was on a site visit last week at a house where the homeowner had purchased it within the last 6 months to a year. They have had full blown renovations happening since they purchased it, and they purchased it as is. However, nobody did a full inspection of the property.

In this episode I share what I found, what's critical, and how I put this property assessment together.

Thanks for listening.

Get your FREE Property Assessment Report Template here: https://www.estatemanagementsystems.com/property-assessment-report-template-optin

For more information, visit our Linktrees:

https://linktr.ee/dearbillionairepodcast

https://linktr.ee/estatemanagementsystems

#luxurylifestyle #luxuryhomes #uhnwi #domesticstaff #estatemanager #billionaire #millionaire #mansion #householdstaff #housemanager

Without my glasses on, I dismissed it and went back to sleep. Minutes later, I heard one of many tornado sirens blast – longer than their average weekly testing. After the third or fourth round, I couldn’t ignore them. I got out of bed to look outside and check the weather; dead stillness. However, there was a hazy yellowish glow in the sky. The American flag that flies over the nearby bank’s rooftop – my visual form of a weather vane – was utterly still.

Sirens were still blaring. I checked the weather app on my phone. High winds were headed our way. I checked Tulsa Weather on Facebook, which confirmed exceptionally high winds were expected.

What happened after this was truly amazing. And even though I had long lists of emergency preparedness procedures and supplies for this exact situation, living through it gave me a different awareness.

In this episode, I share 10 things I learned from this experience that will help you prepare for emergencies. To implement your family plan, check out our How to Manage a Mansion™(HTMM™) Emergency Preparedness module: https://www.estatemanagementsystems.com/shop/p/htmm-emergency-preparedness

Thanks for listening.

For more information, visit our Linktrees:

https://linktr.ee/dearbillionairepodcast

https://linktr.ee/estatemanagementsystems

#luxurylifestyle #luxuryhomes #uhnwi #domesticstaff #estatemanager #billionaire #millionaire #mansion #householdstaff #housemanager

- They will not be involved in the preparation of a book, article, story, video, or film about the homeowner, their family business, their business interests, or their personal lives, interests, assets, or properties.

- And they will not disclose confidential information on blogs, Wikipedia, social networks, virtual worlds, or social media.

The problem? Even with specific language like this, your NDAs can have "gray areas" which, if they are not addressed, can lead to questions and conduct from the private service professionals you employ that go against the privacy level you expected when staff signed your agreement.

This episode of the Dear Billionaire Podcast sheds light on some NDA gray areas to look for to best protect both your family and your staff.

Thanks for listening.

For more information, visit our Linktrees:

https://linktr.ee/dearbillionairepodcast

https://linktr.ee/estatemanagementsystems

#luxurylifestyle #luxuryhomes #uhnwi #domesticstaff #estatemanager #billionaire #millionaire #mansion #householdstaff #housemanager

I can tell you from experience as a former estate manager, and from the estate managers and house managers I speak with, that this feeling goes both ways.

The solution to this for both parties: a 90-day trial period

Use a 90-day trial to:

- Allow everyone to see each other when they're tired.

- Flush out some stressful situations.

- Reveal everyone’s truest personalities, allowing you to see if they work together, or don’t.

- Ask your estate manager to outline what you're going to receive in the 90 days

- Have them walk all of your properties so that, later, they can be effective in answering your questions as well as questions from other staff and contractors, and in making decisions on your behalf.

- Have them conduct both one-on-ones with your other staff members as well as team meetings so they can understand how staff interact with each other.

- Have them gather key contractor information so they are set to react efficiently while minimizing your risk if something goes wrong, is not on schedule, or is over budget.

- Write staff and contractor memorandums of understanding and have all staff and contractors sign them.

- Have your estate manager start providing weekly property summaries, one-page documents detailing what was completed, what's ongoing, what's coming up next week, stuck projects, and any staff updates.

- Have them capture all the above information in a system, preferably a project management system with a phone app, so that, in the event that this person doesn't last beyond 90 days, your next candidate won't have to dig so deep -- saving you time moving forward.

Thanks for listening.

