Presentation is loading. Please wait.

Presentation is loading. Please wait.

Staying Organized and Making Money with Computers in Your Office By J.J. Panzer, CCRM Real Management Company.

Similar presentations


Presentation on theme: "Staying Organized and Making Money with Computers in Your Office By J.J. Panzer, CCRM Real Management Company."— Presentation transcript:

1 Staying Organized and Making Money with Computers in Your Office By J.J. Panzer, CCRM Real Management Company

2 Staying Organized and Making Money  Taming the Beast  Using Tasks to Stay Organized and Make Money! Bill clients effectively Save yourself from costly legal expenses Stay on top of projects  Hiring and working with an IT consultant

3 Taming the Beast  Creating an Filing System  Dealing with “snags”  Navigating through files quickly

4 Taming the Beast  The key to keeping your organized is filing messages so you’ll always know where they are and don’t have to search Searching is slow and inexact  Filing your keeps your documentation organized and accessible; it lets you cover yourself

5 Taming the Beast: Creating an Filing System  A filing system is a series of nested folders in a hierarchy that allows you to keep specific, related s close to each other  The only good filing system is one that works for you and that you are able to use

6 Filing System: First Level Folders  First level folders should be the largest, most frequently used topics and may have second and third level folders below  Include folders for large categories that you access frequently such as: Rental Inquiries Building Correspondence Business Correspondence Professional/Volunteer groups New business inquiries

7 Taming the Beast: Creating an Filing System  Building Correspondence  Inside are folders numbered 1 through 9  Properties are grouped by the first digit in their address  All correspondence relating to a particular building goes in that property’s folder including: Correspondence with tenants and owners Correspondence with contractors Leasing information

8 Taming the Beast: Creating an Filing System  Business Correspondence  Inside are folders specifically pertaining to my business, not property management  Categories include: Accounting Business Development Business Leads Education Human Resources Insurance (for my business only!) Policies and Procedures

9 Taming the Beast: Creating an Filing System  Tip: Your computer will only sort files alphabetically  It is more convenient to have the most frequently-used folders up at the top of the list so you can get to them first when you do your filing  Adding a symbol or a number to the front of a folder name will allow you to sort folders how YOU want them to appear

10 Taming the Beast: Creating an Filing System  Adding *1 – to “Rental Inquiries” puts that folder at the top of the list  Adding *2 – to “Building Correspondence” puts that folder second highest  Adding *3 – to “Business Correspondence” puts that folder third highest

11 Taming the Beast: Creating an Filing System  Dealing with “snags” What about when one person writes you an about several properties?  To copy the to both folders: File in the first folder Display the second folder in the folder list to the left of your Inbox contents While viewing the in the first folder, right click and drag the on to the second folder When you release your click select “Copy” on the pop up menu You have the same filed in two places!

12 Taming the Beast: Creating an Filing System  Dealing with “snags” How about one client for whom you manage several buildings?  Pick one building (usually the one with the lowest number address) and designate it as the place where you keep “general correspondence” about the client’s portfolio. When a specific message doesn’t pertain to an individual building you’ll know it’s kept in that folder

13 Taming the Beast  Even though searching is slower than knowing where messages are by finding them within your filing system, searching should be fast when you have to use it

14 Taming the Beast  Google Desktop will even allow you to search all your files on your computer just by clicking “Ctrl” twice

15 Taming the Beast: Navigating Through Files Quickly  Opening and closing all those second-, third-, and even fourth-level folders can be slow  Use Ctrl-Shift-V to open up the “Move Items” window:

16 Taming the Beast: Navigating Through Files Quickly  Then use your arrow keys on the keyboard to navigate through the window  The right arrow opens subfolders to show you what’s inside:

17 Taming the Beast: Navigating Through Files Quickly  The left arrow closes subfolders so you can move faster between folders  Tip: if you have a lot of subfolders open and you’re spending time scrolling up and down in your filing system, close the highest folder in the hierarchy; when you reopen it all the subfolders will be closed again

