Property management is an incredibly demanding job, that requires the possession of high level time management and multitasking abilities. Property managers are essentially running a business: they have to make (sometimes split-second) decisions that will affect the long term profitability and success of the property, all the while juggling multiple issues at once. Property managers are often also the head of staff for the property that they are managing, meaning they are also in charge of delegating tasks to contractors, cleaning crews, maintenance workers, etc.
In order to be the most efficient and effective at their jobs, property managers should be constantly working on perfecting their time management and scheduling skills. While time management will always be an ongoing process, there are some easy strategies that property managers can implement to improve their day-to-day operations.
Create A Schedule For The Week
There will always be recurring tasks that will need to be addressed each day (or on a specific day) of the week. Schedule those in as solid time slots within your week. Be sure to include necessary breaks like breakfast and lunch.
Then every evening, create a list of the additional miscellaneous tasks that must be completed the next day. Fill in the next day’s schedule accordingly; be realistic with timing and try to put the high priority items in the morning, as research shows people are more productive earlier in the day.
It make sense to schedule maintenance and repair requests in the morning when the body is most energized.
Think in terms of “Tasks”
Many of the day-to-day requirements of a property manager are gargantuan tasks that can quickly become overwhelming. In order to prevent burnout, project managers should break larger tasks into more manageable, smaller chunks. It’s both easier to manage and less stressful to complete a series of smaller tasks, than it is to tackle one gigantic project.
Make Sure to Set Aside Time for Administrative Tasks
In this role, emails, phone calls, voicemails, and texts will continuously amass. Schedule specific times during the morning and the afternoon to check and answer all of these communications. Attempting to respond to every single person that reaches out will make it impossible to complete other tasks efficiently. Unless there is a flood, fire, or lock-out, it’s likely that whatever the inquiry is can wait.
Schedule Time w/ Staff
Having a brief morning check-in with the staff every day will help accomplish a few things. One, it allows everyone to touch base and communicate what their plans are for the day is. Morning check-ins also help tasks to be delegated early in the day to avoid confusion and frustration later on.
Scheduling and planning will help to make the multiple, ongoing tasks within any project manager’s day more manageable, and time will be used more effectively.