Top 9 Time Management Strategies for Property Managers 

Here are 9 strategies to cut down on time wastage and improve your productivity as a property manager. Check them out.  

1. Schedule everything on CRM software 

There is a range of technology selections in project management that you can use to manage your time and day. The most efficient and cost-effective way to do this is using CRM software to schedule your day, including meetings, appointments, contract negotiations, maintenance reminders, etc. 

The CRM software will send automated notifications and reminders about the scheduled work to you, and other parties involved and never let you miss any meetings.  

2. Make detailed notes on each property under you 

Every property has many different types of features; they might be overlapping or unique from other properties. But as a property manager, you must have these at the tip of your tongue. But if you have a diverse range of properties under your portfolio, then remembering each detail is tough. But buyers/tenants always have numerous questions during home viewings. 

You need to make detailed notes about all your properties and study them so that you do not have to rework and overwork every time you show the same property to different customers.  

3. Keep an open line of communication between the team members 

If your portfolio has many properties, then you must have other employees working under you and reporting from the sites. You should always have an open line of communication with them; you can also use CRM to keep track of their activities and performances. Take feedback from them on everyday practical problems they face on sites and change your working and management systems accordingly.  

Also, send immediate feedback on sales and unsold properties to your back office team to help them stay updated in real time. They can also change their strategy and leadership plans accordingly to speed up sales.  Doing preventive maintanence is also a great option you would want to consider - and can be more cost-effective.

4. Write detailed FAQs on your website 

There are many repeat questions that customers have about properties. Many of these questions may be generic at times. You can take some time and write detailed answers to these frequently asked questions and add them to your website. They will work as a self-help guide for your customers and save you a lot of time answering the same questions time and again.  

This can also give you enough time to focus on other matters of importance like home tours and common area maintenance works.  

5. Automate some of the repetitive tasks 

There has been a lot of PropTech development in recent years, and many repetitive tasks can now be automated with new technology selection. Tasks like rent collection, CAM reconciliation reports, asset renewals, back office accounting, scheduling maintenance work, etc., can all be done with PropTech.  

You can use property management software like Yardi and MRI software to automate these tasks and streamline your property management tasks.  

6. Create a system for tenant screening and onboarding 

A property manager also has to handle the tenant screening and onboarding process. But a selection of technology in project management can automate these processes. Things like running background checks on tenants, checking their criminal records, and verifying their financial status can be done.  

Statistics have found that more than 1.64 million people in the USA are evicted each year for nonpayment of rent. A great tenant screening process is crucial to reduce the number of evictions and tenant turnover and save yourself the hassle.  

7. Allocate a specific time slot to reply to customers 

Hubspot stats have found that more than 90% of Americans value a good customer service experience. They factor in this when deciding if they want to repeat their business with a company.  

Communicating with your customers and being available for them makes them feel valued. But if you constantly answer their calls and messages throughout the day, you will lose valuable business hours on this. It is better to allocate a specific hour in a day to answer all customer queries and resolve them.  

8. Club similar works together 

In the list of your daily tasks, you have a lot of similar tasks like bookkeeping, accounting, internal meetings, and looking through reports. Try to combine similar works into one slot to get them done faster. If you visit a particular area, try to visit all the properties in that zone to systematically handle the work rather than traveling to and fro.  

9. Make checklists 

Do checklists seem a little childish? They are really not. Hartford Business Journal reports say that checklists bring more organization to tasks, provide motivation to get work done on time and check off tasks from the list.