Time management can be almost impossible for busy property managers. From negotiating vendor contracts, meeting with potential tenants, handling maintenance issues, marketing, and taking care of concerns and demands of current tenants, the number of tasks in any given business day can be downright daunting!
So it’s no wonder so many property managers feel stressed, overwhelmed, overworked, and even depressed most of the time. Before you start logging on to a job search site or check yourself into the psych ward, rest assured that there are ways for you to get back your time and your life.
A few simple tweaks and some proper planning can help increase your organizational skills and leave you feeling like you have more time in your day.
Get A Pen And Write Stuff Down
Begin each day by writing out the critical tasks that need to be completed. By doing this first thing in the morning you are less likely to be distracted by tenants or anyone on your team.
When you properly schedule all the tasks and activities you are attempting to achieve for the day, you can concentrate on those particular tasks only and give those with the highest priority the most attention first.
By writing everything down you can visually see what tasks need to be broken down into smaller, easier-to-handle tasks and what could be potentially delegated to someone else. By the way, it’s really okay to delegate to someone else!
As you’re writing your schedule down, try to plan all activities that require you to be out of the office at the same time. That way, you’re not popping in and out and you save on driving time.
Sure, sure. This is easier said than done as you ignore the plethora of empty coffee cups on your desk. But the sooner you start to declutter your workspace, the easier things like files, keys, receipts, and important documents will be.
There’s no reason to turn your office upside down every time you can’t find something. And, by staying organized, hopefully everything will have a place so you won’t lose things as often.
A good trick is to keep a bowl by your desk that you always put your keys and phone in. Those are the most commonly lost things when you try to get out of the office, and knowing where they are at all times will save you an extra five minutes and a lot of frustration every time you need to run out.
Being organized saves you time that you would otherwise be spending searching for everything from invoices to contracts. Plus, you’ll be free from the mental exhaustion that comes from clutter and stress.
Set “Me Time”
Successful property managers and professionals in many other industries have found that schedule blocking is a great way to get more out of their time. Allow yourself a block of time each day where you can concentrate on your work without being constantly interrupted. When you are distracted by emails, texts, phone calls and people barging in your office, your workflow decreases.
In fact, studies show that it can take up to 10 minutes after being distracted to get your concentration back to focusing on what you were doing before you were interrupted. During your block out time, do not do any personal activities like checking Facebook, texting, or surfing the internet.
That’s right, no updating your status unless it’s “This is my Block Out Time!” Unless you need the internet for the particular tasks at hand, try to avoid the internet completely. Keeping your block out time at the same time every day will make it easier for your staff and associates to be aware of it. Tell them that they are not to interrupt during this time, unless it is an emergency.
Batch Your Tasks
You can improve your productivity by doing similar tasks at the same time. By utilizing similar resources at the same time, you will increase your concentration, improve mental alertness and creativity.
As you are surely all too aware, one of the biggest problems property managers have is being called in a hundred different directions at once.
This can really zap your time and your energy. By batching your tasks together, resources can be used together and you can get stuff down faster. A win-win for everyone!
Avoid Juggling Everything At Once
You may have heard that multi-tasking is a good thing. Well, when it comes to being an effective property manager, it definitely is not. Multi-tasking can actually hamper your productivity and can decrease your efficiency and quality of your work.
More mistakes are made when you are concentrating on more than one task at a time. Instead, focus on the task at hand and move on to the next one when it is fully completed. Batching your tasks can help to eliminate multi-tasking.
Why Will These Simple Changes Benefit Your Day?
By implementing these tips for organization and productivity, you will surely discover how much easier your workflow is and how truly enjoyable it is to be a property manager.
Remember all the reasons you became a property manager in the first place? Whether it was for the interaction with tenants, staff and associates, or the actual work itself, when you are less stressed and mentally energized, you will find joy in your work.