Time is of the essence, and in order to keep up with their everyday tasks, property managers need to be able to work efficiently. As a property manager you may be pulled in multiple different directions without finding enough hours in a day to get everything done. Property managers need to be proficient in time management to ensure all resident concerns are addressed, so we here at Notifii have compiled a list of some best practices to save you time and money.
Here are some Time Saving Tips for Property Managers
Spend one day jotting down all of your activities and the time it takes you to do them. This can help you take a holistic view of your schedule to see where you're wasting time. Use tools like the calendar app on your phone, asana, or outlook tasks to plan out your day. Just looking at your business procedures can help you figure out ways to complete them more effectively.
After taking a look at all the items on your to-do list multitasking may sound like a great time saver, but in reality people take longer to get work done when their brain is trying to focus on multiple goals at once. Studies have shown multitasking can reduce your productivity by 40%. Focus all your time and energy into one task before moving on to the next one. For example, you are working with a current resident when you get a call from a prospective one. Don’t take the call and focus on the task at hand. You can always call your prospect back, or transfer the call to another on site manager. That way you can give both clients the proper attention they deserve!
Sometimes you may think of a task while you are in the middle of something else. Instead of changing course write it down so you won’t forget. You can come back to it at the end of the day, or put it on your calendar for later.
Make sure your notes make your job easier, not harder. You don’t want to waste time decoding what you wrote down. Jot down your task, how important it is, it’s deadline, and who asked you to do it (in case you have follow up questions). Good note taking will keep you on top of your work and prevent you from wasting time trying to remember what you need to get done.
Your time is valuable, so don’t waste it on something that can be outsourced to another person or another software. There are a variety of tools available for property managers that can automate or streamline mundane daily tasks so you can focus on larger projects. For example why waste time on package tracking when you can outsource it to a mailroom package tracking software, like Notifii Track, that can do that for you in a fraction of the time!
If you are trusting your task to another person make sure they know what they are supposed to be doing. Time is wasted when there are brakes in communication. Avoid backtracking by making sure your team is on the same page. You can do this by having brief meetings in the mornings to make sure your employees know their job for the day. Another great way to keep everyone in the loop is to use a communication tool like; Group Me, Notifii Connect, or Microsoft Messaging; to keep your team connected. Send out mass text updates to your team about urgent tasks, or text individual members to make sure tasks are going smoothly.
Speaking of efficient solutions, instead of wasting time taking phone calls and answering emails from unqualified tenets, create a survey with all the important qualifications on it and attach it to your rental listings. This way you can quickly sort through potential tenants!
Communicate efficiently and effectively. Try Notifii Connect today!