18 Taming the Beast: Filing Quickly  If you have a large number of s in your inbox you can file lots of messages quickly by sorting them by “From” and then filing whole groups at once

19 Taming the Beast: Use CAUTION When Filing  People frequently send you s to ask questions or tell you something  If you file too quickly you might: Forget to respond Miss what the person wanted to tell you!  Make sure you respond before you file  Make sure you create a Task before you file

20 Creating and Using Tasks  Use Ctrl-Alt-K within any screen in Outlook to create a new Task

21 Creating and Using Tasks  Give the Task a due date and make sure you click the Reminder button!  Give the Task a name, such as: Call Plumber Joe to schedule sewer line replacement for 123 Any St. Send 6.14 notice to 123 Any St. tenants

22 Using Tasks to Stay Organized and Make Money! Tasks can help you bill your clients effectively for the extraordinary work you do! When used correctly

23 Using Tasks to Stay Organized and Make Money! Tasks can help you defend against allegations of bad faith or negligence! When used correctly

24

25

26 Using Tasks to Stay Organized and Make Money!  You get detailed bills from your attorney, your CPA, even your plumber  You are a professional, too! You deserve to get PAID for the work you do!

27 Using Tasks to Stay Organized and Make Money! Here’s how it’s done:  Create a Task and give it an appropriate name that describes the project you’re doing  Give the Task a reasonable due date for when you think it will be done  Set a reminder in advance of the due date

28 Using Tasks to Stay Organized and Make Money!  Now keep a running diary of every step you make to complete this project inside the notes section in your Task  TIP: Every time the Task pops up you don’t have to work on that Task! Feel free to reset the reminder for another time or day

29 Using Tasks to Stay Organized and Make Money!  Tips for using Tasks as a journal 1. Write the journal in reverse chronological order, so the most recent entry is at the top 2. Begin each entry with the date 3. Do your best to include the time in the entry: it makes the entire journal more effective 4. As soon as you pick up the phone to call someone begin typing your journal entry 5. Write how much time you’re going to bill at the end of each entry

30 Using Tasks to Stay Organized and Make Money!  Tips for setting up Tasks quickly 1. Date fields accept “common English” instructions like:  “Monday”  “Next Monday”  “Two weeks from Thursday”  “45 days from tomorrow”

31 Using Tasks to Stay Organized and Make Money!  Tips for setting up Tasks quickly 2. Time fields typically assume the time you want  You can typically use a single digit for an hour, such as 9 for 9:00AM  Time fields also accept 24 hour clock time like 1530 for 3:30PM

32 Using Tasks to Stay Organized and Make Money!  Tips for setting up Tasks quickly 3. Use Categories so you can see your Tasks grouped accordingly  Sample Categories include: Maintenance Phone Calls PPMA RMC Owners RMC Tenants RMC Vendors  Note that Owners, Tenants, and Vendors start with “RMC” so they’re always grouped together

33 Using Tasks to Stay Organized and Make Money!  Tips for setting up Tasks quickly 4. Contacts can be entered in the bottom of a Task for quick reference  If you have the individuals that you’re working with entered into your Outlook Contacts you can type their names and access their contact info from within the Task!

34 Using Tasks to Stay Organized and Make Money!  When your Reminder pops up it will show in the “Reminder” window

35 Using Tasks to Stay Organized and Make Money!  DO NOT USE “Dismiss” or “Dismiss All” buttons!  It’s much better to open the Task and reschedule the Reminder day and/or time so it’s more convenient  If you “Dismiss” a Task it will no longer remind you and you could lose track of it

36 Using Tasks to Stay Organized and Make Money!  Clicking “Snooze” is okay but, just like with your alarm clock, don’t do it too often!  It’s better to reschedule the Reminder to a time when you will actually be able to pay attention to it

37 Using Tasks to Stay Organized and Make Money!  It’s difficult to remember to enter your progress in your Task  Don’t be too hard on yourself  Don’t be afraid to push your Due Date back if you’re not done…nobody else will know!

