From Fraying at the Edges to Fully in Control: How PMI Richmond Streamlined Ops and Reduced Owner Complaints Overnight

Introduction

PMI Richmond, led by Dave Peschio, is a family-run property management business in Richmond, Virginia, managing over 500 single-family homes. Like many property managers who scale through acquisitions, Dave found himself in over his head after a particularly difficult portfolio acquisition—and a simultaneous software migration. Operations were breaking down, owners were frustrated, and Dave knew something had to change fast.

Before

  • Recently acquired a portfolio that created operational chaos: poor communication, mismatched staff, and mismanaged processes.

  • Simultaneously migrating from Propertyware to Rentvine, adding further instability.

  • Important owner communications were getting missed, leading to frustrated clients and rising attrition.

  • Staff were doing too much across too many roles—there was no clear org structure or accountability.

  • Owner complaints were landing directly on Dave, creating burnout and threatening the future of the business.

After

  • PMI Richmond significantly reduced owner complaints through automated communication and accountability systems.

  • Created role-based task management, improving staff focus and accountability across the board.

  • Gained the ability to monitor and maintain quality with both in-house and remote staff.

  • Freed Dave from the weeds of day-to-day operations, allowing him to work on the business instead of in it.

  • Enabled a sustainable growth model without needing to hire more staff.

Process

  • Conducted a full-scale implementation of LeadSimple, building out custom process maps from scratch with Black Sheep Global.

  • Integrated Zapier, Mailparser, and Rentvine’s open API to connect tools and automate routine communications.

  • Reorganized staff responsibilities based on strengths and tasks, with guidance from Black Sheep’s consultants.

  • Introduced role-based workflows, ensuring anyone on the team could step into a process without needing to start from scratch.

  • Focused on change management to improve internal buy-in and ensure high adoption rates across the company.

  • Built training systems inside workflows using Loom videos and embedded instructions to reduce onboarding friction and increase resilience.

Conclusion

With Black Sheep Global’s help, PMI Richmond didn’t just fix broken operations—they built a business ready to scale with confidence. What started as a scramble to regain control turned into a systematized, tech-forward operation with clear roles, fewer complaints, and a dramatically reduced workload. Dave now has visibility, accountability, and peace of mind.

“Before, I felt like things were fraying on the edges. I was getting beat up when I got home because owners were mad… now we’re communicating better than ever—and most of it’s automated.”