Property Management Tips - Get Yourself Organized!
Does your desk look like mine used to look? Piles of papers, unfinished reports, leases to sign and just general mayhem.
You probably think that everything is organized and you can find whatever you need quickly.
But ask yourself, how many times a day do you search through a pile looking for a specific document.
How often do you realize that it's late on the day when payroll is due and you haven't even started.
Here are some quick tips to get your work area organized and efficient.
Start with the computer.
Make sure that you are using some type of scheduling and task management software to keep you focused on what needs to be finished each day.
Often it is called a day-timer program.
The software you use should be able to contain the various phone numbers and e-mail addresses of all your residents, vendors and staff.
One thing that you might do is create a print out of this information to keep with you all the time.
But the best thing to have is either a PDA or phone with those capabilities so the information is always with you for in case of any emergency.
It's also best if all the computers in your office are networked together so everyone can share this information.
You'll need to make sure that whatever program you use allows for multiple users.
That way anyone can check on a task and see what is scheduled and any progress being made.
Don't worry, it's really pretty easy to network computers.
It will also allow you to share printers, scanners and an Internet connection.
Make sure that any paperwork that lands on your desk is immediately filed until you are ready to work on it.
The only stuff that should be on your desk is the work that you are currently doing.
Use your computer task management program to keep your day organized.
Schedule times during your for meeting, reminders of signing paperwork, reports due dates, payroll, account payable work and your drop dead dates for rent payment, posting notices and court filings.
Have a drawer in your desk or a place in a handy filing cabinet for all the paperwork that is yet to be finished.
Create a separate file system just for things you need to sign, reports or article that you need to review and reports that are still in progress.
Finally, have one place to put file the finished work in your regular property files.
Keeping yourself organized and on task will really make your job easier and less stressful.
It will really be worth the effort.
You probably think that everything is organized and you can find whatever you need quickly.
But ask yourself, how many times a day do you search through a pile looking for a specific document.
How often do you realize that it's late on the day when payroll is due and you haven't even started.
Here are some quick tips to get your work area organized and efficient.
Start with the computer.
Make sure that you are using some type of scheduling and task management software to keep you focused on what needs to be finished each day.
Often it is called a day-timer program.
The software you use should be able to contain the various phone numbers and e-mail addresses of all your residents, vendors and staff.
One thing that you might do is create a print out of this information to keep with you all the time.
But the best thing to have is either a PDA or phone with those capabilities so the information is always with you for in case of any emergency.
It's also best if all the computers in your office are networked together so everyone can share this information.
You'll need to make sure that whatever program you use allows for multiple users.
That way anyone can check on a task and see what is scheduled and any progress being made.
Don't worry, it's really pretty easy to network computers.
It will also allow you to share printers, scanners and an Internet connection.
Make sure that any paperwork that lands on your desk is immediately filed until you are ready to work on it.
The only stuff that should be on your desk is the work that you are currently doing.
Use your computer task management program to keep your day organized.
Schedule times during your for meeting, reminders of signing paperwork, reports due dates, payroll, account payable work and your drop dead dates for rent payment, posting notices and court filings.
Have a drawer in your desk or a place in a handy filing cabinet for all the paperwork that is yet to be finished.
Create a separate file system just for things you need to sign, reports or article that you need to review and reports that are still in progress.
Finally, have one place to put file the finished work in your regular property files.
Keeping yourself organized and on task will really make your job easier and less stressful.
It will really be worth the effort.
