Top Mistakes Estate Managers Should Avoid in 2025

I’ve said it before: estate management is an industry where being deliberate in the details can make all the difference. 

Just as the sum of many seemingly-trivial gestures can have a real positive effect, so too can an accumulation of dropped balls lead to a precious client relationship turning sour.

From managing complex properties to juggling client needs, it's easy to slip into habits that might not serve you in the long run. To help you avoid some common pitfalls, I’ve put together a list of mistakes that estate managers often make—and how to steer clear of them.

1. Not Setting Clear Expectations with Clients

As estate managers, we often find ourselves dealing with clients who have high expectations—but sometimes, those expectations aren’t communicated clearly. When you don’t have upfront conversations about what’s realistic, frustration and misunderstandings are almost inevitable.

Tip from me: Always be transparent with your clients about timelines, budgets, and what’s feasible. A little honesty up front can save you a lot of headaches later. Regular check-ins help ensure everyone stays on the same page throughout the process. 

To dive deeper into effective client communication, check out my blog Does your client communication include these 5 essential elements? You’ll find the key elements you need to build trust and avoid misunderstandings in 2025.

2. Not Adapting to Changing Client Needs

The needs of your clients evolve, and what worked a year ago might not be relevant today. If you get complacent, take your eye off the ball, and fail to recognize these shifts, you risk falling short in meeting their expectations. Estate management is all about being proactive—whether it’s a change in family circumstances or lifestyle preferences, you need to stay on top of those changes.

Tip from me: Keep those lines of communication open! Regularly check in with your clients to ask about their current needs and challenges. By adapting to their evolving priorities, you’ll stay ahead of the curve and ensure you continue to meet their expectations.

3. Overlooking the Importance of Continuous Learning

Just like your clients’ needs, the estate management industry itself is constantly evolving. New technologies, shifting regulations, and changing trends mean there’s always something new to learn. Estate managers who don’t stay current risk missing out on valuable opportunities or, even worse, falling behind.

Tip from me: Make learning a habit. Stay on top of industry trends, attend webinars, or read relevant blogs. Embrace the changes and use them to your advantage to stay at the top of your game. 

Also, don’t underestimate the value of collaborating with other estate managers. Sharing insights and experiences with peers in the industry can provide fresh perspectives and help you overcome challenges more effectively. Collaboration can be a game-changer for continuous growth. 

4. Neglecting to Build Strong Relationships with Vendors

Your vendors are your trusted partners—they’re the ones who help keep everything running smoothly behind the scenes. But often, we estate managers get so focused on our properties that we forget to nurture those EM-vendor relationships. This neglect will likely lead to communication breakdowns when things go wrong.

Tip from me: In 2025, take the time to get to know your vendors better. Stay in regular contact, take good care of those relationships, and ensure each provider instinctively understands your expectations.

For more on this, check out my blog, Building a Rock-Solid Vendor Network. It’s packed with tips to help you strengthen those vital connections.

5. Not Defining Roles Clearly

When your people are unclear about their roles, things can quickly become chaotic. This applies not just to your team but also to the people in your life you depend on—your family, partners, and even yourself. If roles aren’t clearly defined, no one can effectively meet expectations.

Tip from me: Take the time now at the start of the year to clearly define roles within your team, and ensure that everyone knows what’s expected of them. Setting these boundaries not only helps your team perform better but also reduces the stress of miscommunication and unclear responsibilities. 

For a handy tool to help organize your team’s structure, download my Organizational Chart Template. It’s designed to make defining roles and responsibilities easier and more effective for your estate management team.

6. Not Prioritizing Self-Care

This statement will come as a surprise to no one: estate management can be demanding. 

Between managing multiple properties, coordinating teams, and staying on top of client needs, it’s easy to veer dangerously towards burn out. If you’re not taking care of yourself, how can you expect to take care of your clients or their estates?

Tip from me: Make self-care a real and tangible priority. Balance work with personal time, set boundaries, and delegate tasks where possible. A well-rested, focused estate manager is far more effective than one who’s constantly running on empty. Sound familiar? 

It’s important to celebrate what’s working and everything you and your people are doing right. But, by being mindful of the above common mistakes, you’ll set yourself up for success in 2025 and beyond. 

If you’re looking for more tips on how to improve your estate management practices, check out my other blog posts. I’ve written about building strong vendor networks, preparing your estate for hurricane season, and even why you need an organizational chart for your team. 

And for those times when you need a little extra support, don’t forget to download my Organizational Chart Template https://www.marellabolognesi.com/organizational-chart-template to help you define roles clearly from the start.

If you’re ready to take your estate management skills to the next level, you’re in the right place.