As a new week begins, all you need to remember is to just breathe. One of the things everyone in property management, and I’m sure other industry’s as well, needs to realize is there will never be enough time in the day to get it all done.
There are a lot of ways to keep yourself organized, the trick is to find what works for you.
Personally, I have a journal and each month I make two lists – one on the left for the critical/important don’t forget items and one on the right for routine tasks that need to be accomplished. As I get an item done, I cross it off with a red pen. Then, mid-month, I review what’s left and highlight the items that I need to focus on and work towards those goals. There are always items on the routine side that I don’t get to, so I move them to the next month on the “critical” side, and start the process over again in the new month.
It may be a bit different for those of you who work on-site because once the office opens, it becomes a revolving door of residents, vendors, staff, corporate personnel, prospects, and a multitude of other visitors and guests…and don’t forget the phone that starts ringing off the hook, and the barrage of emails that start flowing in. It’s a lot to handle and very overwhelming, not to mention the fact that everyone wants something and they want it right now. First thing to do – is just breathe!
I always tell my staffs to put your focus on the things that involve income at their sites, which includes collecting delinquent rents, getting units ready and occupied (reducing vacancy loss), leasing and marketing so you’ve got the prospects coming in, and make sure you are watching your expenses especially your utilities.
Here are some tips to help you make a positive impact through your week:
- Want to have the biggest positive impact on your financial statements for the current month? Get your move ins done by the 10th of the month. This will reduce vacancy loss and increase your net rental income.
- Always answer any and all emails from the corporate office! Print out the ones that need your immediate attention and write on the top right corner, in red ink, what’s due and when. Then put on your desk near your phone so you’ll always see it.
- Maintenance Monday’s – get with your maintenance supervisor and staff, go over any move ins, move outs, and any outstanding work orders. Make sure they are on the same page with you for what needs to occur this week.
- Wacky Wednesday’s – get out and do some outside marketing! Walk your property, walk the buildings, walk your vacants – make notes of what needs to be corrected and enter in your work orders.
- Financial Friday’s – go over delinquents and collections with your office staff, check to make sure you’ve gotten all service or supply order invoices in, check your utility log! Call your company’s collection agency and see what kind of progress they are making on collecting from previous residents.
Finally, just breathe. If you can go home at the end of each day and know you did your best, you gave 150% of your energy and efforts into the tasks at hand, and if your conscience is clear….then my friend you had a very successful week!
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