{"id":11228,"date":"2019-07-10T10:03:43","date_gmt":"2019-07-10T17:03:43","guid":{"rendered":"https:\/\/www.rentecdirect.com\/blog\/?p=11228"},"modified":"2022-06-15T11:44:26","modified_gmt":"2022-06-15T18:44:26","slug":"hat-juggling-busy-landlord","status":"publish","type":"post","link":"https:\/\/www.rentecdirect.com\/blog\/hat-juggling-busy-landlord\/","title":{"rendered":"Hat Juggling for the Busy Landlord"},"content":{"rendered":"<p><span style=\"font-weight: 400;\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-full wp-image-11237\" src=\"https:\/\/www.rentecdirect.com\/blog\/wp-content\/uploads\/2019\/07\/Hat-Juggling-for-the-Busy-Landlord.jpg\" alt=\"busy landlord tips\" width=\"950\" height=\"558\" srcset=\"https:\/\/www.rentecdirect.com\/blog\/wp-content\/uploads\/2019\/07\/Hat-Juggling-for-the-Busy-Landlord.jpg 950w, https:\/\/www.rentecdirect.com\/blog\/wp-content\/uploads\/2019\/07\/Hat-Juggling-for-the-Busy-Landlord-300x176.jpg 300w, https:\/\/www.rentecdirect.com\/blog\/wp-content\/uploads\/2019\/07\/Hat-Juggling-for-the-Busy-Landlord-768x451.jpg 768w, https:\/\/www.rentecdirect.com\/blog\/wp-content\/uploads\/2019\/07\/Hat-Juggling-for-the-Busy-Landlord-600x352.jpg 600w\" sizes=\"(max-width: 950px) 100vw, 950px\" \/><\/span><\/p>\n<p><span style=\"font-weight: 400;\">Being a busy landlord can at times feel like you\u2019ve become a therapist, landscaper, facilities manager, scheduler, photographer, marriage counselor, event planner, and the list goes on. Because each task consumes energy and conserving those limited resources of time and money is important the following tips for the busy landlord may help to juggle all the responsibilities in a manner more like an enjoyable sport and less like a crazy three-ring circus act.\u00a0<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">Prioritize Goals and Tasks<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Everything that calls for your attention will take time and time is a commodity that once spent cannot be recovered or renewed which points to the necessity for goal setting analysis and mastery. Busy landlords and property managers will benefit from taking the time to reevaluate objectives and goals.\u00a0<\/span><\/p>\n<ul>\n<li><span style=\"font-weight: 400;\">Begin by listing every goal that aligns with your objectives; from the long term planning to the overarching company and portfolio needs. <\/span><\/li>\n<li><span style=\"font-weight: 400;\">From that master goal list, create a master task list of every activity needed to accomplish those goals.<\/span><\/li>\n<li>Then, quantify each task by how often it needs to be accomplished (yearly, quarterly, monthly, weekly, daily, as-needed).<\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">O<\/span><span style=\"font-weight: 400;\">nce complete, you need a good prioritization system to put into practice.\u00a0<\/span><\/p>\n<p><strong>Prioritization Systems<\/strong><b><br \/>\n<\/b><span style=\"font-weight: 400;\">There are countless systems for deciding what gets our attention and no right or wrong way if it works for you. At the very minimum, determine your objectives and focus on the important. Otherwise, without a system in place, you will be at the mercy of anyone and everyone else&#8217;s agenda.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">A few popular methods to consider would be:\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The <\/span><span style=\"font-weight: 400;\"><a href=\"https:\/\/www.businessinsider.com\/how-to-use-stephen-coveys-time-management-matrix-2015-12\">Eisenhower Matrix<\/a> created<\/span><span style=\"font-weight: 400;\">\u00a0by Dwight D. Eisenhower and featured in Stephen Covey\u2019s book \u201cThe 7 Habits of Highly Effective People\u201d and \u201cPut First Things First\u201d. The core objective is to assign tasks to one of four quadrants of a box and then focus the most energy on the tasks within the important-but-not-urgent quadrant as they contribute the most to your goals and objectives.<\/span><\/p>\n<p><a href=\"https:\/\/monday.com\/blog\/we-tried-it-eat-that-frog-time-management-technique\/\"><span style=\"font-weight: 400;\">The ABCDE method<\/span><\/a><span style=\"font-weight: 400;\"> developed by Brian Tracy, a productivity expert, is a system to analyze tasks by importance. The ranking system ranges from the letter A for the MUST do item to letter E noting a non-significant on no consequence task to eliminate.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The <\/span><a href=\"https:\/\/www.businessinsider.com\/ivy-lee-method-productivity-2018-9\"><span style=\"font-weight: 400;\">Ivy Lee method<\/span><\/a><span style=\"font-weight: 400;\"> is a simple six-item list of tasks that need to be accomplished the next day, in order of importance. Work the list from top to bottom; moving any uncompleted to the following day\u2019s list.