Time Management for the Property Manager
As a Property Manager there never seem to be enough hours in the day. It is a very demanding job that requires quick thinking, good decision making skills, and the ability to prioritize and multi-task.
Below are a few strategies I have found to save time and keep me focused on what is most important for me to accomplish each day.
1. Write a List
At the end of the day, I like to take a few minutes to put away everything on my desk and write a list of the most important things for me to complete the next day. When I walk in the next morning and my desk is clean, it gives me a much better start than walking in to the stacks of work left undone. I have started using a website called Trello to keep track of my lists. More to come on Trello in a later post!
2. Use A Calendar
The property management business is full of deadlines whether they be for reporting, bill paying, or following up with tenants. I could not function each day without a calendar to keep me straight. I prefer to use my Outlook calendar, though I know many people still prefer a paper version they can carry with them. With Outlook, I can see my calendar on any of my devices.
With one glance at my calendar I can see which office I will be at which day, if any of my employees are out on PTO, and what appointments and deadlines I have coming up. I also use my calendar to schedule "Quiet Time" for large tasks and reminders for follow ups.
3. Take a Walk
This is one recommendation I have made to all of my property managers. What we do is stressful! Sometimes all that is needed is a five minute break to get up, stretch and walk around the building. It's a great way to reset your mind. Often times I have figured out the solution to an issue while taking in a change of scenery. Bonus points if you are able to take in some nature while you walk.
I also encourage all of my managers to walk all of their properties on a regular basis. Many times tenants do not notice the little issues until they become BIG issues. It's our job to try and catch things before they do, and how can we do that behind a desk? A small issue takes less time to resolve than a big one.
4. Turn Off your Phone
This is a big one for me! We joke in my office that sometimes we have squirrels running around that will distract us at random.
My phone is the spawning point for most of those "Squirrels". Whether it is an update from an employee, a notification of a new email, or a call most of these alerts are not emergencies and are just distractions from the tasks I am trying to accomplish. I have begun shutting my phone off for no more than 50 minutes at a time. I have found this to be a short enough time that I am not missed but long enough for me to finish what I am working on. I also let my assistant know I am going into "Do Not Disturb" mode just in case there is an emergency that I need to address.
Other things you can do similar to this is to set your outlook NOT to pop up whenever you have a new email. If you use Skype or another instant messenger, log out or set it to unavailable. Try to minimize the unnecessary "Squirrels" in your office.
Have you heard the saying, "How do you eat an Elephant? One Bite at a Time?" If you have a task that has multiple parts that is going to take you a long time to accomplish (i.e. Budget Season) it can be daunting and challenge to know where to begin.
Take a few moments to write out all of the steps that need to be completed. Make sure your steps are manageable pieces that can be accomplished in one sitting.
6. Set a Time Limit
Sometimes there are tasks that I simply dread to start. What I have found to work for me is to set a timer for 15 minutes. I can do anything for 15 minutes! and it is amazing how much can be accomplished in such a short time frame. If you have found your phone is a distraction like I have, pick up a small kitchen timer to keep at your desk.
7. Delegate
If you are a good property manager, you are probably a detail oriented person. This can make it difficult to let go of control and delegate to your team or to a vendor. Keep in mind that your time is expensive. How much time will it take you to complete the task versus explaining what you are looking for to an employee or vendor?
8. Utilize Your Down Time
Because I manage Medical Office Buildings, I spend a fair amount of time sitting in Doctor's waiting rooms. I always have a list of small tasks to work on while I am waiting. It may be as simple as answering an email or two or brain storming on which suites will work best for the prospect I have coming by next week. Don't take the 5 to 10 minutes you spend waiting for granted!
What other tricks do you have to better manage your time as a Property Manager? Post them in the comments!
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