Property Management Task Prioritization Template

Property Management Task Prioritization in Priority Matrix

Prioritize property management tasks effectively using the Quadrants method to ensure crucial tasks are completed first.

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Proposed Tasks

Urgent and Important

• Task 1: Maintenance Request Due in 1 Day
  ☐ Survey damage ☐ Contact repair services ☐ Follow-up on repair progress
• Task 16: Tenant Complaint Resolution Due in 2 Days
  ☐ Receive tenant complaints ☐ Investigate complaints ☐ Resolve and communicate resolution to tenant
• Task 2: Rent Collection Due in 1 Week
  ☐ Send out rent reminders ☐ Collect rent payments ☐ Deposit rent checks
• Task 10: Vendor Payments Due in 1 Week
  ☐ Review invoices ☐ Process payments ☐ Send payment confirmations
• Task 14: Tenant Background Checks Due in 1 Week
  ☐ Collect tenant information ☐ Conduct background checks ☐ Review background check reports
• Task 17: Property Clean-up Post Tenant Move-out Due in 1 Week
  ☐ Inspect property condition ☐ Schedule clean-up ☐ Ensure clean-up is done properly
• Task 13: Property Insurance Renewals Due in 2 Weeks
  ☐ Review insurance policies ☐ Contact insurance providers ☐ Process insurance renewals
• Task 7: Tenant Move-out Process Due in 3 Weeks
  ☐ Notify maintenance for property touch-ups ☐ Conduct final walk-through ☐ Return security deposit

Important, Not Urgent

• Task 3: Lease Renewal Follow-ups Due in 2 Weeks
  ☐ Contact tenants ☐ Discuss lease renewal terms ☐ Prepare lease renewal documents
• Task 4: Property Inspection Due in 1 Month
  ☐ Schedule inspections ☐ Conduct inspections ☐ Prepare inspection reports
• Task 19: Fire Safety Checks Due in 1 Month
  ☐ Schedule safety checks ☐ Conduct safety checks ☐ Address any safety issues
• Task 6: Property Marketing for Upcoming Vacancies Due in 2 Months
  ☐ Prepare marketing materials ☐ Post listings online ☐ Schedule and conduct property viewings
• Task 11: Property Tax Payments Due in 2 Months
  ☐ Review tax statements ☐ Process tax payments ☐ File payment receipts
• Task 9: Staff Training Due in 2 Months
  ☐ Identify training needs ☐ Schedule training sessions ☐ Conduct training sessions
• Task 15: Property Registration Renewals Due in 2 Months
  ☐ Review property registrations ☐ Contact registration bodies ☐ Process registration renewals
• Task 12: Yearly Budget Planning Due in 3 Months
  ☐ Review previous year's budget ☐ Plan next year's budget ☐ Present budget proposal to stakeholders
• Task 18: Employee Performance Reviews Due in 3 Months
  ☐ Prepare review materials ☐ Conduct reviews ☐ Provide feedback and discuss career progression

Urgent, Not Important

• Task 5: Tenant Communication About Policy Changes Due in 3 Days
  ☐ Prepare communication ☐ Send out communication ☐ Address any tenant queries
• Task 20: Updating Property Listings Due in 2 Weeks
  ☐ Review property listings ☐ Update property details ☐ Ensure listings are live and accurate

Not Urgent, Not Important

• Task 8: Office Inventory Check Due in 1 Month
  ☐ Check office supplies ☐ Order necessary supplies ☐ Organize supplies upon arrival