5 Time-Organizing Tips for Property Managers
Your day can run smoother with just a little organization and prioritization. Here are some tips from Sierra Bouchelle, the office administrator for Quinn Property Solutions in Maryland, on how property managers can increase productivity and get more done with their day.
1. Check your messages first thing:
Check your voicemail and your emails as soon as you come into the office. Make a list of what needs your attention right away, such as repair concerns or maintenance requests. Prioritize this list so you know where to focus your time, starting with maintenance requests or repair concerns. Follow that with responding to inquiries on your vacant homes.
2. Host a daily staff briefing:
Ensuring you and your staff are on the same page each day allows for the highest levels of efficiency. Meet with everyone early in the day to divide tasks and responsibilities. This is especially helpful on days where one person is feeling overwhelmed or needs guidance on a specific task by providing an opportunity to lean on each other for support. Each party can provide a status report on repairs handled or needed, decisions that need made, and invoices and/or checks that need approved/signed can be presented at this time. This meeting can be as brief as ten minutes, as long as each party has an opportunity to present their status on current projects, questions, or concerns.
3. Update paper copy backups:
Online databases and computer software are fantastic tools for productivity, but when an unexpected outage occurs; your day can exponentially get worse. Print out recent statements of accounts and contact lists for business associates as well as owners and tenants regularly so you have a paper guide if your power or online capabilities are limited. This is also helpful should someone be out of the office unexpectedly. Have you ever tried to locate a document someone else has been working on, and been unsuccessful? Make sure that in the event you are out of the office for any reason, someone else can step in where you left off. A good tool for this is a reference binder. You can print out the latest versions of what you are working on, contact lists, open work orders, etc. and the person filling in will have a much smoother time in your absence.
4. Use your time wisely:
Use slower-paced days to your advantage by preparing move-in folders and general documents you hand out during the lease process. Print rental applications, delete old emails that you have already printed, update online listings and double check that your online presence is reflecting up-to-date information.
5. Document everything:
Every day, print out emails from owners, tenants, and repair companies and file them appropriately. Make notes of who calls or emails, and gather as much information as possible. This comes in handy when you remember speaking to someone last week who might be looking for what unit just became available this week. It helps to have a standard set of questions you use when taking calls on available properties. Over time, it will become second nature to ask those questions, giving you the information necessary make decisions efficiently.
Sierra is the Office Administrator for Quinn Property Solutions, Inc. in Cecil County, Maryland. QPS offers experienced rental property management in addition to buying, selling, and leasing real estate locally.