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Sometimes in a busy property management office, you may find you have many important tasks to accomplish and they all have the same priority.\u00a0 Consider handling those by tackling the:<br \/>\n<\/span><\/p>\n<ul>\n<li><span style=\"font-weight: 400;\">The most important task(s) with the most significant consequences.<\/span><\/li>\n<li><span style=\"font-weight: 400;\">The most difficult task(s) that have the most work and effort involved.<\/span><\/li>\n<li>The least desirable task(s).<\/li>\n<\/ul>\n<p>Research other methods of prioritization and switch it up. Try something new if your current system isn\u2019t giving you the most productivity or directing you towards your goals.<\/p>\n<p><span style=\"font-weight: 400;\">Now that you have your priorities, goals, and tasks aligned, you will want to incorporate some time management tricks geared to help you, the busy landlord, switch hats smoothly and make the most of your day.<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">Batch Similar Tasks Together<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Humans are not designed to have a high level of divided focus. When attempted, there is room for error, omissions, miscommunication, accidents, and the like. Instead of spreading yourself thin, consider opportunities to group similar type activities.<\/span><\/p>\n<p><strong>Errands and Shopping<\/strong><\/p>\n<p><span style=\"font-weight: 400;\">Bank deposits, <\/span><a href=\"https:\/\/www.rentecdirect.com\/blog\/know-your-rental-market\/\"><span style=\"font-weight: 400;\">market research<\/span><\/a><span style=\"font-weight: 400;\">, supply shopping, etc. can be accomplished on the same trip. Select the time of day carefully to avoid traffic congestion and long lines. Plan the trip in a logical, circular manner to limit backtracking. Ensure you have all the items needed before leaving the office as returning or making a separate trip is counter-productive.\u00a0\u00a0<\/span><\/p>\n<p><strong>Outdoor Activities<\/strong><\/p>\n<p><span style=\"font-weight: 400;\">Whether you live on-site, make routine property visits, <\/span><a href=\"https:\/\/www.rentecdirect.com\/blog\/important-inspections-for-your-rental-property\/\"><span style=\"font-weight: 400;\">rental inspections<\/span><\/a><span style=\"font-weight: 400;\">, or are overseeing a repair, there are always opportunities to batch observational activities. Be ready to take notes regarding structural concerns, rules &amp; regulation violations, safety issues, landscaping needs, project ideas, etc. while onsite. Be sure to snap a quick pic and jot down or use your property management software to add a quick note for future reference.<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">Create Chunks of Time for Important Tasks<\/span><\/h2>\n<p><strong>Communications<\/strong><\/p>\n<p><span style=\"font-weight: 400;\">Set aside chunks of time to handle communication. Constantly checking and replying to emails or letting the phone interrupt important work not only costs in terms of productivity but also adds stress. People will respect boundaries when clear and consistent so set expectations and boundaries up front for handling communications.\u00a0<\/span><\/p>\n<p><strong>Administrative Tasks<\/strong><\/p>\n<p><span style=\"font-weight: 400;\">Bookkeeping, creating leases, writing up violations, <\/span><a href=\"https:\/\/www.rentecdirect.com\/blog\/a-5-step-approach-to-a-successful-vendor-list-infographic\/\"><span style=\"font-weight: 400;\">vendor and applicant screening<\/span><\/a><span style=\"font-weight: 400;\">, drafting notices, and other admin tasks can be done in chunks of time; and preferably uninterrupted. Because these tasks require more thought and less distraction, if possible for your situation, consider closing your office periodically.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">For example, if your office hours are 8-5 consider posting available or walk-in hours of\u00a0 9 to 11 am and 1 to 4 pm giving you three quiet hours at three different intervals. Notice this schedule also carves out a much needed and likely often missed lunch hour to hang your hat and take a break.\u00a0<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">Outsource, Delegate, and Automate<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Let\u2019s face it, for a busy landlord, some of the hats you are juggling are too small or large and should be worn by someone else. Outsource and delegate as much as possible so you can focus on the big picture.