You’re managing multiple properties. How can you keep everything organized?

It is all about having the right team first and the adequate management system. The correct use of digitalization enhances efficiency for the processes.

A strong software system is a must as well as a team collaboration software, spreadsheets and word documents will not cut it. Accurate records are critical, you need to assume that changes to tenants/owners will happen and it is not likely that they will remember to update the property manager, as such an annual audit of all residents once a year is important also from a safety perspective. Also important is a weekly pulse meetings with the managers who are managing a few properties to ensure that they are getting the support they may need and also to ensure that they are able to met their deadlines and if they can not they are getting additional coverage from the team!

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In my professional background, technology has greatly streamlined tasks for property managers, often requiring minimal cost or just internet access. Here are some daily tasks for a property manager: 1. Managing tenancy agreements, pre-occupation inspection reports, and correspondence: Google Drive is a useful tool for organization. 2. Scheduling rent renewals, reviews, inspections, etc.: Utilizing Google Calendar can simplify this process. 3. Budgeting for repairs and maintenance: Tools like Excel and other software applications can assist in managing finances. And the responsibilities extend beyond these examples.

All 6 practices (PMS, calendar, outsourcing, communication, updating, improving) are valid. Remember though: 1) Use a system that works for you: Sophisticated PMS and calendars that require too many hours to update & maintain, defeat the purpose of using them. Depending on your size, a simpler system such as spreadsheets and document folders are easier and faster to manage. Our smartphones come with a calendar capable enough to hold our appointments and daily schedule. 2) Adjust to your local market conditions: It is critical that your business is flexible and able to quickly adjust to changes in your local market. Outsourcing and keeping low overhead, even during the busiest of times, ensure durability during financial down cycles.

Auto generated prompts by a PMS, reduces valuable resource time spent previously on tracking lease renewals, maintenance schedules. One thing I found helpful is integrating my Microsoft teams with an AI app where I keep track of all team deliverables once the prompts are generated.

If your PMS or CRM doesn’t alert you to tasks then you need something that does. The biggest downfall is due your not following up whether that’s with the tenant, landlord or contractor. Touch points and communication are imperative. With maintenance you need to record the works, contact landlords, book quotes, instruct works, check works, update landlords, update tenants, pay contractors… a post it note will not suffice.

As an organised property manager you need to create a weekly work schedule. The schedule will act as a guide show you which days to check up on certain properties for inspections and following up work progress by sub contractors. In addition to that having a handle man on site goes a long way. He Will help sort out small maintenance issues that rise from time to time. Like I always say your success as a property manager will depend on how well delegate and raise people to assist you in your work as work tends to get demanding at times

Poner alertas es lo más importante de este trabajo, hay tantas fechas y ocasiones especiales donde debes realizar algún trabajo o alguna llamada o alguna visita que es imposible que te acuerdes de todas, lo bueno es que solamente con un teléfono móvil puedes configurar todas las alertas que necesites en la aplicación que más te guste.

1. Setup a system ditigally that will set alarms when things are due, follow-up is key. 2.Comunicate, comunicate, comunicate and then put everything in writing.

ERP. Entrata, door loop or one site. Others that are over bloated are Appfolio. Additionally using built in OS systems like onenote. Working with maintenance managers.

Outsourcing is now an aspect of human capital that is global and should be embraced. This approach helps you transfer high distraction aspects to experts in the field making room for more strategic planning. By this action, the property manager will focus energy on monitoring to ensure timely and quality delivery of outsourced services based on agreed terms and conditions. Another angle is to delegate someone to monitor the outsourced areas while he gets periodic reports.

In addition to delegating and outsourcing tasks to staff, contractors, or professional services, it's essential to foster a collaborative and synergistic work environment within your property management operation. Creating a culture of teamwork and knowledge sharing encourages the flow of innovative ideas, promotes cross-functional skill development, and enhances overall operational effectiveness.

The largest part of property management is maintenance. If your maintenance staff becomes overwhelmed, it's okay to outsource major work orders or projects. At the end of the day, your residents are paying attention to your checklist they are looking at the big picture. So getting items done quickly and efficiently, even if it means delegating and outsourcing, will speak volumes as your residents will notice the big picture changes.

Always overcommunicate. It may seem, from your perspective, that you are annoying your tenants by sharing updates, but it's okay to continue to e-blast and text blast updates, alerts, or notifications. Feel free to share if something has been delayed. At the least, it shows transparency to your residents that it's a goal that is still being worked towards and your attention is in the space. Always communicate and overcommunicate, I promise that your residents will enjoy and appreciate it.