For more information, visit our Linktrees:

https://linktr.ee/dearbillionairepodcast

https://linktr.ee/estatemanagementsystems

#luxurylifestyle #luxuryhomes #uhnwi #domesticstaff #estatemanager #billionaire #millionaire #mansion #householdstaff #housemanager

When a homeowner decides they need staff, they:

- hire people,

- sign the paychecks, and

- assume they’ll get the service they need from those employees.

Then, when staff questions overwhelm them – when the homeowner doesn’t get the service they desire, and they feel frustrated with the lack of control over their day and the lack of privacy within their homes – they often reduce the number of staff and ask fewer people to maintain their homes and provide personal services.

But…

When systems fail, or if there’s an emergency that no one is prepared for, the household staff gets deemed inadequate, often labeled “not a good fit.”

The staff gets fired, and this cycle repeats itself with new staff.

The frustration with training new staff and them not “getting it right” continues to the point of the homeowner wanting to downsize.

If this sounds correct, we’ve got answers.

My team created an eBook to address these issues related to:

- Why you want to become a good employer

- Knowing all that it takes to maintain your property and provide service to your family

- Capturing your preferences and pet peeves to share with everyone who works in your home

- And addressing whether you need a house manager

We’ve entitled this book The Ultimate Guide for Hiring Staff and Maintaining Your Luxury Home.

This 16-page document provides quick and actionable solutions to your toughest domestic staff challenges.

This eBook is free if you schedule a call with me (https://calendly.com/estate-management-systems/demo).

Or, for a very small fee, you can download it from our website at https://www.estatemanagementsystems.com/shop/p/ebook-the-ultimate-guide

I think you’ll find that it will address 99% of your household staffing challenges. And we think your staff will thank you, too.

Thanks for listening.

For more information, visit our Linktrees:

https://linktr.ee/dearbillionairepodcast

https://linktr.ee/estatemanagementsystems

#luxurylifestyle #luxuryhomes #uhnwi #domesticstaff #estatemanager #billionaire #millionaire #mansion #householdstaff #housemanager

I thought that by being employed by a high-tech giant that I would walk into a world of professionalism and sophistication that I hadn’t experienced in the landscape construction world (and I worked with the best contractors available). But, I was wrong.

Thanks for listening.

Find out the full story, plus details on what an ideal day for an estate manager looks like, here: https://www.estatemanagementsystems.com/blog/ideal-day-in-the-life-estate-manager 

For more information, visit our Linktrees:

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1) Item or Category

2) Who completed the task

3) Frequency that the task needs to be completed

4) How long each task takes to complete

5) What is the task

The investment of time to create this task database provides information such as:

-How many hours it takes to maintain your home and meet your service needs (thus, determining how many staff are required).

-It helps determine if a staff member is assigned too many responsibilities, needs extra training to increase efficiency, or is underperforming.

-How much time each system requires for maintenance. That will allow you to assess whether using staff or contractors is smart and whether to repair or replace older mechanical equipment.

-How much time will your staff be required to work each week to keep up with their responsibilities. In other words, will they be required to work overtime frequently? If so, consider contracting out the service or hiring another maintenance tech to lessen your staff’s need to work overtime.

This information helps proactively schedule preventative maintenance and develops a scope of work so your subcontractors can price their service.

Create this document for each property you manage to track critical information. Then, create a free Trello.com account (or other project management software) to implement this information to track progress and communicate with your household team about each of these tasks.

We sell this document in our House Manual Templates, available to download and edit for your principal, property, and personnel needs.

Thanks for listening. 

For more information, visit our Linktrees:

https://linktr.ee/dearbillionairepodcast

https://linktr.ee/estatemanagementsystems

#luxurylifestyle #luxuryhomes #uhnwi #domesticstaff #estatemanager #billionaire #millionaire #mansion #householdstaff #housemanager

So, we all know that he was hyper aware of the millions and millions of people that were watching him during the coronation. But what a nice thing to focus on in his role, and at his stature.

The coronation is a reminder that we’ve talked before about royal treatment and what it takes to get that in domestic staffing in your own home – whether you’re in 2,000 square feet or in a palace, it doesn’t matter. There are some essential experiences and lessons to be learned about how that is going to add value, security, and privacy to your life.

