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THE MOMENT I REALISED A BIGGER BUSINESS WASN’T BETTER – AND HOW TO PIVOT TO WHAT YOU REALLY WANT

Rethinking Growth in Property Management: Building a Profitable Business Without the Burnout

In the latest episode of the Property Management Podcast, Patrick Mears from Rubix Realty challenges the industry belief that bigger always means better. After more than 20 years in property management, Pat shares how shifting his focus from rapid growth to profitability, quality clients, and personal freedom completely changed the way he runs his business. Instead of chasing large rent rolls and constant expansion, he discovered that a well-managed portfolio aligned with his lifestyle goals created far more satisfaction and sustainability.

Throughout the conversation, Pat highlights the hidden costs that often come with aggressive growth, including staff pressure, increased overheads, and reduced profitability through discounted fees. He explains the importance of maintaining strong boundaries, saying no to the wrong clients, and focusing on efficient systems that support both the business and personal wellbeing. From using technology to streamline operations to building referral-based relationships, his approach proves that smart growth can be far more valuable than fast growth.

The episode is a refreshing reminder that success in property management doesn’t need to look the same for everyone. Pat encourages business owners to stop comparing themselves to competitors and instead focus on building a business that supports the life they actually want. With practical insights on profitability, mindset, systems, and sustainable growth, this conversation offers valuable lessons for any property manager looking to grow without burning out.

 

Success Isn’t About the Biggest Portfolio

One of the biggest takeaways from the conversation is that success looks different for everyone. For years, Pat believed the goal was to grow a rent roll as large as possible. But over time, he realised that managing fewer properties well – with the right clients and systems – created a far more rewarding business and lifestyle.

Rather than focusing on vanity metrics like door numbers or team size, Pat encourages property managers to ask themselves:

  • What kind of life do I actually want?
  • Is my business supporting that lifestyle?
  • Am I building something profitable or just bigger?

A smaller portfolio with healthy fees, aligned clients, and streamlined systems can often outperform a larger portfolio filled with stress, inefficiencies, and low margins.

The Hidden Cost of Chasing Growth

Pat also shares the financial reality many business owners overlook when aggressively scaling.

Discounting fees to win business may help grow numbers quickly, but it can significantly reduce profitability. He explains that reducing management fees by even a small percentage across a portfolio can cost tens of thousands of dollars annually – often the equivalent of another staff salary.

Growth also brings additional overheads:

  • More staff
  • More training
  • More complexity
  • More operational pressure

The key message? Growth should be intentional, not ego-driven. Bigger isn’t always better if it creates a business you no longer enjoy running.

For Pat, the turning point came during COVID when he recognised that his business already provided the income, flexibility, and freedom he wanted as a husband and father. That clarity changed everything.

Building a Portfolio That Actually Works

Instead of trying to manage properties everywhere, Pat focuses on maintaining a highly manageable portfolio within a defined geographic area. Limiting travel time improves efficiency, reduces stress, and allows his team to deliver a better client experience.

He also regularly reviews his portfolio to assess:

  • Profitability
  • Client alignment
  • Time demands
  • Overall fit for the business

And importantly, he’s not afraid to say no.

Whether it’s declining discounted fee requests or ending relationships with difficult clients, Pat believes protecting your business standards is essential for long-term sustainability.

Letting go of the wrong clients creates space for the right ones.

Efficiency Comes From Systems, Not Hustle

Another standout theme from the episode is the importance of working smarter, not harder.

Pat shares several practical ways technology and streamlined processes help his business operate efficiently, including:

  • Virtual tours
  • Electronic signatures
  • Task batching
  • Combining inspections with updated property marketing photos

Simple operational improvements can dramatically reduce wasted time while improving service quality.

The lesson here is powerful: efficiency isn’t about doing more hours – it’s about designing better systems.

Authentic Growth Still Wins

When it comes to business development, Pat’s philosophy is refreshingly simple.

Rather than relying heavily on aggressive advertising or discounting strategies, much of his growth has come through:

  • Referral networks
  • Strong relationships
  • Word of mouth
  • Authentic social media content

He encourages property managers to lean into genuine communication and focus on building trust instead of trying to “sell” constantly online.

People connect with real people.

Compete With Yourself, Not Everyone Else

Perhaps one of the most important mindset shifts from the episode is Pat’s belief that comparison can easily distract business owners from what truly matters.

Instead of competing against every agency in the market, he focuses on:

  • Personal goals
  • Lifestyle alignment
  • Continuous improvement
  • Building a business that feels sustainable

Success doesn’t have to look the same for everyone.

Sometimes the smartest business decision is not to grow faster – but to grow better.

Final Thoughts

This episode is a powerful reminder that there is no single formula for success in property management.

You don’t need the biggest rent roll, the largest team, or multiple offices to build a profitable and fulfilling business. What matters most is creating something aligned with your values, your goals, and the life you actually want to live.

Pat Meares’ story offers an important perspective for property managers feeling overwhelmed by the pressure to constantly scale. Sustainable growth, healthy boundaries, strong systems, and quality clients can often lead to far greater success – both professionally and personally.

If you’ve been questioning whether “more” is really the answer, this conversation is definitely worth listening to.