How much time do you spend going back and forth? As a community manager or property manager, one of the most important things you can do for yourself is to establish a few time management techniques. These will help to minimize the impact the dozens of things you need to juggle have on your day-to-day schedule. For most property managers, this means adding a bit of structure to your day.

Plan to Do Specific Activities at Specific Times

One of the best ways to make better use of your time is to do specific activities at specific times. For example, call applicants between a specific timeframe each day. Use the mid morning hours when things are quiet in the office for paperwork. Use the afternoon to call references. Create a plan that works for you and then stick with it each day whenever possible. 

Use a Tablet Computer

Many of the programs you need to use are available on a tablet computer through an app. You can also use it for work on the go, such as taking notes as you tour an apartment with a prospective resident. Use it to jot down thoughts throughout the day that you need to remember. By doing this, you'll be in a far better place in terms organizing what you need to do throughout the day. Keeping everything in the same place makes a big difference.

Plan Time for Interruptions

Interruptions are a part of your day. Don't plan a schedule so tightly that you don't have time to stop and chat or to handle an emergency. This ensures you have plenty of time to handle every aspect of your day's work.

Reduce Touching Paper Numerous Times

There is a lot of paperwork in managing a community from service requests and application documentation to lease paperwork and court paperwork.  Many offices have a “to be filed” box that is overflowing.  Why not put it in the appropriate file when you are done with that specific piece of paper and be done with it?  If you stick it in the “to be filed box” you will have to touch it again and that takes time.  Another advantage of only touching the piece of paper once is that it will always be in the file for everyone to find quickly.  Otherwise, a coworker may go to the file, only to find the document they are looking for is not in the file, they then have to go through the tower of papers in the “to be filed” box touching several pieces of paper several times. 

These steps will assist you in improving your time management abilities by creating a more organized day, orderly work space and help reduce your stress.  This improves your community as a whole, too, since you become more accessible and have a better stress level for day-to-day tasks.