So, I want billionaires and millionaires to stop doing these three things that prevent them from attaining the level of value, security, and privacy they deserve.

1. Creating unsustainable roles.

2. Assuming that your staff knows what you want.

3. Under-staffing your household.

Take a moment to figure out how your entire life can become more peaceful, more secure, and more streamlined with the right staff, given the right information, and what it would take to just say "thank you" and let them feel appreciated. King Charles is doing it.

Thanks for listening.

Get our FREE Master Maintenance Task List, mentioned in this podcast, at: https://www.estatemanagementsystems.com/master-maintenance-task-list-optin

For more information, visit our Linktrees:

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As with any job, an employee should have reasonable agility to adapt to ever-changing work environments.

While the growing trend of homeowners wanting fewer staff in their homes is understandable, it shouldn’t be seen as an opportunity for unethical behavior.

Thanks for listening. 

For more information, visit our Linktrees:

https://linktr.ee/dearbillionairepodcast

https://linktr.ee/estatemanagementsystems

#luxurylifestyle #luxuryhomes #uhnwi #domesticstaff #estatemanager #billionaire #millionaire #mansion #householdstaff #housemanager

Here are the top 10 ways to retain world-class staff.

Thanks for listening. 

For more information, visit our Linktrees:

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#luxurylifestyle #luxuryhomes #uhnwi #domesticstaff #estatemanager #billionaire #millionaire #mansion #householdstaff #housemanager

If I had to describe a sliding scale of service, I would say that managing a 2,000-square-foot Malibu beach house for a wealthy individual with no children is Service Level 1, while running a 16,000-square-foot home on an 8-acre property in the Hamptons for a family of six – all having their staff, helicopters, and complex spousal relationships – is Level 10.

Service expectations at all levels are high. However, the story of an implied “win-win partnership” that I dream about for all service providers – let’s be honest – doesn’t exist beyond my imaginary Level 3.

To be clear, all levels of service are relevant. Neither is good or bad.

But my arbitrary service scale allows us to think more strategically about what level of service you require. As a homeowner:

- Are you expecting Level 10 service with Level 1 staff?

- Are you paying for Level 1 service and frustrated with the outcome?

- Have you hired the right staff for the level of service you require?

In this episode, I look more closely at the needs and services to help you find your perfect fit.

Thanks for listening.

For more information, visit our Linktrees:

https://linktr.ee/dearbillionairepodcast

https://linktr.ee/estatemanagementsystems

#luxurylifestyle #luxuryhomes #uhnwi #domesticstaff #estatemanager #billionaire #millionaire #mansion #householdstaff #housemanager

For more information, visit our Linktrees:

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#luxurylifestyle #luxuryhomes #uhnwi #domesticstaff #estatemanager #billionaire #millionaire #mansion #householdstaff #housemanager

Homeowners probably have household staff who will love and care for their pets during the day, but let's discuss why this is a bad idea when you leave town. The money saved can be far outweighed by the emotional impact on everyone if something goes wrong.  

For your staff, it means additional work and immense responsibility. It's not in anyone's best interest if the pet experiences a health crisis during your absence. Should the pet die, naturally or otherwise, the memory of missing that pet connected to the pet-sitting staff member can linger and tarnish that relationship. In addition to missing your pet, you'll likely be finding new staff. Even if the homeowner inflicts no guilt, the self-inflicted guilt can be overwhelming and self-sabotaging.  

So many other options (independent pet-sitters, pet hotels, veterinarian clinics, etc.) make more sense. If you have no other responsible options, pay that staff exceptionally well (in addition to their regular pay), keep the frequency to a minimum, and be extremely thankful for the convenience.  

Please listen to the podcast where I share my story of keeping my principal’s beloved pet.  

Thanks for listening. 

For more information, visit our Linktrees:

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Thanks for listening.

For more information, visit our Linktrees:

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https://linktr.ee/estatemanagementsystems

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1. Create a business entity under which your household operates, hires, and manages.

