The longer you manage properties, the better you will become at the various tasks this job requires. However, there are some things you can do today (or perhaps over the next several days) in order to be a better property manager. Follow these tips to keep better track of your many responsibilities while also increasing tenant satisfaction.
Write things down.
Whether you write things down on paper or make note of them in your phone, get into the habit of maintaining a list of tasks you need to complete. When someone calls you and asks if you'll have their bushes trimmed, add it to the list. When you see that the application stack is getting pretty tall, add "sort through applications" to your list. This way, you won't forget to tackle certain tasks -- and you won't have as many tenants who are frustrated with you.
Take time to talk to your tenants.
The better you get to know your tenants, the easier your job as a property manager will become. Tenants who feel as though they know you personally will feel more responsible for the property and are likely to take better care of it. You'll also already have a report with them if you have to ask them for late rent or handle any other sticky situations. So, when you're walking around and you pass a tenant, take a moment to say "hi" and ask how they are. You may even want to arrange once-a-month meet-and-greet gatherings where the tenants can meet you and other residents.
Divide your time.
As a property manager, you wear many hats. You have to oversee the landscaping, review applications, collect rent, and more. Sometimes it's easy to get so wrapped up in one responsibility that you end up neglecting another one. If you divide your time from the get-go, this won't happen as often. For instance, you can decide in the morning that you're going to spend 8:00 am - 11:00 am doing paperwork, 12:00 am - 3:00 pm doing plumbing repairs, and 3:00 - 5:00 making calls to tenants who are late on rent. Another option is to divide tasks by the day. For example, you could take care of application reviews on Monday and repairs on Tuesday.
If you employ the tips above, you should have an easier time getting everything done as a busy property manager. Remember that as in many careers, practice makes perfect.