Shift gears as the end of year looms

In a society where consistent connection into the matrix has become the new normal, it’s easy to fall into the hole of overwhelm.

As we head into end-of-year, and the finish line looms, it is wise to shift gears to ensure we reach the end unscathed. It’s imperative in this environment to take a step back and survey the landscape in front of you, reset and re-plan how to tackle your day, week and month ahead in order to maintain control.

It is Property Management and, as in life, there will be elements outside your control. We need to control what we can and accept those things that we cannot.

If you need a break before the silly season kicks in, take a day or two and really find the headspace to switch off and reconnect with real life humans, outside that virtual world or disconnect for a day and block out the white noise to allow rest and recovery so that you can power in to that finish line.

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How clean is your portfolio?

Of course, I hope the answer is spotless! On the surface your portfolio may appear clean and under control, but if you dig deeper, is it all that it seems?

If you know there’s cleaning-up required, you may be unsure where to start to ensure all checks and balances are in place? But it doesn’t need to be a daunting task. The key is to continually track, measure and check the state of your portfolio to ensure it stays as neat as a pin weekly, monthly and annually.

So, what should you measure?

Here are some key areas for you to start with:

  • Key Activities: Each week and month, review your reports and compare how you are tracking. What is your arrears percentage, how many routines and rent reviews are overdue, do you have any maintenance items outstanding over 30 days? Tracking these activities will help you identify areas for improvement.
  • Compliance: Smoke alarm, water efficiency, window locks, pool fencing; the list of compliance items continues to grow, but that doesn’t mean they get swept into the too hard basked. Review your checkpoints and service providers and make sure you and the business are covered.
  • Procedures: Constant improvements to your processes will not only help you increase efficiencies, but also improve client experiences. Reviewing these processes doesn’t mean starting from scratch every month – sometimes the smallest improvements make a world of difference.
  • Technology & Time: Whatever technology you have in your office, are you utilising all of the time saving tools available? An update to ensure you are using the latest version, a review the teams knowledge and of course a check to ensure you are using all of the features available may just save you some precious time.

And last but not least, set aside some time to join us for our Spring Clean Your Portfolio Class on September 11.

For all your Property Management training needs.

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Check yourself before your wreck yourself

As the famous philosopher (also known as Ice Cube) says:

“you need to check yourself before you wreck yourself”

Now, he may have more knowledge of 90’s pop culture than of mental health, but this does in fact resinate with most of us.

Taking time out to ensure you recharge and refocus can be vital for your health, as well as giving you much needed time to rest, relax and enjoy what is most important in our lives.

Work can take up as much time in your head out of hours as it does when you’re at work. This can then lead to workplace fatigue and anxiety, not to mention a pretty boring companion at the dinner table at night!

In an age when we are always accessible, many clients feel they can contact us whenever it is convenient for them, which often sits outside their work hours – on weekends and at night or even early morning. So how do you set boundaries for yourself, ensuring you leave that phone at the door or, even better, off and take the time you deserve with your family and friends.

Here are some handy hints to help you check yourself:

  1. Realise, and truly understand, that some things can wait until the morning
  2. Before you leave work in the afternoon, write an exit check list – this is a list of tasks to tackle the next day when you are fresh and motivated, then set an out of office message for the night
  3. Create a ‘no work’ space at home where you can invest in your relaxation time, a comfy chair and a book, an exercise machine, or even a game console
  4. Talk to someone, take time out, put free time in the diary to spend with a good friend

So lets’ start with that checklist, move onto some music on the way home, have a chat with the kids over dinner and finish off with something that makes you happy at the end of the day.

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Plan for a productive day

We all get the same 24 hours in a day and to be productive you need to be aware of managing yourself, rather than your time. So, why do we so often get off track? It all comes down to productive vs busy.

Being productive is about planning and prioritising, being organised and knowing exactly what needs to be completed. 

So, here are some quick tips to improve your productivity today:

1. Prioritise

Create your to do list, think about the urgency and importance of each of your tasks, and prioritise them into what must be done now, what can wait and what perhaps could even be delegated.

2. Remove distractions

Whether it’s the constant beep or your team around you, it’s important to minimise the distractions so you can remain focused.

3. Focus on one task at once

Many people think that being able to multi-task is a good thing.  But in the end, it can mean that you’re not focusing on any one thing and you may not be getting anything done well. It’s important to focus on one task at once. 

4. Stick to your deadlines

With a deadline in place, you can’t keep putting things off. Think about what you need to get done today, and set yourself specific timelines to complete these tasks. Set yourself a timer if needed, to help keep you on track.

5. Take a break to re-focus 

Keeping your mind refreshed throughout the day will ultimately help your productivity. 5-10 minute breaks between tasks will help you re-focus on what you need to be working on and help keep your energy levels high. And at least once throughout the day, get outside!

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