2. Hire professionals with industry experience instead of newbies transitioning into these positions.

3. Your contractors should provide valid liability and workers’ compensation insurance certificates.

4. Increase your own liability insurance and workers’ compensation in case contractors aren’t sufficient.

5. Everyone working on your property must sign an NDA.

6. Have two safes within your home – one for the principal’s personal and sensitive items and one for the household manager to protect staff-related items.

7. Ensure that master suits and no-go areas can be locked up.

8. Have a household protocol that outlines operating procedures for staff and contractors.

9. Install security cameras that are pointed at essential areas like gates and door entrances.

10. Have an external HR company manage employment contracts according to state and federal guidelines.

Bottom line - as your wealth grows, so does your liability!

Protect your household and estate portfolio by implementing proper protocols.

Thanks for listening.

For more information, visit our Linktrees:

https://linktr.ee/dearbillionairepodcast

https://linktr.ee/estatemanagementsystems

#luxurylifestyle #luxuryhomes #uhnwi #domesticstaff #estatemanager #billionaire #millionaire #mansion #householdstaff #housemanager

Remember, when your home is clean, organized, running smoothly, and staff is working efficiently, someone orchestrated that.  

When in doubt, require a weekly property report for every property you own. This one-page summary includes completed projects, upcoming and stuck projects, open proposals, staff updates (like days off & birthdays), and recognition of successes and milestones. Requiring this of your house manager every Friday will give everyone peace of mind about what your staff has done all week and prepare everyone for the week to come. 

Know what’s happening inside your home, and feel confident about knowing there’s a plan in place. 

Thanks for listening. 

For more information, visit our Linktrees:

https://linktr.ee/dearbillionairepodcast

https://linktr.ee/estatemanagementsystems

#luxurylifestyle #luxuryhomes #uhnwi #domesticstaff #estatemanager #billionaire #millionaire #mansion #householdstaff #housemanager

Seasoned employers know and see the value of having a dedicated section of their home for operational functions – maximum service efficiency and privacy.

I often see homes with bedrooms that have never been used. A room like this can be turned into a staff office to improve the overall flow of everyone working inside your home, however, it could be a storage closet, garage apartment, or an entire floor depending on your service needs. 

If you have regular housekeeping services, frequent contractor visits, and daily grocery and supply deliveries, you’ll benefit by:

Converting a portion of your home to staff quarters

Having a separate entrance for contractors and vendors

Creating separate laundry facilities and restroom

Adding a full or prep kitchen for entertaining

Providing staff lockers and a meeting area

PRO TIP: If you are considering a home renovation, hire an architect who understands household service. Listen to the podcast to understand why.

Small changes can lead to big improvements and a better quality of life you’ve worked hard to obtain.

Thanks for listening.

For more information, visit our Linktrees:

https://linktr.ee/dearbillionairepodcast

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#luxurylifestyle #luxuryhomes #uhnwi #domesticstaff #estatemanager #billionaire #millionaire #mansion #householdstaff #housemanager

Kobe Bryant’s wife winning her lawsuit against the photographers who sold the photos taken at the crash site has highlighted a focus this week on this sensitive subject. I want to change focus to the pilot who flew the helicopter that day. 

Like any private service professional know, Kobe's pilot had the unspoken pressure to adhere to this “Say Yes” culture. That group had a destination, and a pilot was tasked with making that happen. If he had said "No" that day, someone else would have stepped in immediately. 

Private service professionals know that logic, common sense, and boundaries do not often apply in serving ultra-high net worth clients if they want to keep their jobs AND reputations.

But at what point is the line drawn, and when do we realize that safety is more important than the implications of telling Kobe Bryant “No, we shouldn't fly today?”

Yes, Private Service Professionals are here to serve their employers, however, they are in their own right experts in what they do. They don't reach the point in their career where they get to work for someone like Mr. Bryant without being at the top of their game. Their insights have value and carry greater benefit than is often given credit for. Using that knowledge and expertise should be more important than whether they disappoint their client. 

So let’s take a moment and look at the bigger picture, where we all fit in – as service providers and employers, and value the skill and experience each of us has, equally. 

Thanks for listening.

