Here's how you can maximize productivity in commercial leasing during busy periods.

To optimize efficiency during high-volume leasing periods, it’s essential to streamline tasks by focusing on repetitive processes and identifying ways to automate or simplify them. Creating standardized templates for lease agreements, renewal notices, and communications can reduce the time spent drafting documents. Automating tenant reminders for renewals, inspections, or lease compliance checks allows leasing managers to handle a larger portfolio with fewer administrative hurdles. By implementing checklists and process guidelines, teams can ensure consistency while minimizing errors, enabling a smoother and faster workflow.

Integrating the right technology is fundamental for improving productivity in commercial leasing. Property management software such as Yardi, MRI, or Tririga helps automate tasks like lease date tracking, billing, and financial reporting. Additionally, adopting CRM systems ensures efficient management of tenant inquiries and follow-ups, while digital signature platforms like DocuSign can expedite contract finalization. Embracing cloud-based storage solutions enhances team collaboration by making critical documents accessible to all stakeholders in real-time. When the right tech tools are integrated seamlessly into daily operations, leasing managers can eliminate manual bottlenecks and improve responsiveness to tenants and clients.

Busy leasing periods often come with a flood of requests, inquiries, and tasks. Prioritizing tasks wisely is essential for maintaining productivity. Lease renewals, new lease signings, and negotiations with high-profile clients should take precedence, especially when deadlines are imminent. Implementing a triage system where tasks are categorized based on urgency, financial impact, or contractual deadlines helps prevent critical matters from falling through the cracks. Utilizing task management tools such as Smartsheet or Microsoft Planner allows managers to maintain a clear overview of priorities and delegate responsibilities effectively, ensuring that high-priority actions are handled first.

Communication is vital in commercial leasing, especially during hectic times. Clear, concise, and timely communication with tenants, landlords, and team members helps prevent misunderstandings and costly delays. It is important to establish a communication protocol, such as setting clear expectations for response times and preferred communication methods for various issues. Regular updates to stakeholders about the status of ongoing lease negotiations, potential delays, or policy changes can help manage expectations and reduce stress for all parties involved. Whether using emails, phone calls, or collaborative platforms like Slack or Microsoft Teams, fostering transparent communication enhances teamwork and client satisfaction

Effective time management is critical to handling the increased workload in commercial leasing. Scheduling blocks of uninterrupted time to focus on critical tasks like lease negotiations or market analysis helps ensure that complex matters receive the attention they require. Time-tracking tools can also provide insight into how long tasks take to complete, allowing managers to identify areas where efficiency can be improved. Setting aside time for daily or weekly reviews of ongoing deals and upcoming deadlines helps prevent last-minute rushes and reduces the risk of missing critical deadlines. Allocating time for regular follow-ups ensures that lease processes move smoothly from one phase to the next.

In my experience the leasing agents are unfamiliar with the daily operations of the property and have no current tenants contact information. The need for a professional relationship with the tenant managers on each floor. I had to answer questions that agents should have known. I was not the Property Manager or Project Manager; however I performed these duties. I’m glad I’m out.