5 Time-Saving Tips for Property Managers

February 18, 2024

Whether you own an investment property for passive income or if you’re a property manager with a large portfolio, time management is essential to your success.

When you have several properties under your management, you realize how easily each small task adds up and eats away at your time. Among the most time-consuming tasks are responding to tenant issues, scheduling maintenance and repairs, driving to inspections and property showings, and actually showing the property to prospective tenants.

Let’s dive into some ways that you can save time and money as a property manager!

Set expectations and delegate responsibilities up front with your tenant. When they sign the lease, let them know what types of maintenance work and problems are their responsibility, and what types of issues warrant a call to the property manager. Professional property manager Lindsey Montoya Mozeika recalls, “I’ve had people call me with problems like ‘my light won’t work,’ so I ask them ‘did you replace the lightbulb?’ They actually asked me to come change out their lightbulb, and I just had to say no. It’s always nice when people can be a little self-reliant to figure those things out on their own, or at least try a few simple solutions before calling.”

Setting these types of expectations can save yourself from requests to drive an hour to change a lightbulb. Consider creating some simple solution guides that your tenants can refer to if they face common household issues to further encourage them to problem-solve to the best of their ability before they give you a call.

Suggest that your clients invest in quality appliances. Even the most self-reliant tenants will need to call you more often if that 1997 dryer isn’t drying, or the refrigerator starts leaking every other month. It will save you time — and money — in the long run if your property owners invest in newer, more reliable appliances. You won’t receive as many emergency phone calls, your clients won’t have to dish out money replacing parts or hiring contractors to make repairs, and you won’t have to worry about the logistics of coordinating schedules to make the repairs. It may feel like a steep price to pay up front, but it will be worth every penny.

Pre-schedule your inspections. It can be a nightmare trying to coordinate schedules with tenants, whether they’re well-intentioned but busy, they’re stubborn, or they’re just plain flaky. Deciding on inspection dates and times well ahead of time, even as early as when they sign their lease, will save you time down the road. Staying ahead of quick-filling calendars makes it easier for both you and your tenants to plan ahead, and minimizes excuses for rescheduling. Make sure to send over a series of reminders as the inspection date approaches to confirm they didn’t forget!

Communicate virtually with tenants as often as possible. Driving between properties can quickly take up most of the workday, and in today’s world, it’s easier than ever to stay connected virtually! If a tenant needs to show you something at the property or has a maintenance concern, suggest a video call or ask them to send pictures via text message. As Lindsey told us, “being at my computer more often, instead of driving, allows me to prepare in advance and stay on top of things.”

If you want to reduce 100% of lead calls, texts, and emails, check out the Showdigs Live Operations Team. Our leasing experts handle an average of 1,350 messages per month per business, freeing up time for our property managers to focus on more important tasks. The best part? Access to our Live Operations Team is included free of charge for all Showdigs users!

Schedule your property showings with Showdigs. Our software instantly connects your prospective tenants to a licensed real estate agent who can show them the property on-demand. No scheduling logistics, no driving back and forth, leads can simply book an on-demand tour after answering your customizable pre-screening questions online. Take it from Lindsey: “Before Showdigs, leads would have to tour around my schedule. I have other responsibilities and it’s hard to make time to drive from place to place and get to everything that I need to get to on time. With Showdigs, prospective tenants don’t have to work around my schedule, and it saves a lot of time for everyone.”

Curious to see how Showdigs can save you time and money while enabling you to scale your business? Book a quick chat with one of our leasing experts today!

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