For more information, visit our Linktrees:

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#luxurylifestyle #luxuryhomes #uhnwi #domesticstaff #estatemanager #billionaire #millionaire #mansion #householdstaff #housemanager

Let me explain...

I received a comment on our YouTube Channel from a homeowner on a video where I talk about the homeowner's responsibilities of being a good employer. Their comment went something like this, "You're making me want to downsize. This all sounds like a full-time babysitting role."  

The fact is, turning over management of your complex personal life and most valuable assets is much more than calling a recruiter and signing paychecks. It takes some strategic thinking. It's not "homework" or "babysitting," but "discovery" about your service expectations, family dynamics, and household needs so you can hire qualified and long-term staff.

Setting your household staff up for success is one of the most self-serving and self-evolved aspects of building wealth and expanding your real estate portfolio. These people can be strategic partners who manage your day-to-day needs so you can enjoy the life you earned. 

Estate Management Systems helps homeowners do this discovery work during our 2-day site visit. 

For more information about our 2-day site visit, check out our Executive System:  https://www.estatemanagementsystems.com/shop/p/the-executive-system

Thank you for listening!

For more information, visit our Linktrees:

https://linktr.ee/dearbillionairepodcast

https://linktr.ee/estatemanagementsystems 

#luxurylifestyle

#luxuryhomes

#uhnwi

#domesticstaff

#estatemanager

#billionaire

#millionaire

#mansion

#householdstaff

#housemanager

Before engaging a recruiter, your first step should be creating a 12-MONTH MASTER MAINTENANCE CALENDAR!

This one document will map out your property needs, who might be doing the work, how long each task takes to complete, and how frequently.

This knowledge will allow you to determine if you should be hiring more staff, reducing task frequencies, or subcontracting certain functions.

I often get hired to complete this spreadsheet for my clients as a part of The Executive System scope of work. During my 2-day site visit, I collect strategic information on everything that needs to be maintained, including:

Household equipment and mechanical maintenance

Emergency equipment and supplies

Household Content

Vehicle Inventories

Family & Pet needs

Staffing needs

This information outlines everything you and your family want and need to maintain your properties and live the life you love. 

For more information about our 2-day site visit, check out our Executive services: https://www.estatemanagementsystems.com/shop/p/the-executive-system

Thank you for listening!

For more information, visit our Linktrees:

https://linktr.ee/dearbillionairepodcast

https://linktr.ee/estatemanagementsystems

#luxurylifestyle

#luxuryhomes

#uhnwi

#domesticstaff

#estatemanager

#billionaire

#millionaire

#mansion

#householdstaff

#housemanager

Kelly shares the details of her document, The Contractor Memorandum of Understanding, which includes topics such as:

-Office Admin, communication and Safety expectations

-Supervisor and staff protocol

-Site work and property protection requirements

-Accidents, conflicts, and misunderstandings

-Phone usage

-Dress code

-Normal business hours, breaks, and overtime

-Photography and document sharing

Check out this document and all of our products and services.

Thanks for listening!

For more information, visit our Linktrees:

https://linktr.ee/dearbillionairepodcast

https://linktr.ee/estatemanagementsystems

#luxurylifestyle

#luxuryhomes

#uhnwi

#domesticstaff

#estatemanager

#billionaire

#millionaire

#mansion

#householdstaff

#housemanaager

Kelly shares the details of her document, The Staff Memorandum of Understanding, which includes topics such as:

-Owner preferences

-Service attitude

-Appropriate conversations and responses

-Team expectations

-Chain of command for staff requests

-Guest protocol

-Staff visitors

-Phone usage

-Dress code

-Normal business hours, breaks, and overtime

-Photography and document sharing

Check out this document and all of our products and services.

Thanks for listening!

For more information, visit our Linktrees:

https://linktr.ee/dearbillionairepodcast

https://linktr.ee/estatemanagementsystems

#luxurylifestyle

#luxuryhomes

#uhnwi

#domesticstaff

#estatemanager

#billionaire

#millionaire

#mansion

#householdstaff

#housemanaager

-Determine your service preferences and protocol

-Identify a payroll service and employee recordkeeping system

-Outline your business policies

-Collect contractor and fleet information

-Consider your housekeeping, landscaping, and home technology maintenance standards of care

-Hire us to collect your household inventories!