38 Hiring and Working with an IT Consultant  Computers are a big investment  Just like any system in a rental property, your computers need regular maintenance to keep them from breaking down

39 Hiring and Working with an IT Consultant  Functioning computers save time, energy, and money  Malfunctioning computers are wasteful  The right IT consultant will keep your systems working well, making money and keep you from becoming this guy

40 Hiring and Working with an IT Consultant  Try to find a company that will perform regular maintenance instead of just “being there” when your computers fail  Larger companies are more likely to have a wider array of support services at a better price than smaller companies or individuals, such as: On-demand telephone technical support included Remote screen-sharing assistance 24/7 server monitoring services Access to volume purchasing and discounted third-party services

41 Hiring and Working with an IT Consultant  Benefits of regular maintenance include: Cost Security – You don’t have to worry about what it costs when you call your consultant. He or she will be there regularly to answer your questions Budget-friendliness – Having a set cost you can budget for is highly preferable to dealing with erratic costs when you have trouble Familiarity – Your consultant will know your system well and be able to provide solutions faster Reliability – Your system will run better if your consultant can make small adjustments on a regular basis instead of waiting for something major to happen and the whole system to break down Planning – Your IT consultant should know when your equipment is getting old and be able to warn you that a replacement will soon be necessary

42 Hiring and Working with an IT Consultant  Your consultant should have the 3 A’s: Accessibility Accountability Affordability

43 Hiring and Working with an IT Consultant Accessibility  You should have a contract with your consultant specifying how long it will take to arrive at your office to begin working in the event of an emergency  Your consultant should welcome your questions and participation  Your consultant should be willing to teach you and encourage you to learn about your systems

44 Hiring and Working with an IT Consultant Accountability  A good consultant is highly organized and keeps records of what work is done on each visit  A good consultant will assemble and keep his or her own guidebook with important information about your computers, including passwords (so he or she doesn’t have to ask you all the time!)

45 Hiring and Working with an IT Consultant Affordability  Your consultant should be able to fit into your budget  You should be able to negotiate a contract that includes all the services you can afford  You shouldn’t feel like you can’t call your consultant because it’ll be too expensive to ask questions

46

47 Taming the Beast: “Rules”  Create filters to automatically file specific messages  Rules and Alerts button on “Advanced” toolbar lets you create new “Rules”

48 Taming the Beast: Working with “Rules”  Create a Rule to file all s from each of your Resident Managers into the appropriate property’s file  Create a Rule to file all s sent to your Craig’s List job posting address in a Human Resources

49 Taming the Beast: Working with “Rules”  Keep track of your “unread” messages to make sure you don’t miss messages that arrive and immediately get filed by your “Rules!”

50 Taming the Beast: Working with “Rules”  Keep track of your “unread” messages to make sure you don’t miss messages that arrive and immediately get filed by your “Rules!”

51 Taming the Beast: Working with “Rules”  When you click “Unread Mail” in the Favorite Folders area you can see all unread messages, where they’re filed, and you can review them

52 Taming the Beast: Working with “Rules”  Do not leave messages marked unread for too long  Decide what you want to do about a message as soon as possible  Create Tasks so you can follow up on important items

53 Taming the Beast: Flagging Messages for Follow Up  Flagging messages allows you to file messages and still refer back to them in one easy window  Click the “For Follow Up” search folder to see all of the flagged messages

54 Taming the Beast: Flagging Messages for Follow Up

55  To set up a flag for follow up right click a message and click “Follow Up”  Select a flag to just give the message a flag that will file it in your “For Follow Up” window  Click “Add Reminder” to configure deeper settings for your Reminder

56 Taming the Beast: Flagging Messages for Follow Up  The settings here are pretty straight-forward but you should remember to mark your flags “Completed” instead of “Clearing” them so you can see that the message was once flagged


Download ppt "Staying Organized and Making Money with Computers in Your Office By J.J. Panzer, CCRM Real Management Company."

Similar presentations


Ads by Google