Property managers are wasting time carrying out tasks they should not be doing, according to one property management head.
Head of property management at Jellis Craig Sam Nokes said many property managers could save a significant amount of time if they stop doing “wasted work”.
“They’re tasks you could be automating so you shouldn’t be doing them manually yourself as a software package could be looking after that for you.
“Is there somebody else in the office that should be doing the work and delegated to? Is there a way of streamlining the process to cut out the fat from it, or are there ways that you can invest your time in each day or each week or each month to do something bigger which will then save you time later on in the month each time you repeat that task.”
Mr Nokes, who spoke at the Wealth Conference on the Gold Coast on Monday, said the biggest waste of time was writing and folder letters.
“Often it’s the result of two things. It’s one, the way they’ve always done things and they don’t want to change that because they’re scared of change.
“The other one, which in particular common with young people, is they don’t want to ask another person to do the task. They have trouble delegating because they don’t feel they’ve got no authority and there’s no backup from the management team within the business to say ‘you might rank the same but we give you permission to delegate these certain tasks to this person’.”
Another major time waster was writing manual routine inspections that could be carried out quicker on an app.
“There are so many of them out there now that are well tested, well integrated, anybody who’s still writing manual inspection reports is just draconian. It’s so far behind the times.
Mr Nokes suggested that agencies systemise their processes and ensure they were clear and well understood.
“The interpersonal communication inside the business needs to be really clear, it can’t just be that one person knows all these things, it needs to be communicated throughout the team. There needs to be a flow.”
He advised property managers to use a time analysis tool to see where time was spent and how tasks could be automated, delegated or streamlined.