Productivity Tips for Property Managers

April 21, 2022
BY Rebecca Gillis

Many property managers often find themselves time poor as they are incredibly busy and also being pulled in several different directions. This ongoing battle that property managers endure tends to result in each day becoming a mission to keep on track with daily goals.

The most successful and productive property managers understand that every day presents new challenges and problems to solve, however, they also understand that there are a number of things that they can do to make the most of their time.

In the current era of technology, there are a number of tools at your disposal that have the potential to help you become more productive, regardless of how busy you are.

Schedule Your Time

The role of a property manager is multifaceted and involves many different elements, ranging from generating new business, to managing tenants and properties, to dealing with a host of unforeseen problems. Often these tasks can take up a considerable amount of time and significantly affect the schedule of a property manager.

One of the most effective ways to manage these tasks is to allocate dedicated time to the unplanned every day. By doing this, you can plan for the unplanned, rather than being caught off guard when a task is thrown at you and your already full schedule.  

When scheduling your day, it’s also imperative that you are realistic about the amount of time you spend on tasks. For example, you might only schedule 10 minutes to check and respond to emails, when in actuality, it takes you closer to an hour to complete that task. By allowing a realistic amount of time for tasks, you’ll be able to better schedule the rest of your day and be less likely to fall behind.

Effective scheduling can make a big difference in planning your day and it’s important to prioritise your activities so that essential tasks are not left behind. Typically, people are at their best and most creative first thing in the morning, so look to schedule your activities that are most critical for first thing in the morning. However, everyone works differently, so it’s important to tailor your schedule to what suits your style of work. 

Action Lists

Making a list of the key tasks that need to happen on a daily, weekly and monthly basis is an effective way to ensure all the small things are being done, whilst you’re working towards your longer-term goals.

Creating a plan of action does take time and upfront planning, but fortunately, there are a number of technology tools that can make this task far easier. Whilst planning does initially take time, it does help to save time throughout the day and works especially well for long term goals

A beneficial tactic when creating a plan is to put the most focus on your high-value, and high revenue activities, and look to minimise the work you’re doing on the small things that have low return on investment, or that can be delegated or automated.


Once you have a good schedule and an action list in place, it’s time to take your productivity to the next level by removing yourself where possible. Through automation, you are able to eliminate some of the heavy lifting and time consuming tasks from your workload. 

Automation can be overwhelming for those who are new to it. A great starting point is finding repetitive and monotonous tasks, as these are often the easiest to automate. 

For jobs that are more complex, VaultRE has an intuitive CRM which allows for both simple, and complex automations in order to help you save time and effort. For a demonstration on how automations and other key features work within VaultRE, please watch our deep-dive video here. 

Along with using automations, delegating is also an effective way to remove yourself from excess work. Depending on your circumstance, it might be worth looking for help by way of a virtual assistant, who can also take the stress out of other activities such as answering emails or dealing with non-urgent daily activities.

Watch this Video to learn the key differences between VaultRE and other property management systems.

Keeping a Clean Database

When it comes to your database, the phrase ‘quality over quantity’ is certainly applicable. 

With a large number of tools at your disposal, the gains in efficiency can also be significantly reduced if you are not working with quality data.

The value of a good property management CRM in the modern world of real estate cannot be overstated. However, it’s critical that you spend the time keeping the data updated to ensure that you get the full value from what your CRM is able to do. 

Schedule time to keep your database in order and make sure it is a weekly priority. Having a clean database is an activity that can really compound your productivity as the long term benefits can be significant for only a small upfront time commitment.


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