To say that the life of a property manager is a busy one is something of an understatement! At any given moment you seem like more of a firefighter than a real estate professional, always trying to stop small problems from becoming bigger ones while trying to find the time to do what your day-to-day life requires in the first place.
Keeping this in mind, here are some of the top time management tips for property managers which can be put to good use moving forward. You may not be able to fit more hours into a single day, but with these tips, you can do the next best thing.
Automate Wherever Possible
Technology has come a long way in the last few years. In fact, it seems to change on an increasingly frequent basis. One thing to keep in mind is not to become too distracted with all the advances that are available as they can become overwhelming. Choosing the right tools and using them in alignment with your company’s guidelines can ease the burden tremendously.
As residents and potential residents utilize automated functions on their computers, tablets and smartphones, the resulting time savings could increase availability for resident relations, customer service and staff development. You increase your competitive edge by being able to provide instant solutions that so many are seeking at an ever increasing pace.
Communication is Key
If you’re a property manager who also happens to have staff working with you, one of the most important things to realize is that your team is here for a reason. They want to help – and it’s time to let them. As a leader, it is important to remember that you don’t have to do everything yourself. Learn how to become better at delegating responsibility, particularly when it comes to resident relations. A friendly face goes a long way in resident relations.
When delegating, however, remember that you can make your life a lot easier by just embracing open and honest communication. If you want to make sure a job gets done right, people need to not only know what to do but how to do it and it’s importance. If you can get more efficient in terms of communication, you’ll quickly find you have a lot more free time in your day to focus elsewhere.
With delegation, comes the responsibility of follow up as it is a crucial element! Delegating doesn’t mean unloading your burden on someone else. It can be an effective tool in staff development. Don’t assume that just because clear instructions were given that they were completed. If a task isn’t finished as assigned, this can be a great opportunity to develop and coach your team.
Morning (or Evening) is the pacesetter
Studies have been conducted showing that people are often most efficient or productive during the first few hours of the work day. As a result, consider trying to get as many of your most challenging and important tasks done as soon as you get into the office each day. If the morning is all about “quality versus quantity,” you can then ride the “quantity” wave of shorter tasks on into the afternoon and into the evening or perhaps certain tasks may need to wait for the next day.
For some, morning may not be the most productive time of day. Ending the day with a planning session for the next day can prove most effective as it allows you to arrive refreshed and ready to take on the new challenges that await.
Stop Splitting Your Attention
Chances are that you may feel at times like your days are constantly being split into a million different directions. Try not to let yourself get bogged down by too many things at any one time – stick to one task and see it through to completion before moving onto the next one.
Eliminate the “One Size Fits All” Approach to Property Management
Finally, in order to better manage your time, remember that no two residents are created the same. Each person is unique, with their own specific likes and dislikes. As a result, they’re each going to require their own approach – particularly when it comes to customer service. If you take the time to get to know your residents as individuals, you’ll have a much easier time getting to the heart of the matter when your expertise is required.