\u00a0<\/span><\/p>\n<ul>\n<li><span style=\"font-weight: 400;\">Students make great part-time help and perhaps you can offer them an internship or minimum wage (check with state and local employment laws).\u00a0<\/span><\/li>\n<li>Consider paying Independent Contractors for bookkeeping, data-entry, yard maintenance, etc.<\/li>\n<li>Invest in a <a href=\"https:\/\/www.rentecdirect.com\/blog\/best-property-management-software\/\">good property management software<\/a> to automate data-entry tasks such as posting rent due and late fees, emailing rent notices, track lease renewals and rent increases.<\/li>\n<\/ul>\n<h2><span style=\"font-weight: 400;\">Limit and Avoid Distractors<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Perhaps you have no control over your office hours or<\/span><a href=\"https:\/\/www.inc.com\/david-finkel\/new-study-shows-youre-wasting-218-hours-a-week.html\"><span style=\"font-weight: 400;\"> distractions have become pervasive<\/span><\/a><span style=\"font-weight: 400;\"> and you need additional tools. Here are a few ideas to help you achieve more by doing less.\u00a0<\/span><\/p>\n<p><strong>Avoid Busywork<\/strong><\/p>\n<p><span style=\"font-weight: 400;\">Tossing the hats up as quickly as possible does not translate as productivity. Sometimes it\u2019s easy to get caught up in busywork that seems urgent, but likely it is either unnecessary or not aligned with your priorities or agenda; remove the busywork hat from your wardrobe.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Warren Buffet uses a two list system to produce extreme focus and avoid busywork. First, create your goal list as outlined at the beginning of the article. Then, note which five goals are the most important which becomes your to-do list. All other items become the \u2018avoid list\u2019 until those first five are accomplished.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">As Thomas Edison once said, \u2018Being busy does not always mean real work. The object of all work is production or accomplishment and to either of these ends there must be forethought, system, planning, intelligence, and honest purpose, as well as perspiration. Seeming to do is not doing.\u2019<\/span><\/p>\n<p><strong>Limit Internet Time<\/strong><\/p>\n<p><span style=\"font-weight: 400;\">Social media and the internet, in general, can be a huge benefit to marketing your properties, keeping current on real estate and management trends, connecting with colleagues and communities, etc. Conversely, for the busy landlord, it can also be a massive distractor in a busy office.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Being aware of the time spent online can help refocus your attention. Facebook has a usage tracker built-in and provides a programmable popup timer that alerts the user when they\u2019ve reached a certain amount of time a day. There are a plethora of other apps, plug-ins, and tools available to keep internet activity controlled.\u00a0<\/span><\/p>\n<p><strong>Get Organized<\/strong><\/p>\n<p><span style=\"font-weight: 400;\">Organization of your office, systems, tools, and data is as vital to your sanity as planning your day. Searching for information, keys, or files steals the time you could be using to further your business objectives.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">To put it succinctly, property management can either be an invigorating, rewarding marathon or a crazy-hectic stressor based on how well a busy landlord manages their time and resources. If you are ever pushing important tasks forward or lack the time and energy to get it all done, dropping important hats, it\u2019s time to reevaluate priorities, resources, and distractors; the excellent care your property portfolio and your sanity may be at stake.\u00a0\u00a0<\/span><\/p>\n<hr \/>\n<h2>RELATED READING FOR YOU:<\/h2>\n<ul>\n<li style=\"font-weight: 400;\"><a href=\"https:\/\/www.rentecdirect.com\/blog\/property-management-time-saving-tips\/\"><span style=\"font-weight: 400;\">Property Management Time Saving Tips<\/span><\/a><\/li>\n<li style=\"font-weight: 400;\"><a href=\"https:\/\/www.rentecdirect.com\/blog\/summer-maintenance-tasks-for-your-rental-property\/\"><span style=\"font-weight: 400;\">Summer Maintenance Tasks for Your Rental Property<\/span><\/a><\/li>\n<li style=\"font-weight: 400;\"><a href=\"https:\/\/www.rentecdirect.com\/blog\/tech-trends\/\"><span style=\"font-weight: 400;\">12 Must-Know Tech Trends to Streamline Your Workflow<\/span><\/a><\/li>\n<\/ul>\n<p>&nbsp;<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Being a busy landlord can at times feel like a never-ending juggling act. Check out these time-saving tips and resources to help juggle property management responsibilities like a