Cedar Management Group is proud to offer sound, effective service to our communities. This service comes with meticulous planning and prioritizing of multiple tasks and projects we may have going on for any given community. In HOA Management, it is important to be able to handle multiple projects effectively to ensure that they are being completed simultaneously. As creatures of habit, we all tend to function most effectively on tradition and routine. I have focused on keeping a tight routine throughout the week, this allows for less error and multiplication of positive results.
My routine starts first thing in the morning when I arrive at the office and drink my first cup of coffee. With the door shut, I enjoy my coffee and write out what I need to do for the day. I do this before even turning on my computer to limit distractions, or lack of concentration of a particular task. Once I have a list of the tasks I must complete during the day I prioritize them. Personally, I am a morning person so I prefer to stack my important, high priority tasks early on when I have the most energy, thus allowing me to focus and leave the lower priority tasks for the afternoon. With a plan in place, I get started going down the list, making sure that as I am working on a task I am giving it my full attention and not allowing room for distractions such as phone calls or emails, which could interfere on my momentum. I also block off certain times in the day to read through and answers emails and return calls.
When dealing with long term projects I make sure to schedule them well ahead of the due date to allow for any setbacks that may occur in the project. As I go through my daily routine of handling tasks, I make sure to finish everyday with a review of what I accomplished and then follow up and check the status of the long term projects to ensure they are moving along as planned. Using tools like the task function of Microsoft Outlook is a good way to set reminders for you to do follow up. I will often set simple reminders every week for a project that may take a month that simply say, “call project manager”, this allows me to set a time to do this. When the reminder pops up I finish what I’m working on and make the call.
You should always do this and check the status of construction, get updated completion goals, and find out if there have been any setbacks, and if so, why? Staying involved with many projects at the same time can be difficult, but not being involved can be costly and delay completion. The most important thing about managing multiple projects is establishing a routine that works for you and how you work and then sticking to it day in and day out. Falling out of the routine quickly becomes a snowball effect thus finding your projects getting away from you quickly, so it is important to stay within the routine that you have established for yourself.