I was reading a forum post in LinkedIn’s Property Management Professionals forum about how to handle frozen pipes and it occurred to me that one of the keys to being a good rental property manager is to make sure you are on top of what is needed to be done, while handling the constant flow of emergencies. One can get really good at handling the urgent needs, while actions that would prevent some of the urgent things from occurring never get done. A good time management system combined with an early warning system for items that are going to need attention soon, provide the best foundation for solving this dilemma. That is why a good property management software system should provide both. Many of us who have been around awhile have seen many methods of attempting to solve for this (do you remember the Franklin Planner time management system), some good and some very cumbersome.
A web based property management software solution that can be accessed anywhere you are, is by far the best approach to date. In a well designed solution, by simply accessing a web browser when you are at your desktop, while at work or home, should alert you to all of the items that require immediate attention, while the items coming up in the near future are clearly laid out. In many cases, simply accessing the information can start a process that will move the item on to completion. As an example, our rental property management software places all of this information on the Home Page, so a quick review alerts you to all of the items that need to be addressed.
There are many examples of this kind of information that you would want to be tracking. Preventative maintenance issues on a property, such A/C filter changing, frozen pipe prevention, leaf removal, and gutter cleaning, just to name a few. The obvious accounting ones would be rent increases, lease renewals, recurring banking transactions, and payments to property owners. Or how about follow ups on prospects, updating internet advertizing of properties coming available, and checking properties for ready to rent status. In a good system, these reminders and action items are provided as a byproduct of simply using the system.
When I first started using a Franklin Planner, I couldn’t imagine something better. Then came the PDA, which was light years ahead of my paper planner. Make sure you are getting the best combination of time management and early warning system, by checking out a web based property management software program and compare.
What is a likely result? No more frozen pipes.
Rob Crichlow
DIY Real Estate Solutions
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I just found your How Do Property Managers Remember the Important While Handling the Urgent? « DIY Property Management Blog site! It is great — very helpful. Thanks so much!