Siempre es recomendable al entablar una relación contractual o comercial ya sea un inquilino, un propietario o un administrador, dejar en claro qué tipo de comunicación es la que está buscando, porque puede ser que tú envíes un correo cada dos meses y él realmente está buscando una persona que le envíe un correo todas las semanas y a su vez hay propietarios que nunca quieren recibir correos o solamente una actualización anual o semestral y tú le envías un correo mensual por lo que la comunicación es muy importante para no tener problemas en el futuro.

When working with various sites, communication is key. It’s important that each team understand that assets, current challenges, objectives, and goals. Create realistic timelines, delegated roles based on strengths and most importantly follow through before your deadlines are due. Make sure everyone is on track, feeling confident and the team is functioning as a whole. Stay in open communication with your teams. Let them know you are integrating yourself in the solution with them. No matter how progressive your PSM or whether you have a CRM or not, communication is the basis of your leadership in managing multiple sites.

The success and failure of any property manager and in fact any leader is communication. A PM must therefore create a clearly defined, formal and approved means for communication. This will aid seamless flow. It will help the clients and PM have speedy resolution of issues with minima redo. It will save cost, time due to clarity

In addition to effective communication, it's crucial to implement a proactive approach to relationship management that goes beyond traditional communication methods. By adopting a relationship-centric mindset, property managers can prioritize tenant satisfaction, vendor partnerships, and stakeholder engagement to foster long-term trust and loyalty. Building meaningful relationships with tenants, vendors, and stakeholders requires a personalized and empathetic approach that extends beyond standard communication channels.

I recommend creating a cheat sheet that has the building entities, square footage, property address, and other critical information. This cheat sheet acts as a lifeline, offering a snapshot of the entire portfolio at a glance. It becomes an instant source of information during meetings, discussions, or when addressing urgent matters. Additionally, by having this centralized document, you streamline your workflow, minimizing the need to sift through various sources for key details.

When I managed multiple properties, I would always have active Google sheets that allows for me to update in real life data. Keep organized per property and for easy swiping you can definitely make a demo page and just copy and paste when you onboard a new property Iest fastest way to stay organized and your Google sheets tends to turn into a Google checklist. It’s called Google list.

This topic is huge! Make sure that you are keeping up with your PMS or checklist and update your peers and residents when items are being completed. This will continue the trend of moving in a forward direction. This applies to new development and stabilized assets. When reviewing notes, you may have missed something and its always nice to continue to review what you are working on to make sure it stays on your to-do list. As property managers, you get busy with more pressing priorities, but always review your records to ensure that they moving forward.

Records must be kept. It provides a trend or historical breakdown of how and when things happen. This will help the PM plan for the future. To keep records is to document the life of the property and can easily be transferred to other managers who are to come. With proper records, government liaison is easy and quick. Legal issues are nearly eliminated. Environmental impact assessments are kept and social factors affecting the property and even clients are noted. A record of traffic provides insights into the viability of the building. Records help make informed decisions about the property and the users

One thing i’ve found helpful is centralizing information. When items are broken into sub folders it is easy for items to get overlooked, lost, confused, etc. Having a clear system with the most updated records is your key to success.

Some ways to get started 1. Learn how to manage your individual calender , property management is a learning process, learn to keep up to date with latest management procedures and always keep meeting's written to avoid forgetting about them. And also learn to listen, delegate and communicate effectively with everyone you associate with

manage multiple properties effectively, use property management software for organization and financial tracking. Conduct regular maintenance and inspections to prevent issues. Keep open communication with tenants and stay informed about legal regulations. Invest in continuous learning through reading industry materials, attending webinars, and networking with peers. Build a reliable team for day-to-day operations and focus on marketing strategies for tenant retention. Ensure comprehensive insurance for risk management. Regularly review and adapt your strategies to changing market trends and tenant needs.

Remember to take one day at a time. Keep a daily diary of events and record dates for inspections etc well in advance. Property software like MRI is a must as well as a dedicated team. Manage manage and mange

Embarking on a new portfolio can be overwhelming, and it's crucial to give yourself grace in the learning process. Taking over a 12-building portfolio, I found solace in organization tools like color-coded folders, sticky notes, and highlighters. These simple yet effective aids served as my compass, helping me navigate the intricacies until I became intimately acquainted with each building.

Take time to get to know your teams. Learn their strengths, their challenges & communicate areas you are strong to provide support. Be open to collaborating on an equal level with your teams. I loved my teams, knowing that we would win together or we would fail together, but we were always together. As you learn your teams, hold them accountable for growth opportunities. This will also empower your teams to know you rely on them, you trust them, and you are invested in their growth. Remember, engaged teams will perform at a higher level than teams who feel disconnected. Document your communications to avoid confusion. This will also tell your team that you are connected and present during these conversations.

Property management is a combination of technical/ environmental knowledge and people skills. There is also the need for genuine interest and passion to serve. Without passion, knowledge and genuine interests you cannot be at peak performance ??