I would work on my communication of my processes including letting them know asap of their schedule with me. 

Lessons learned are related to the title process I use with sellers and buyers.

Additionally, I expect applicants to follow instructions in the advertisement and application, to make and keep appointments, to show up on time for appointments, dress and behave appropriately at appointments, and in general demonstrate throughout the process that they are someone that is easy and pleasant to do business with.

I'd start the refinance process right away, or just pay it off, or sell. 

It's a long-term learning process, but an interesting and often profitable journey - best of luck to you!

Quote from @Jin Zhang: You initiate the process by filing a 3-day Notice.

Unfortunately, that is an expensive time-consuming process.

Lessons learned are related to the title process I use with sellers and buyers.

I'm currently in the process of gathering more details from my property manager.

Clear communication and legal safeguards are essential for a successful partnership.