-Get your house ready for medical and natural disasters

***Download our FREE resource entitled "Master List of Lists for Managing a Mansion" by subscribing to our email list: https://www.estatemanagementsystems.com/email-signup

Use this document as a guideline when you engage a domestic staff recruiter and during your candidate interviews to get your team on track toward meeting your needs.

If you need a coach to walk you through this process – to take this off your plate – call me to discuss the next steps.

Thank you for listening!

For more information, visit our Linktrees:

https://linktr.ee/dearbillionairepodcast

https://linktr.ee/estatemanagementsystems

• You have multiple homes

• You have Full-time staff

• You Hired, or are you ready to hire a full-time house or estate manager

• Or maybe You’re intrigued with the lifestyles of the rich and famous and want to gain insight into the dynamics of how their lives are managed.

Whether you’re an esteemed billionaire or someone who aspires to be one, we’re talking to you. Today you’ll learn how to take care of the people who take care of you and your family.

Results?

• Better service

• Avoid high staff turnover

• Lower your risk

I’m guessing that you’re listening because:

• Your stress is greater than your pleasure of owning these properties

• Mechanical issues have become costly due to proper maintenance

• Your property value starts to decline due to aged mechanical systems

It’s time to set yourself up for success to attract skilled staff and retain them. Before we do that, let’s clarify some terms:

• Homeowners are the same as principals

• Homes are the same as estates

• Estate manager refers to a luxury home and lifestyle manager, not a financial portfolio manager – although both are correct

• Private service professionals – the definition we’ll use here refers to anyone who works as an employee at your home, in other words, not a contractor or vendor. They are referred to as Service Providers.

Why does all of this matter? As your wealth and real estate portfolio grow, so does your risk of:

• Lawsuits

• Security and privacy breaches

• Theft Your household staff is one of the riskiest endeavors you’ll undertake.

So how do you lower risk, find the right employee, and retain them? That’s why we’re here… The great resignation is alive and well in private service. Barron’s Quentin Fottrell of MarketWatch, says that people have returned to work after the covid shutdown but are looking for happiness, stability, flexibility, and a good salary. There’s been a significant shift in the work culture and the demand for personal well-being is peaking. You’ll want to finding the right staff and then retain them.

Here’s why:

• Minimize costs associated with a high turnover – your time and recruiters’ fees to screen, background investigate, trial employment, onboarding, and training.

• It’s takes months or years to build a trusted household team.

Since we’re just getting started with Dear Billionaire podcast, let’s look at the common terminology we’ll be using, and share some assumptions about whom we’re talking to, so we’re all on the same page. If this is you, then this is YOUR podcast!

• You have multiple homes

• You have Full-time staff

• You Hired, or are you ready to hire a full-time house or estate manager

• Or maybe You’re intrigued with the lifestyles of the rich and famous and want to gain insight into the dynamics of how their lives are managed.

Whether you’re an esteemed billionaire or someone who aspires to be one, we’re talking to you. Today you’ll learn how to take care of the people who take care of you and your family.

Results?

• Better service

• Avoid high staff turnover

• Lower your risk

I’m guessing that you’re listening because:

• Your stress is greater than your pleasure of owning these properties

• Mechanical issues have become costly due to proper maintenance

• Your property value starts to decline due to aged mechanical systems

It’s time to set yourself up for success to attract skilled staff and retain them. Before we do that, let’s clarify some terms:

• Homeowners are the same as principals

• Homes are the same as estates

• Estate manager refers to a luxury home and lifestyle manager, not a financial portfolio manager – although both are correct

• Private service professionals – the definition we’ll use here refers to anyone who works as an employee at your home, in other words, not a contractor or vendor. They are referred to as Service Providers.

Why does all of this matter? As your wealth and real estate portfolio grow, so does your risk of:

• Lawsuits

• Security and privacy breaches

• Theft Your household staff is one of the riskiest endeavors you’ll undertake.

