As we careen toward 2018, many people – property managers included – are asking themselves “Where did this year go?” And, every year many people – property managers included – make the resolution to “work smarter not harder.”
Let’s face it, it’s a fast-paced industry, and property professionals juggle a lot of tasks every day. To help take back your precious time, Property Vista has put together some simple ideas to help even the busiest property manager get more done.
- Track Your Time: Where do you spend your time? By being more mindful and tracking your daily activities for a week you will be able to see the bigger picture. Be honest with yourself… if you are checking in on Facebook, or reading the news, mark down those time-killing activities as well. Be consciously aware of what you are doing and where you are spending your time, and then cut off the distractions that you use to procrastinate.
- Prioritize Ruthlessly: While this might sound glaringly obvious, it’s too easy to mistake busyness for productivity. You can be busy answering emails all day (more on that later), but that probably isn’t where all your energy should be going. Every night before leaving the office, make a priority list for the next day.
- Use technology: Still filling out paperwork? The tedious administrative tasks of filling out and filing forms, or processing a work order takes up a disproportionate amount of time in the property management world. Worse, it cuts into the time spent following up with residents and performing the personal-touch work that increases retention. By moving to a digital – and greener – web-based solution for capturing lease information or submitting maintenance requests, property managers can save hundreds of minutes per day.
- Stop Multitasking: How many browser tabs do you have open? Are you emailing someone while talking on the phone? Jumping between tasks? Stop. It. Now. Experts say that multitasking reduces your productivity by almost 40%. It’s better to apply extreme focus to one task at a time.
- End the Email Madness: Instead of checking your inbox as the “pings” arrive, set aside key times to review and respond to email—and set a limit to the time that you allot to email. Filter out the noise as much as possible. Unsubscribe from e-newsletters you don’t read, remove yourself from chats or forums. Use portal software to capture all emails in one place.
- Break Down Larger Tasks: For most of us, we don’t have a problem finishing a project, we have a problem getting started. If a task is complex of time-consuming, break it down into smaller components. Not only does it make it more manageable, but it reduces stress.
- Use Routines & Blocks of Time: Create a daily action plan, and stick to your routine. Carve out blocks of time to work through your priority tasks. Many people are more productive in the morning, and devote time before lunch to take on pressing office issues. Often field work (property inspections, meetings with landlords or tenants, etc.) is done in the afternoon.
- Take a Timeout: According to MIT Sloan Senior Lecturer Bob Pozen, taking regular breaks throughout your day can enhance your focus. He suggests taking a break after every block of 75-90 minutes. Pozen says these frequent timeouts help our brain learn and consolidate information.
How Property Vista Helps
At Property Vista, all our solutions are designed to help property managers improve the leasing process while offering a better customer experience for their renters. Our smart collection of automation tools and web-based property management solutions reduces time, paper and effort.
To learn more about our solutions for marketing, leasing, communication and operations, sign up for your free account today or give us a call to learn more.