September 2nd, 2024
10 signs you’re a top tier Property Manager
Property Management
Article by
As a Property Manager, your days are filled with a whirlwind of tasks. From handling tenant inquiries to coordinating maintenance, it’s easy to feel overwhelmed. That’s why it’s essential to take time out of your busy schedule to reflect on 2024 so far, making note of your goals and if you’re on track to meet them. From there you can refine your practices to make the rest of the year as effective and stress-free as possible.
Spring is the perfect time to refresh your property management practices. You can streamline your workflow and reduce stress by prioritising tasks, setting deadlines and avoiding multitasking. Remember to delegate tasks whenever possible and utilise time management tools to stay organised. With a well-planned approach, you can make the most of your time and achieve your property management goals.
Let’s dive into the key areas that could benefit from a fresh coat of organisation and efficiency.
Organise your digital footprint
Your digital footprint can significantly impact your business’s efficiency and security. Take the time to organise and clean up your digital assets.
Desktop
Declutter your desktop by organising files into folders and deleting unnecessary items.
Email inbox
Sort through your emails and delete or archive any irrelevant or completed message chains. Create folders to organise your messages.
Property management software
Ensure your property management software is up-to-date and organised. Back up your data regularly. This is also a great chance to make sure you’re up-to-date with your PropertyMe training, to ensure you’re getting the most out of our platform.
Ensure your records are up to date
Accurate and up-to-date records are crucial for property management. Review your records in your PropertyMe portfolio and make any necessary updates.
Lease agreements
Review tenancy renewal dates for fixed and non-fixed leases. Easily add Lease Renewal actions for those nearing expiry.
Insurance policies
Review tenancy renewal dates for fixed and non-fixed leases. Easily add Lease Renewal actions for those nearing expiry.
Maintenance records
Review any outstanding maintenance items or quotes and close off old Jobs that may affect your reporting.
Check-in with Tenants and Owners
Regular communication with Tenants and Owners can help build strong relationships and ensure no miscommunications or concerns arise. Want to add additional properties and Owners to your portfolio? Check out our new blog on 52 ways to grow your rent roll.
Consider using the following methods to check in with tenants:
Surveys
Send out surveys to gather feedback on tenant satisfaction and identify areas for improvement.
Calls
Schedule regular phone calls with Tenants and Owners to discuss any issues or concerns.
In-person visits
Whilst we know you regularly conduct periodic property inspections to assess the condition of your properties and address maintenance needs, we encourage you to reach out to Owners to see if they’d like to attend in future.
Manage preventative maintenance
Regular preventative maintenance can help prevent costly repairs and ensure the long-term value of your properties. There’s no better time to ensure you’re scheduling maintenance and inspections frequently enough.
Update out-of-date contact details
Remove inactive tenants
If a tenant has moved out, update your records accordingly.
Verify contact information
Ensure all Tenant and Owner contact details are up to date.
Review payment history
Identify any outstanding rent or utility payments and follow up with tenants.
Update property information
Check that property addresses, rental amounts and lease terms are accurate.
Check-in on industry trends and news
Staying informed about industry trends and news can help you adapt your property management practices to changing market conditions and ensure you stay ahead of the curve. Subscribe to industry publications, attend conferences and network with other property managers.
Declutter your desk space
A clean and organised workspace can significantly boost productivity. Here are some tips to tidy up your office.
Digital detox
Clear your desktop of unnecessary files and folders. Organise your documents into logical folders.
Physical decluttering
Remove clutter that’s taking up space. Donate or recycle items you no longer need.
Ergonomic setup
Ensure your desk and chair are set up to promote good posture and comfort.
Personal touch
Add a personal touch to your workspace, such as a plant or a favourite photo.
Additional tips to help you maintain your progress
Utilise technology
If you aren’t already make sure you’re using our platform, PropertyMe. With over 50 features and a plethora of industry-leading Integrators and Partners, we’ve got your tech stack covered.
Review your insurance coverage
Ensure that your property insurance policies are up-to-date and adequate to protect your assets.
Consider outsourcing
If you’re feeling overwhelmed, consider outsourcing specific tasks, such as accounting, marketing or property inspections.
Prioritise tenant satisfaction
Focus on providing an excellent tenant experience by addressing their needs promptly and effectively.
Network with other Property Managers
Connect with other Property Managers in your area to share best practices, learn from their experiences and build relationships.
Stay updated on industry regulations
Keep informed about changes in property management laws and regulations to ensure compliance.
Set realistic expectations
Establish achievable goals for your spring cleaning efforts to stay motivated and track your progress.
Take breaks
Remember to take breaks and avoid burnout. A refreshed mind is far more productive and effective.
Celebrate your achievements
Acknowledge and reward yourself for completing tasks and reaching your goals. Whether it’s a quick 15 minutes for a coffee and a sweet treat, or a long weekend to unwind, it’s important to celebrate the work you’ve done.
With a little effort and dedication, you can transform your property management practices and achieve long-term success. Implementing these spring cleaning strategies creates a more efficient, organised and enjoyable property management experience. Remember, a clean and well-managed business is a happy business.