So how do you lower risk, find the right employee, and retain them? That’s why we’re here… The great resignation is alive and well in private service. Barron’s Quentin Fottrell of MarketWatch, says that people have returned to work after the covid shutdown but are looking for happiness, stability, flexibility, and a good salary. There’s been a significant shift in the work culture and the demand for personal well-being is peaking. You’ll want to finding the right staff and then retain them.

Here’s why:

• Minimize costs associated with a high turnover – your time and recruiters’ fees to screen, background investigate, trial employment, onboarding, and training.

• It’s takes months or years to build a trusted household team.

• New people in your home are one of the highest personal risk to your safety and security.

• Long-term, trusted staff who feel valued, heard, well-paid, and appreciated want to provide the best service, and reduce risk and minimize lawsuits.

• Eliminates Bad press - Google celebrities who were sued by their housekeeping staff.

What makes staff leave?

Burnout, per Philipp Smith, Managing Director of Silver Swan Recruitment (they service the Middle East, UK, and US domestic staffing markets). Burnout typically occurs 12 to 18 months into the new employment term. Do you contribute to burnout - knowing or unknowingly?

Primary culprits are:

• Vague job descriptions

• Job creep

• Hybrid roles

• Long hours

• 24/7 service expectations

• Unrealistic service requests

• Staff who doesn’t feel valued (did you lay off during covid?)

More subtle causes of burnout that you might not be aware of:

• Buying alcohol or prescription meds for an addict

• Hide things or lie to a spouse

• Lack of control of personal time off

• You aren’t organized enough to turn over information to someone else

• No household management system

• Too much conflict between staff (or between principals)

• No staff training = not valued

• Recognition

Are you a Good Employer? Let’s test that. Do you:

• Communicate with them regularly? Weekly or more?

• Express appreciation? How often?

• Compensation (look at hourly wage + housing costs + expectations)

• Do they feel secure in their job?

• Guess-pectations. Do they have to guess at what pleases you?

• Do you give clear directives and deadlines?

• Do you expect 24/7 service and responses from only one person?

If you’re any of these missing key aspects, here’s how to remedy them:

• Use a time-tracking app

• Review staff regularly

• Ask them what they need from you to be successful

• Pay them hourly with overtime compensation

• Follow state and federal employment guidelines for rest and lunch breaks

• Provide a break room area, or somewhere they can have private conversations, as well as a personal locker

• Get a house management system so they can work autonomously

• Develop a 12-month maintenance calendar program

• Provide adequate funding to manage your expectations, purchases, and proactive maintenance.

• Refine job descriptions – no vague language

• Eliminate hybrid roles.

Remember, they aren’t paid parents. They excel in specific areas, and to be successful at those, they need to focus.

Remember, The Dear Billionaire Podcast was created to create win/win relationships between private service professionals and employers. Thanks for listening!

For more information, visit our Linktrees:

https://linktr.ee/dearbillionairepodcast

https://linktr.ee/estatemanagementsystems

This is our first-ever Dear billionaire podcast! I’ve been thinking about doing this for a long time. I have been in a unique position in my career where I spent 25 years in landscape design and construction work for some very high net worth families in Tulsa, Oklahoma, Rancho, Santa Fe, California, and recently in Los Angeles. Through those experiences, I transitioned into an estate manager fairly late in my career.

My first role was for a global high-tech giant. That experience was surreal and an introduction to an industry I had never fully understood. And when that ended, I went to work for another global retail heiress to manage multiple properties internationally.

Through those experiences, I noticed a need for essential business tools and systems to run these large properties, crazy lifestyles, and numerous staff and contractors. This was compounded by a need for better communication, clear directives, and an understood chain of command to which I had become accustomed in the high-end construction world.

When I left private service, I created Estate Management Systems to share the tools I had developed as an estate manager with others. In those system training sessions with my clients, it became obvious that the focus often turned to solving problems related to the personal side of private service (communication, unspoken expectations...) and many other challenges that no system could solve. Then, realizing that more focus was needed to support household staff to succeed, Private Service Support Team (www.PSST.club) was launched for that reason.

But there was a missing piece. All of the coaching programs were supporting private service professionals. As lovely as that was, addressing the other part of this equation to create real change in this industry was needed – the homeowners who employ these people.

