valuable time looking for what you need instead of working. Even if your desk becomes covered in files, make sure they all have their own place, so you know exactly where everything is. TIP #4 I’m a sucker for a good spreadsheet! Here is an example of how spreadsheets can be your best organizational friend: keep it on your screen all day, customize it to your preferences, and constantly change it as move-out notices are submitted, applications come in, properties are rented, lockboxes go up, utilities are turned on or off, and as vendors are assigned for certain jobs. Also, keep a pen and paper right next to you, so you can jot down a note in case you’re in the middle of something. This will help you to remember to get to it afterwards. When I’m on a roll, I really don’t want to stop in the middle of what I am doing if I don’t have to. Also, I don’t always answer the phone every time it rings; let it go to voicemail. However, check the message when finished with your task and then return the call as soon as possible. We can run into some pretty crazy situations sometimes in property management and we never know what’s around the corner. To better serve our clients and customers, it’s best if we stay as organized as possible. •
"TO BETTER SERVE OUR CLIENTS AND
The sooner you respond, the sooner the issue at hand will be resolved and you can move on. The same goes with phone calls too. Don’t stall. Just make the call! TIP #2 Every month we have routine tasks such as invoicing, evaluation reviews, deposit refunds or claims, and sending lease renewal letters. To help divide your duties, you can dedicate a certain amount of time each day or even a specific day of the week for tasks like invoicing. I feel it is easier to collect bills and invoice all of them at once at the end of the week or split it up between two days of the week, rather than invoicing as they come in individually. TIP #3 Keeping your desk neat may also help you stay on track. If you have papers and files scattered all over, you may be wasting
property managers have been there! But dedicating a certain amount of time to these tasks can help you complete everything quickly. If I have ten emails or less in my inbox at the end of the day, I feel like there is a good chance the next day will start out easier and I can sleep better at night. And those difficult emails you may not want to reply to at first? Do it. Rip the band aid off. CUSTOMERS, IT’S BEST IFWE STAY AS ORGANIZED AS POSSIBLE.”
Erica Parker has been a property manager for Realty Masters of Florida in Pensacola, FL since 2010. She is an active member of the National Association of Residential Property
Managers® (NARPM). Members of NARPM® receive information like this article every month through its news magazine, Residential Resource. To join or learn more, visit NARPM.org/join.
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