pro. <\/p>\n","protected":false},"author":69,"featured_media":11237,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_et_pb_use_builder":"","_et_pb_old_content":"","_et_gb_content_width":"","_monsterinsights_skip_tracking":false,"_monsterinsights_sitenote_active":false,"_monsterinsights_sitenote_note":"","_monsterinsights_sitenote_category":0,"jetpack_post_was_ever_published":false,"_jetpack_newsletter_access":"","_jetpack_dont_email_post_to_subs":true,"_jetpack_newsletter_tier_id":0,"_jetpack_memberships_contains_paywalled_content":false,"_jetpack_memberships_contains_paid_content":false,"footnotes":""},"categories":[275],"tags":[12477,12478,570],"class_list":["post-11228","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-education","tag-busy-landlord","tag-busy-property-manager","tag-landlord-tips","et-has-post-format-content","et_post_format-et-post-format-standard"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v27.5 (Yoast SEO v27.5) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>Hat Juggling for the Busy Landlord<\/title>\n<meta name=\"description\" content=\"As a busy landlord or property manager you juggle many responsibilities. 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Here are the best tips to keep your sanity and juggle like a pro.\" \/>\n<meta property=\"og:url\" content=\"https:\/\/www.rentecdirect.com\/blog\/hat-juggling-busy-landlord\/\" \/>\n<meta property=\"og:site_name\" content=\"Rentec Direct Blog\" \/>\n<meta property=\"article:publisher\" content=\"https:\/\/www.facebook.com\/rentecdirect\/\" \/>\n<meta property=\"article:published_time\" content=\"2019-07-10T17:03:43+00:00\" \/>\n<meta property=\"article:modified_time\" content=\"2022-06-15T18:44:26+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/www.rentecdirect.com\/blog\/wp-content\/uploads\/2019\/07\/Hat-Juggling-for-the-Busy-Landlord.jpg\" \/>\n\t<meta property=\"og:image:width\" content=\"950\" \/>\n\t<meta property=\"og:image:height\" content=\"558\" \/>\n\t<meta property=\"og:image:type\" content=\"image\/jpeg\" \/>\n<meta name=\"author\" content=\"Heather Peake\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:creator\" content=\"@rentec\" \/>\n<meta name=\"twitter:site\" content=\"@rentec\" \/>\n<meta name=\"twitter:label1\" content=\"Written by\" \/>\n\t<meta name=\"twitter:data1\" content=\"Heather Peake\" \/>\n\t<meta name=\"twitter:label2\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data2\" content=\"7 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\\\/\\\/schema.org\",\"@graph\":[{\"@type\":\"Article\",\"@id\":\"https:\\\/\\\/www.rentecdirect.com\\\/blog\\\/hat-juggling-busy-landlord\\\/#article\",\"isPartOf\":{\"@id\":\"https:\\\/\\\/www.rentecdirect.com\\\/blog\\\/hat-juggling-busy-landlord\\\/\"},\"author\":{\"name\":\"Heather Peake\",\"@id\":\"https:\\\/\\\/www.rentecdirect.com\\\/blog\\\/#\\\/schema\\\/person\\\/517a7c6924802670fe6c5e6bbff469d9\"},\"headline\":\"Hat Juggling for the Busy Landlord\",\"datePublished\":\"2019-07-10T17:03:43+00:00\",\"dateModified\":\"2022-06-15T18:44:26+00:00\",\"mainEntityOfPage\":{\"@id\":\"https:\\\/\\\/www.rentecdirect.com\\\/blog\\\/hat-juggling-busy-landlord\\\/\"},\"wordCount\":1396,\"commentCount\":0,\"publisher\":{\"@id\":\"https:\\\/\\\/www.rentecdirect.com\\\/#organization\"},\"image\":{\"@id\":\"https:\\\/\\\/www.rentecdirect.com\\\/blog\\\/hat-juggling-busy-landlord\\\/#primaryimage\"},\"thumbnailUrl\":\"https:\\\/\\\/www.rentecdirect.com\\\/blog\\\/wp-content\\\/uploads\\\/2019\\\/07\\\/Hat-Juggling-for-the-Busy-Landlord.jpg\",\"keywords\":[\"busy landlord\",\"busy property manager\",\"landlord tips\"],\"articleSection\":[\"Education\"],\"inLanguage\":\"en-US\",\"potentialAction\":[{\"@type\":\"CommentAction\",\"name\":\"Comment\",\"target\":[\"https:\\\/\\\/www.rentecdirect.com\\\/blog\\\/hat-juggling-busy-landlord\\\/#respond\"]}]},{\"@type\":\"WebPage\",\"@id\":\"https:\\\/\\\/www.rentecdirect.com\\\/blog\\\/hat-juggling-busy-landlord\\\/\",\"url\":\"https:\\\/\\\/www.rentecdirect.com\\\/blog\\\/hat-juggling-busy-landlord\\\/\",\"name\":\"Hat Juggling for the Busy Landlord\",\"isPartOf\":{\"@id\":\"https:\\\/\\\/www.rentecdirect.com\\\/#website\"},\"primaryImageOfPage\":{\"@id\":\"https:\\\/\\\/www.rentecdirect.com\\\/blog\\\/hat-juggling-busy-landlord\\\/#primaryimage\"},\"image\":{\"@id\":\"https:\\\/\\\/www.rentecdirect.com\\\/blog\\\/hat-juggling-busy-landlord\\\/#primaryimage\"},\"thumbnailUrl\":\"https:\\\/\\\/www.rentecdirect.com\\\/blog\\\/wp-content\\\/uploads\\\/2019\\\/07\\\/Hat-Juggling-for-the-Busy-Landlord.jpg\",\"datePublished\":\"2019-07-10T17:03:43+00:00\",\"dateModified\":\"2022-06-15T18:44:26+00:00\",\"description\":\"As a busy landlord or property manager you juggle many responsibilities. 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