How to Minimize Operating Costs Without Compromising Quality

Running a successful short-term rental business isn’t just about maximizing occupancy rates or collecting glowing 5-star reviews. A huge part of profitability lies in something far less glamorous: operational efficiency. Every overlooked supply order, every inefficient cleaning route, and every delayed repair can quietly chip away at your bottom line.

At MIRO Rooms Rentals, we've spent years refining an operations strategy that keeps our apartments spotless, our guests happy, and our costs lean. In this article, we’ll share practical, proven strategies for minimizing operating expenses without compromising on the quality and comfort that guests expect.

1. Streamline Your Cleaning Operations

Cleaning is a top-three recurring cost for most rental operators. However, with smart structuring, you can maintain impeccable standards and reduce the overall spend:

Bundle cleaning schedules by location: Assign cleaning routes by proximity. This not only saves on travel time and costs but also helps develop cleaner familiarity with specific units.
Standardize cleaning procedures: Provide every cleaner with a digital or printed checklist, including visual cues for layout perfection. Standardization reduces variability and cuts down on guest complaints.
Invest in reusable and refillable products: Instead of individually packaged toiletries, use high-quality bulk supplies and refillable dispensers. It looks sleek, saves money, and reduces waste.
Work with performance-based teams: If outsourcing, choose providers who offer flat-rate per-clean pricing or incentivized pay tied to reviews and inspection outcomes.
Optimize turnover timing: Use analytics to detect when most turnovers happen and align cleaner schedules accordingly to minimize wait and idle time.

💡 MIRO Tip: We implemented our own mobile app for job check-ins, real-time task checklists, and before/after photo uploads. It boosted cleaning accountability and reduced callbacks by 30%.

2. Control Consumable Costs Without Guest Complaints

Toilet paper, hand soap, coffee, trash bags — these small costs accumulate quickly, especially across multiple listings. Here's how to control them:

Track usage trends: Calculate the average use of each item per guest night and restock accordingly. This avoids over-ordering or unnecessary top-ups.
Automate inventory management: Even a simple QR-based Google Sheet system can keep your on-site inventory organized and alert you before you run out.
Buy in bulk — but wisely: Partner with local wholesalers or restaurant suppliers who offer better pricing and delivery terms.
Limit over-generosity: Offer welcome packs with the basics, and let guests request or purchase extras like specialty coffee pods, wines, or luxury toiletries.
Reduce waste in shared spaces: For multi-unit properties, centralize consumables like detergent or tissue in locked closets accessible to staff only.

💡 MIRO Tip: Each MIRO apartment has a discreet, locked supply cabinet stocked with essentials. Our cleaners restock from it directly during turnover, saving time and supply transport costs.

3. Preventive Maintenance Is Your Silent Cost Saver

One leaking pipe or broken heater can cost hundreds — or thousands — if it happens during a guest’s stay. Proactive maintenance not only prevents disasters but also maintains the guest experience:

Run monthly mini-inspections: Train your team to quickly check key items like sink drains, door hinges, battery levels in remotes, and water pressure.
Log everything: Use shared task management tools (Trello, Notion, or a PMS) to log recurring issues and forecast future replacements.
Deep maintenance twice a year: Conduct detailed checks of appliances, grout, caulking, seals, and filters. Replacing these early can prevent bigger expenses.
Don’t wait for total failure: Replace aging items like kettles, mattresses, or shower heads before they receive complaints.
Incentivize early reporting: Make your cleaners or team members partners in preventive care by rewarding them for identifying issues early.

💡 MIRO Tip: We’ve installed affordable smart sensors in many apartments to detect early signs of leaks, humidity, or temperature drops. One €30 sensor once saved us from €1,000+ in water damage.

4. Cut Utility Waste With Smart Tech and Behavioral Nudges

Utilities may not show up on your guest reviews — but they definitely show up in your P&L. Here's how to reduce that burden:

Upgrade lighting to LEDs: Modern LEDs last longer, look better, and use 80% less energy.
Use motion sensors in hallways and bathrooms: These prevent lights being left on for hours.
Install smart thermostats: Set temperature caps (e.g., no heating above 23°C) and automate settings based on check-in/check-out times.
Reduce water waste: Use faucet aerators and low-flow showerheads that maintain pressure but reduce consumption.
Educate guests: A small sign like “Help us stay green 🌱 – switch off the AC when you leave” can go a long way.

💡 MIRO Tip: Our energy dashboard tracks usage per apartment and flags outliers. This helps us spot inefficiencies quickly and act before the bills pile up.

5. Empower Staff and Guests With Clear Processes and Tools

Efficiency isn't just about hardware — it's about people. Empowering your staff and guests through clear communication and smart tools is essential:

Train your team with digital manuals: Use Loom videos or PDFs to explain everything from Wi-Fi resets to lockbox usage.
Visual instructions for guests: QR-coded guides for check-in, coffee machine use, or troubleshooting remotes reduce support messages.
Create a feedback culture: Encourage cleaners and maintenance to leave notes after every shift. Often, they’ll spot problems before guests do.
Give guests fast answers: Use chatbots or FAQ links inside each unit to cut back on repeat questions.
Track performance: Use KPIs for your team like average cleaning time, maintenance tickets reported, or positive guest mentions.

💡 MIRO Tip: Cleaners who consistently get positive remarks or spot issues early receive bonuses — it’s a win for them, for us, and for guest satisfaction.

Final Thoughts: Save Smart, Not Cheap

There’s a fine line between being cost-effective and being cheap. The former is smart business; the latter erodes your brand. With the right strategies, tools, and team mindset, you can build a highly efficient short-term rental operation without sacrificing comfort, aesthetics, or guest trust.

At MIRO Rooms Rentals, our blend of automation, accountability, and preventative care has helped reduce operational costs by up to 27% per apartment — all while maintaining a 4.96 Airbnb rating and 9.5+ Booking.com score.

If you're a property owner in Riga (or beyond) looking to cut costs without cutting corners, let's talk. We’re happy to help you make your rental not just profitable, but sustainable.

📌 This article is part of the MIRO Rooms Rentals blog — your go-to source for short-term rental success in Riga and beyond.