Project management is a method of managing projects to achieve objectives and deliver benefits. The right project management tools can help you stay on top of all the issues related to your property.
Project management has two main functions: planning and controlling. Planning involves setting goals, creating plans, identifying resources needed, and assigning responsibilities for each task within the plan. Controlling involves monitoring progress against your plan so that everything stays or gets back on track.
This article discusses how property managers and owners can optimize automation tools in managing projects.
Common Project Management Tools For Property Management
A small property management company with just a few people can start with basic software tools. But if your business has many employees across multiple locations around town or in large countries like Canada, consider investing in something more robust like Trello or Asana.
For example, commercial property managers in Toronto will find features like task assignments and tracking tools helpful in ensuring everyone stays on top of their workloads. These are further discussed later.
Meanwhile, below are the most helpful property management tools:
- Project Management Software
This is a good place to start for any project, especially if you’re new to property management. Many of these programs are designed specifically for real estate companies. They help you keep track of all your tasks, documents, and finances in one place.
- Task Management Software
Suppose you have a lot on your plate at any given time. Task management apps can help you stay organized by breaking down each project into smaller chunks. As a result, they’re easier to manage individually, and tracking progress is easier from start to finish.
- Document Management Software
In addition to keeping track of individual tasks within each project, managing related documents throughout their lifecycle is important. Doing so makes everyone aware of how things are going and what needs to be done. Cloud-based storage solutions offer easy access for everyone.
There are many different types of software on the market, so choosing one that will work best for you and your team is crucial.
Effective Use Of Project Management Tools
Both Trello and Asana are great project management tools that can be used to manage task lists and assignments for property management. Here are some tips for using them effectively:
- Create Boards For Each Property Or Project
In Trello, you can create boards for each property or project you’re managing; in Asana, you can create a separate project for each property. This helps you keep everything organized and separate, so you don’t get overwhelmed with too much information.
- Create Lists For Each Stage Of The Project
Create lists for each stage of the project, such as “To Do,” “In Progress,” and “Completed” within each board. This helps you keep track of where each task is in the process.
- Create Cards Or Tasks
Within each list, create cards or tasks for each task that needs to be completed. This helps you manage individual tasks better.
- Assign Tasks To Team Members
In Trello, you can assign cards to team members; in Asana, you can assign tasks. This helps everyone know who is responsible for each task and helps ensure that nothing falls through the cracks.
- Set Due Dates
In Trello and Asana, you can set due dates for each task. This helps you stay on track and ensures everything gets done on time.
- Use Labels Or Tags
Trello and Asana allow you to use labels or tags to categorize tasks. This can help organize tasks by priority, property, or any category relevant to your project.
Overall, using Trello or Asana can help you stay organized and on top of all your tasks and assignments in property management. You can ensure everything gets done by breaking the project into smaller tasks, assigning tasks to team members, and setting due dates.
Project Management Best Practices for Property Management
If you’re a first-time user, prepare for some learning curve. In addition, follow these best practices to ensure you’re making the most out of your property management tools:
- Define project goals and objectives.
- Break down tasks into smaller pieces so they’re easier to manage.
- Determine each member’s strengths, weaknesses, and availability and assign tasks accordingly.
- Manage resources efficiently by tracking expenses, inventory levels, and other details related to the property or building you’re managing, for instance, equipment tracking.
- Track progress on each task as your team members complete it and communicate updates regularly. This will help keep everyone involved in the loop about what’s been done so far and what needs doing next.
Project management tools are created to make your life easier. Mastering these tips allows property owners and managers to optimize their business automation investment.
Final Thoughts
Project management tools can be a great asset for property management. They help streamline workflow, improve efficiency, and better manage resources. They also let you overcome common challenges in resource management, tracking project status, and team communication. With the right tools and best practices, property managers can ensure that projects are completed on time and within budget.
