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What is a Property Managers Typical Day is Like?

6:45 AM – Head to the Office.  I like to arrive at the office by 7:45 am.  While I’m driving I usually listen to  property management or a business podcast. Sometimes I’ll listen to a soccer podcast.  Just depends on the day.

7:45 AM – Arrive at the office. First thing I need to do is get everything ready for the maintenance guys. I get their work orders printed, get out all the keys.  Type out what they will be doing each day and at each property.

8:30 AM – Team Huddle.  We have a quick team huddle with everyone in the office. We go over any big items for the day, move ins, Move outs, big maintenance jobs, evictions, new owners, etc. Really anything that we need to make sure everyone is up to date on.

8:45 AM – Dispatch Maintenance guys.  Give the details of the work to be done to day and get all details of work complete from yesterday.

9:00 AM – Check emails.  If there is anything urgent I jump on it and get it either taken care of or schedule if it needs a large amount of time dedicated to the task.

9:15 AM – List. I make a list of 4-5 large items that I need to handle today. some of these might be new depending on the emails and voicemails from last night.  Most of these are items that are scheduled based on the day of the week. Today its look into a lease issue for an owner, follow up on a turn over in Laurel, Maryland and then check on our new maintenance coordinator.  Make sure he feels at home and is getting everything he needs to be successful.

If you don’t make small list of items that you can complete each day, you will get overwhelmed.  Lots of books I’ve read say there is something about crossing items off a list.  These small wins are what you need to succeed in Property Management.

9:20 AM – Update all work orders.  Based on the work orders that were complete yesterday, I reach out to the tenants and owners to get a full picture of everything that happened. If the work was complete, I create the bills.  If more work needs to be done, I make notes to the work orders, so we can follow up and get the work schedule.  If we need to order parts, I search for the best part and price take care of that as well.  Depending on the day, this takes me anywhere from 30 minutes to 2 hours.

10:30 AM – Biggest item on my list.  I like to start the day of with my biggest item.  There are multiple reasons for this, but probably #1.  In Property management, you never know whats going to happen next.  We might get a phone call that a property is flooding.  When that happens, your day is taken over by the emergency.  So I like to knock out the big items first.  Then if my day gets hi-jacked, I still took care of the biggest issue.

11:30 AM – Meeting with BDM.  We signed a new property a few months back and got the property rented pretty fast.  The owner is happy, but had some questions about the move in process and his account.  I have a meeting with Alijah to go over thees items and also to training him on how to educate the new owner, so 2 months later he is not frustrated with something very simple.

12:00 PM – Lunch.  99% of the time I bring something simple from home.  I usually sit at my desk and eat while I update my emails.  THIS IS NOT RECOMMENDED.  Take a 30 minute break and get out of the office.  Or watch net flicks.  It’s important to take a break and get away for a minute. Lunch is a good opportunity to stretch your legs and get some fresh air.

12:30 PM – Finish the list. By now I’ve taken care of 2-3 items on my list, I want to get the list finished, so I can work on anything new that came in or work on any projects that I might have in my plate.

2:00 PM – Check in with team.  The team is usually in contact contact through the day.  Weather email, meeting, text or phone calls, we are always in communication about something.  Around this time I reach out to a few team members and see if they need anything.

2:30 PM – Work on a project.  In property management there are busy times of the week, month and year.  You need to plan around these times and in the “slower” times, get a few projects done.  Right now I’m focused on videos and blogs to help build brand awareness.  So here I am at 2:30 PM putting together a blog post.

3:30 PM – Prepare for tomorrow. Look at the items that need be done and try and finish them up today. If not, create a short list to get you started tomorrow.

4:30 PM – GO HOME.  I’m a huge believer in BALANCE. When you are at work – work. When you are home be home.  I have a family and I love spending time with my family.  If an emergency comes up, we will take care of it, but when we are off, we try to enjoy our time off.  Now we have great systems set up, so if an emergency does come up, we are ready to go.

I love soccer, I coach both of my boys travel soccer teams, so on weeknights I’m at the soccer field in Howard County.  Both of my boys play for Soccer Association of Columbia SAC.  So week nights and weekends are spent on the soccer field with my family.

If you don’t have balance and you just work all the time, you will get burnt out.

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