From Chaos to Control: Productivity Tips for Multifamily Managers

Staying motivated as a property manager can be tough when it feels like every task you finish in the leasing office adds three more to your plate. Between supporting on-site staff and managing the day-to-day operations of your apartment community, it’s easy to feel overwhelmed.  

While there’s no shortcut to getting it all done, a few strategic adjustments — including improving how you manage keys and daily tasks — can help you reclaim your time.

Standardize Your Employee Onboarding Process 

Based on the National Apartment Association’s most recent data, the multifamily employee turnover rate is 33% — 11% higher than the national average. In fact, it hasn’t dipped below 30% since 2010. With employees frequently moving on to new opportunities, you might feel like you’re constantly training someone, which is time-consuming and costly.  

A standardized onboarding process helps new hires become independent more quickly. Here are a few ways to make training more efficient — especially when it comes to learning key management procedures:  

Document Everything

List essential tools, job responsibilities, FAQs, and where to find help guides. Have current staff help by documenting their tasks during the day to provide clear workplace expectations to new associates.

Delegate Training 

If an experienced employee has time, have them assist with training. If you’re short-staffed, direct new hires to prerecorded training sessions, online videos, or help guides. 

Create a Training Schedule 

Set dedicated training times or use a checklist to track progress. In addition, be sure to set aside time for questions. New staff members will inevitably have questions only you can answer. By making time for Q&As, you can minimize interruptions and ensure employees get the focused support they need.

Streamline Daily Processes 

Manual, repetitive processes take up valuable time. Here are a few ways to boost efficiency: 

Digitize Key Management

Updating manual key logs and searching for lost keys wastes valuable minutes. With an electronic key control system, employees can quickly find and check out keys, and the system will keep an accurate record of key activity — no logbooks or guesswork required. Using a mobile app and remote management tools, you can also monitor key activity wherever you are. 

Consolidate Tasks 

Use one system for functions like key checkouts, employee time clocks, package tracking, and work orders. This reduces application switching, training time, and errors. 

Create Shortcuts 

Cut down on clicks by setting up shortcuts in the software you use every day. In your key control system, for example, you can save your favorite features and reports so they appear on the welcome screen.  

Simplify Reporting 

Set up automatic reports to have them delivered right to your inbox. Choose a report frequency that’s easy to keep up with — not so often you ignore them, but not so rare you miss key details. 

Automate Resident Communications  

Improving resident communication doesn’t have to mean adding more to your team’s to-do list. These tools help keep residents informed while freeing up your staff’s valuable time: 

Scan Prospect Driver’s Licenses 

Quickly collect prospect information with a license scan and automatically plug it into a follow-up message. Leasing agents can also add notes about lead sources, preferred floorplans, and more.  

Track Packages Efficiently 

A staggering 90% of Americans receive packages at least once a month, which can pile up in your leasing office. Use a package tracking solution to log deliveries, scan details into your key system, and auto-notify residents by email.  

Alert Residents About Key Activity 

Set up automatic notifications in your key control system. Residents will receive an automatic email when a staff member checks out or returns their apartment key, keeping them informed without extra effort from your team.

By standardizing onboarding, reducing manual tasks, and using tools like an electronic key control system to streamline daily operations, you can take back control of your day. With these simple adjustments, you’ll satisfy residents and help your team work smarter, not harder.