Five Critical Steps to Hiring a World-Class Household Team

A Guide for Homeowners Managing One or Multiple Luxury Properties

If you’re a homeowner who has recently realized that your household maintenance and staffing needs have grown beyond your time, interest, or capacity — you’re not alone. And no, you are not imagining the complexity.

Luxury home operations today demand far more than calling a housekeeper, texting a few contractors, and hoping the rest “runs itself.” Whether you own one large residence or a portfolio of properties across the country, there comes a point when many homeowners realize:

“This is more than I bargained for.”

That’s usually when the shift happens — you move from hiring “doers” to focusing on hiring household leadership. In other words, seasoned professionals who can take the work off your plate completely.

Below are the five critical steps that will help you make that transition smoothly, strategically, and with maximum return on your investment.

Why Luxury Homes Require Professional Household Management

There’s a myth that maintaining a home is simply a matter of keeping your housekeeper showing up and your vendors scheduled.

But here’s the truth most homeowners eventually discover:

• Large homes with luxury amenities are high-maintenance.

• Full-time staff require ongoing direction and management.

• Your lifestyle moves faster than you have time to implement systems.

• Housekeeping handles the details — but your estate needs big-picture thinking.
  Your expectations have evolved — you need consistency, comfort, and readiness across all homes.

You want every home to feel like your home — not like a hotel.

You want the same shampoo, same linens, same pantry items, and same service rhythm across all homes. And you want to walk in the door to a home that is fully stocked, beautifully maintained, and event-ready without you needing to lift a finger.

The Five Steps for a Smooth Transition

If you’ve recently purchased a second home, expanded your amenities, or found yourself overwhelmed, these five steps will help you regain control and elevate your estate operations.

1. Start With a House Manual System

Before you hire or restructure your team, it’s highly beneficial to begin with a House Manual System.

This gives new staff and leadership:

• A mechanical and maintenance history

• An approved vendor list

• Household standards

• Service expectations

• Operating notes for each property

Your house manual becomes the operational foundation and ensures the entire team knows what “done right” looks like.

2. Hire an Experienced Estate Manager or House Manager

Most homeowners start with:

• A housekeeper

• A landscape crew

• A personal assistant

• Sometimes a chef

And while this works for a while, it often reveals the breaking point between:

• What you want to do

• What you know how to do

• And what you’re willing to do

You may recognize this shift when:

• Vendor questions constantly interrupt your day

• Remodels require oversight you can’t provide

• Vacation homes turn into “work weekends”

• HVAC, irrigation, plumbing, and tech issues flare up while you’re in residence

• Staff need HR guidance and you don’t have the bandwidth

This is when many homeowners hire a:

• House Manager for a single primary residence

• Estate Manager for multiple homes or extensive amenities

A strong manager becomes your anchor — overseeing all staff, vendors, projects, preventive maintenance, and service standards.

3. Give Your Manager Full Autonomy to Build & Lead the Team

One of the quickest paths to dysfunction is fragmented authority.

If your chef reports to you, your housekeeper reports to your assistant, or your grounds crew reports to “whoever texted them last”…you’re building a house of chaos.

When you hire a House or Estate Manager, consider empowering them to:

• Hire and train housekeeping staff

• Select vendors and contractors

• Remove underperformers

• Implement service protocols

• Build preventive maintenance systems

• Establish standards for every residence

The most high-performing households operate like elite private enterprises:

One leader. One standard. One flow of communication.

4. Require Weekly Property Reports

Even the strongest estate teams need clarity and communication.

A weekly property report gives you insight into:

• Maintenance issues

• Staff performance

• Project progress

• Vendor updates

• Budget highlights

• Upcoming needs

• Proposed improvements

This report becomes your 15-20 minute “executive summary” for your estate portfolio. 

As a result, your job becomes simple:

• Read the report

• Respond

• Approve or decline

• Set expectations

This single system dramatically improves estate operations — without micromanaging anyone.

5. Operate Within an Approved Household Budget

World-class household teams thrive with clear financial boundaries.

Consider giving your House or Estate Manager:

• A monthly or annual operating budget

• A list of approved vendors

• A spending limit they can authorize independently

• A proposal requirement for larger or complex projects

This clarity allows your manager to:

• Operate autonomously

• Manage emergencies

• Schedule preventive maintenance

• Prevent surprise expenses

• Keep projects organized and documented

It also builds trust and encourages strategic decision-making.

If You Remember Nothing Else…Remember This

My motto is simple:

“Nothing but the best, by the best, for the best.”

That means:

• Hire seasoned, experienced staff

• Communicate your needs clearly

• Document your standards

• Let your manager work autonomously — with your feedback and visibility

When you follow these five steps, your life shifts from overload to overdrive. You step out of micromanagement and into the 30,000-foot view where your time, energy, and lifestyle truly belong.

If you need help in eliminating the chaos in your home or homes, let’s chat.