There are several windows open on your screen: the last issue of a Condo Magazine, Outlook, the property manager software, a corporation's Declaration, a set of rules, a unit file, and the Excel spreadsheet where you, the property manager, is attempting to complete a budget.

On your desk are copies of contracts, the Condo Act, one agenda, unread correspondence, some invoices, a printed Balance Sheet, past Financial Statements, a notebook, and a handful of Post-it notes with scribbles.

You begin to input the income into the spreadsheet, and then the telephone rings; you stop to talk to an angry unit owner who requires a letter. You hang up and begin typing the letter when an email from a contractor requesting a PO pops up on the screen. Again, you pause your work to issue the PO and the day passes with many tasks started but not completed. When the clock hits 5:00 p.m., you are still in the middle of the workload trying to clear the desk, the screen, and the voicemail so you can start "fresh" the next day.

In a busy industry like property management, knowing how to plan, prioritize, and schedule your time is not a necessity, it is a must. In addition, knowing your prime time, scheduling a quiet hour to focus on specific jobs, and adopting relaxing habits are strategies that will enhance your mental health and effectiveness.

Plan

Having a planner helps a manager look at the big picture. You might schedule all Board of Director meetings for the year in January. You may estimate when the Annual General Meetings will be and try to foresee when you are taking vacation or days off then schedule everything else around those important dates. You should also include significant events like contract renewal, major projects, or annual inspections so they are not unintentionally missed. Of course, any annual plan would not be set in stone and would remain open to modification, but it will provide structure and help a seasoned manager stay on track.

From that annual plan, one might take a narrower look at the upcoming week every Friday so there is a clear roadmap of all the issues that will be required soon. That way, new responsibilities can be added to the calendar on a short-term basis and tackled as they arise.

Prioritize

All tasks must be addressed, but there are different ways to complete them. Some tasks must be handled immediately; others can be postponed; some can be delegated, and a few may be deleted altogether. Make this assessment as soon as the task is considered. If the task is deleted or dealt with immediately, a quick note for the management report might be required. If the task is postponed, allow enough time to complete it.

The ability to prioritize sets a condominium manager apart from the rest and ensures your actions are performed promptly and are not forgotten. Owners, residents, contractors and your Board of Directors will be happy to know everything is done and taken care of in due course.

Schedule

Schedule meetings considering the time needed to prepare and to commute if you are traveling. Try not to book meetings back-to-back so you have time to prepare and breathe between them. Schedule tasks that require your attention with enough time to focus on them without interruptions. Schedule follow-ups to tasks you delegate so you can confirm completion. The ability to schedule is a strong organizational skill and will prevent the problem of overlapping or missing duties.

Use your Prime Time

Identify when you work best. Is it at the beginning of the day before the pressures of the day take over? Is it by the end of the workday when everything is quieting down? Is it after lunch when most routine duties have been completed, and you still have half the day ahead? Solve your most challenging tasks during your own "prime time". Writing reports, completing performance reviews and finalizing budgets might be completed at that time.

Similarly, routine tasks should be left for the "slow" time of the day. Checking voicemail, making phone calls, filing, and approving invoices are all tasks that may be done during your slow period as they can pile up quickly. Although they do not require much effort, doing them will help you keep your plate clear.

Set out a Quiet Hour

Save at least an hour of your prime time to isolate yourself from the world around you. Close your door, turn off the phone, close your email and devote yourself to the tasks that require all your attention. If possible, change your environment by sitting in a quiet room and concentrating on your chosen task. These are the activities that require creativity and attention and present a challenge to you as manager. Sometimes, you need to review the Condo Act and research Case Law; check the numbers to provide a statement of financial position; or read your notes from the Physical Building course and compare them with an engineer's report or a Reserve Fund Study. Reserving this time will assist your productivity and enrich your management experience.

Adopt Relaxing Habits

Finally, we all need time to relax. Take a 15-minute break; eat lunch without your phone and away from your computer; disconnect from work after hours; book a vacation. Make it a habit to have times when you totally disconnect from work. Avoid the urge to check emails or messages after hours or on holidays. If your work time is well managed, your time off will give you the energy and stamina needed for your mental balance, allowing you to approach each task with renewed strength and enthusiasm.

By implementing these simple tips, you will achieve more legitimacy and become a more productive, effective and valuable manager.

Tatiana Fernandez, RCM, is a Senior Condominium Manager at Larlyn Property Management Inc. She has a Bachelor of Education and a Master degree. An avid learner she enjoys facing new challenges. She currently manages a portfolio of high-rises, low-rises and townhomes and serves as board president of a condominium corporation in London, ON. www.larlyn.com

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