What would you do if you had a lot more free time during your workday?
Many types of jobs require organization and research tasks to some extent, but in property management, in particular, we devote roughly half of our time to the organization, management, and internal or administrative tasks.
These tasks are necessary for the proper development of any project, but they are not the main tasks of our Property Management Business. Many of these time-intensive activities are not necessary for you, as the business owner, to complete on your own, which is where hiring a Remote Team Member comes into play to help you increase your productivity.
We’ve already seen how a Remote Team Member can make your life easier by allowing you to delegate a variety of tasks to them, but how do they help you get the most out of your workday productively?
Here are eight ways an RTM can help you and your team increase productivity:
- Freeing up time for you to focus on “big picture” tasks.
If an RTM helps you handle administrative tasks, you will have more time to focus on and develop the core aspects of your Property Management Business. Attending your email inbox or scheduling and organizing meetings is necessary for the proper development of any of your projects, but these are time-consuming tasks that prevent you from concentrating on what is truly important to your company.
You will be far more productive if you focus on what is truly important: the larger projects that are aimed at developing your business and leaving daily tasks to an RTM.
For example, here is a list of some of the tasks an RTM can assist you with to increase productivity in your team (specifically a Maintenance Coordinator in this case):
- Troubleshooting issues over the phone before dispatching vendors
- Dispatching maintenance work
- Locating appropriate vendors and service providers
- Creating and carrying out maintenance plans
- Ensure that quality control standards are met consistently (carefully reviewing before and after photos and checking against vendor invoices received).
- Purchasing any necessary equipment, tools, or materials.
- Keeping maintenance logs updated.
- Creating non-mechanical maintenance protocols.
- Procedure evaluation and improvement recommendations
- Management of tenant complaints
The property’s upkeep is critical to your company’s success. You don’t want existing tenants to complain and potential tenants to be disappointed by the property’s appearance or building systems’ functionality or administrative issues. But handling tenant complaints takes a lot of time and effort on your end. An Assistant to the Property Manager can help ensure tenants’ requests are handled as soon as possible and prevent that negative reviews.
- Assistance with bookkeeping tasks
Ever thought about delegating some of the bookkeeping tasks to a remote team member? Other Property Managers are already doing this to save themselves time and money. A Remote Bookkeeper can use dedicated platforms to record and manage financial data, they can assist in organizing tax documents, receipts, invoices, and other financial records so that you or your accountant can keep track of finances more easily.
- Help with listing vacant properties
A Leasing Assistant can maintain an up-to-date list of available properties and list vacant ones on the company’s website and syndication sites as soon as they become available. They can also compile a list of websites where you can publish listings for vacant properties to reach more prospects. They can also help coordinate showings with the current tenants or through self-showing systems., and can provide showing and application details to prospects and gather feedback from them.
- Assistance with maintenance requests
Some property management companies employ an onsite maintenance professional, when possible. Others keep a list of contractors on hand and dispatch them as needed. However, there will be times when maintenance personnel are unavailable or busy with other requests and you’ll find yourself scrambling to find an alternative. That’s why at BetterWho we recommend hiring an RTM as Maintenance Coordinator, to take over the tasks of finding and hiring available contractors as needed.
An RTM might not be on-site, but they will be able to take calls, emails, and direct messages regarding multiple maintenance issues. Each request will be recorded and noted by them so that you can review and refer to them in the future as necessary. They can also forward the request to the professional who will be performing the maintenance or repair work and keep in contact with them, the owners, and the tenants.
- Keep up with industry trends.
Staying one step ahead of industry trends can be extremely beneficial to your Property Management Business. This is something that business owners frequently overlook, but it is critical for the development of a service to ensure that the sector’s needs are being met.
A Remote Team Member will be able to monitor news websites, the media, and other resources that discuss what is happening in your industry. By staying up to date with this information, they will be able to report and document important data without requiring you to spend your time on this task.
- Handling property management software
Property management software is used to store client and contractor information, manage accounts, analyze data, and automate reminders. A Remote Team Member can ensure that the property management software is fully and properly utilized.
Because all data is stored and backed up online via the software, there is no need for paper files, and the best part is that your assigned RTM can work from anywhere in the world.
- Assistance with file management
To keep your database up to date, your RTM will enter all collected data into your main repository daily. Reliable personal information and contact information for all clients, vendors, and tenants make communication easier and more effective.
In addition, your RTM can keep track of complaints, maintenance requests, and other issues. Each file will contain the issue, before and after photos, the level of urgency, the action is taken, and other critical information. This procedure will ensure that all inconveniences are solved as soon as possible.
If you’re ready to start this journey with us, contact us to discuss how we can help your business thrive!