What do you do if you're a property manager facing tight deadlines and need to stay calm and composed?
As a property manager, navigating tight deadlines can be a significant part of your job. Whether you're dealing with maintenance issues, tenant concerns, or financial reporting, the pressure to deliver on time can be intense. Staying calm and composed under such pressure is crucial, not only for your own well-being but also for maintaining professional relationships and ensuring the smooth operation of your properties. In the following sections, you'll find strategies to help manage these demanding situations effectively.
When deadlines loom, the ability to prioritize tasks becomes essential. Begin by listing all pending items and then rank them based on urgency and importance. Tackle high-priority tasks first, especially those that will have the most significant impact on your properties or tenants. Remember, not everything can be a top priority, so be realistic about what you can achieve within the given timeframe. This focused approach will help you to stay on track and reduce stress as you work through your to-do list.
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The best thing that can be done is to ensure that all deadlines are in a calendar or tracking system; This allows for a visual snapshot of what the PM has going on, it provides a great visual to see if someone may need extra help and is not the type to ask for it. For us, this is AGM season; I can see if a PM has several AGMs they are prepping for, and I may take a few things off their task list and move around the team to ensure we steer clear of burnout. The above helps to circumvent and help the PMs stay calm and composed. However, if they need to feel relaxed and composed, we encourage them to take a break, a walk, maybe meditate. They should feel like they are able to go to their Leadership Team for support as well. #heardatOCM
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If you need help prioritizing and need to get your thoughts out/organized -- I recommend trying Google Sheets. They have templates that that you can label things by priority and/or offer drop down boxes for you to label things as you work on them. For example, they have a template now that allows you to utilize a drop down box with the options of: “not started”, “in progress”, and “done”. That same template also allows you to label deadlines, allows you to filter them as needed, and you can view that same document on mobile devices when you’re outside of the office. I don’t work for Goggle… but they should me in their marketing division due to as much as I use their softwares 😂. Hope this helps.
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To stay calm + composed as a property manager facing tight deadlines, prioritize tasks, break down big tasks into smaller ones. utilize time-management techniques- like the Pomodoro method, Go out in nature, walk or "tree meditate" - your thoughts will organize on its own as being in nature allows your mind to slow down and focus better, similar to taking a shower or bath. if your in the office, listen to wellness music- certain frequencies can relax the mind, while inhaling various aromatics like Himalayan cedarwood- calm anxiety. Practice positive affirmations while breathing exercise- its all about calming the mind to slow down the heart- stress, which then allows for better thinking and to manage stress effectively
You don't have to face deadlines alone. Delegating tasks to your team can help distribute the workload more evenly. Identify which tasks can be handed off and assign them to team members based on their skills and current workload. Clear communication about expectations and deadlines is crucial to ensure that everyone is on the same page. Trusting your team and empowering them to take ownership of their responsibilities will not only help you meet deadlines but also build a stronger, more capable team.
Efficiency is key when managing tight deadlines. Review your current processes and look for ways to streamline them. This could involve automating repetitive tasks, using property management software to keep track of deadlines and responsibilities, or simplifying communication channels. By optimizing your workflows, you'll save time, reduce the risk of errors, and be able to focus on the most critical aspects of your job.
Stress management is vital for staying composed under pressure. Incorporate stress-reducing techniques into your daily routine, such as deep breathing exercises, short breaks, or physical activity. Recognize the signs of stress and address them before they escalate. Maintaining a healthy work-life balance is also important; ensure you set aside time for relaxation and personal activities outside of work to recharge your batteries.
Clear communication with tenants, owners, and your team is crucial when facing tight deadlines. Keep all parties informed about progress and any potential delays. Being transparent about challenges and setting realistic expectations can help manage relationships and prevent misunderstandings. Effective communication not only facilitates collaboration but also builds trust, which is essential when working under pressure.
After each deadline, take the time to reflect on what went well and what could be improved. Consider any feedback from tenants or team members and use it to refine your approach for future deadlines. Continuous learning and adaptation are part of being an effective property manager. By reflecting on your experiences, you'll develop better strategies for staying calm and composed, no matter how tight the deadlines may be.
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