Manage Your Own Property First

Some property managers claim they know where everything is in a messy office. Under a pile of paper and file rubble they swear that they can pull a specific document on command. Sometimes this is true, but lets be realistic. An office that looks like a landfill is not the most efficient way to work. A tornado could spruce up the place, at least it would not make it worse. The fact is property managers cannot always pull out a document on command. Chasing any kind of document is a waste of time and energy. And what is worse than a chaotic pile of papers on top of a desk is a stack of late fees from overdue bills that are buried alive in the rubble. So here are some tips for property managers so they can properly manage their business.

Designate one area in the office for filing document storage, such as bills, letters, receipts, and faxes. Now property managers probably already have a designated spot, but the entire desktop is not an efficient place. Pick a storage space like an office corner or closet space. You should have a filing cabinet, so make use of it.

Property managers do not have the time to be organized every hard working minute of the day, but that does not mean you need to create a landfill on top of your desk. Assign a most recent documents file for items that need to be filed or for your most important documents of the day. Then at the end of the day you can properly file them in their appropriate file folder. The property managers biggest obstacle is when they come across miscellaneous papers and documents and they do not know what to do with them, but have to find some storage solution. The storage solution is simple. Create a miscellaneous file for items that do not fit into a specific category. Later on when you review the contents of the folder, you may be able to create a new category by matching up papers and documents.

The mail is a tricky thing but it does not mean property managers cannot solve the riddle. Just like your document storage, keep mail in a designated area. Sort it properly by opening up the folder once a week. No one expects property managers to file documents everyday, but once a week is not too much. Pick a day of the week, like Friday, to be your organizing day. Friday is perfect because you are a mentally ready for the weekend and do not feel like doing real work, and you will be organized and ready for the new week on Monday.

Instead of sticking post it notes to everything in the office, property managers should try using a small storage box to keep them all in. Post it notes are handy because they remind people about appointments and important phone calls to make. One or two post it notes is fine. However, when they become the office wallpaper the important information gets lost in the bunch. So property managers are much better off keeping them in a storage container of some sort.

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