When I mention the Dear Billionaire podcast to my industry and personal friends, they laugh out loud or look at me as if I’ve lost my mind. The ones who will share their thoughts say, "Billionaires aren’t going to listen to suggestions about attracting and retaining world-class service staff.” OK. Maybe not. But I’m moving forward with the notion that it’s better to say it then to sit silently and watch the same patterns repeat.

So here we are. Thanks for being curious.

Before starting our first episode, let’s clarify if you're in the right place. 

Your household staff hasn’t said “No” to you in a while.

You employ full-time housekeepers, gardeners, and handypersons.

You likely have more than two homes.

You have hired or are interested in hiring someone to manage your household staff and residential real estate.

You’re ready to turn over the reins of some aspects of your personal lives to someone else so that you can focus on enjoying the life you have earned. 

Further...

Don’t think of this as HR training - It’s not.

Whether you’re a millionaire or a billionaire, new money or old money,
If you have a household staff and are considering hiring your first house manager,
Here are some tips and feedback on finding and retaining
Trusted and world-class staff so you can enjoy the life you've earned.

This is our first-ever Dear billionaire podcast! I’ve been thinking about doing this for a long time. I have been in a unique position in my career where I spent 25 years in landscape design and construction work for some very high net worth families in Tulsa, Oklahoma, Rancho, Santa Fe, California, and recently in Los Angeles. Through those experiences, I transitioned into an estate manager fairly late in my career.

My first role was for a global high-tech giant. That experience was surreal and an introduction to an industry I had never fully understood. And when that ended, I went to work for another global retail heiress to manage multiple properties internationally.

Through those experiences, I noticed a need for essential business tools and systems to run these large properties, crazy lifestyles, and numerous staff and contractors. This was compounded by a need for better communication, clear directives, and an understood chain of command to which I had become accustomed in the high-end construction world.

When I left private service, I created Estate Management Systems to share the tools I had developed as an estate manager with others. In those system training sessions with my clients, it became obvious that the focus often turned to solving problems related to the personal side of private service (communication, unspoken expectations...) and many other challenges that no system could solve. Then, realizing that more focus was needed to support household staff to succeed, Private Service Support Team (www.PSST.club) was launched for that reason.

But there was a missing piece. All of the coaching programs were supporting private service professionals. As lovely as that was, addressing the other part of this equation to create real change in this industry was needed – the homeowners who employ these people.

When I mention the Dear Billionaire podcast to my industry and personal friends, they laugh out loud or look at me as if I’ve lost my mind. The ones who will share their thoughts say, "Billionaires aren’t going to listen to suggestions about attracting and retaining world-class service staff.” OK. Maybe not. But I’m moving forward with the notion that it’s better to say it then to sit silently and watch the same patterns repeat.

So here we are. Thanks for being curious.

Before starting our first episode, let’s clarify if you're in the right place. 

Your household staff hasn’t said “No” to you in a while.

You employ full-time housekeepers, gardeners, and handypersons.

You likely have more than two homes.

You have hired or are interested in hiring someone to manage your household staff and residential real estate.

You’re ready to turn over the reins of some aspects of your personal lives to someone else so that you can focus on enjoying the life you have earned. 

Further...

Don’t think of this as HR training - It’s not.

It’s not legal advice, either.

These might not even be considered “best practices.”

This podcast will address topics in the category of… “You’ve got to be kidding me!”

We'll talk about the subtle, obscure, and ridiculously surreal experiences that so many household staff are having. Hopefully, we’ll laugh along the way, and I’ll explain why this should matter to you.

Remember, these are people inside your home –  the place you and your family go to feel safe, rejuvenate, reconnect, and entertain. If you have household staff who are not trusted, unhappy, mentally unstable, and not financially secure, this will impact the service they provide for you and your family. Don’t you think this erodes your family’s security and privacy?

We’ll share important information about building more trusted, long-term, win-win relationships with the people who care for your family and home.

That’s my hope, so thank you for listening.

For more information, visit our Linktrees:

https://linktr.ee/dearbillionairepodcast

https://linktr.ee/estatemanagementsystems