I need suggestions for organization

I need suggestions for organization. I manage a 300 unit Garden style community with an assistant, leasing agent, Maintenance mgr and 2 techs. We use Yardi/rent cafe/funnel, a lot of our practices are manual like adding Mtm fees, renewal prorates, managing renewals, adding rent for new move ins after the month has been billed. I’m finding my self drowning in admin work on top of capx, resident issues/customer service and few like I need a better way to organize my day. (Besides calendar reminders)
How do you organize your daily/weekly responsibilities.
Happy Friday!

Checklists that are turned in daily before everyone leaves, maybe

Being the bearer of bad news, there’s nothing you can do regarding the admin stuff. Yardi and all those softwares are horrible and you have to deal with them.
Now regarding your day- time blocking can help. Schedule appoints for residents to come in, limit walk ins. Multiple screens help. Do similar tasks together. Process checklists to follow. If you can, move the scanner/printer to save time. Schedule admin hours for each person, where all they do is their admin work(no tours, calls, meetings). Lastly, take the work home.
I’ve been where you are and it sucks. I would recommend leaving and going to a more modern and technology enabled property/company.

Your software system should be able to bill rent for a new move in , charge mtm fees , bill renewals in a prorated manner etc. sounds like either software needs to be changed or someone needs to show you how to set up and do these billing things.
Capx. You need a project management type tracker spreadsheet.
Assistant and leasing. Set them up with regular tasks and assignments and a way for them to be organized like a checklist system. Help train each of them on more tasks that flows up into their higher chain.

I live by my outlook calendar

I would be lost without my outlook calendar!

Automation within Yardi will be key!

I used to let my AM handle resident issues but bring to me anything they couldn’t handle and it helped……

What works best for me is scheduling blocks of time for specific tasks. For example, I like to review applications first thing in the morning, any applications that come in after that first hour or two will not been seen unless they are moving in the next day. I also make appointments with Residents- firstly my leasing staff and assistant are customer service superstars and do their best to help the resident before they come to me, if the resident won't take it any other way, I have blocks of time set where an appt can be made. I can better serve if I am not frazzled and pulled in a million directions. I also don't take "verbal orders" from maintenance- all orders must be written out. We place orders twice a month- helps reduce amount of invoices you will have to process. You can't do it all and do it well- delegate, delegate, delegate! Chin up, you got this!!

I completely feel your pain. I used my Outlook calendar and tasks for all my organizational needs until I realized that Outlook wasn’t explicitly designed for that, and I discovered task management software. There are quite a few of them that I’ve used and enjoyed. I would recommend looking at Asana, Click Up, and monday.com. Just like any new program, it takes a bit of getting used to, and you should watch all of the tutorials so that you can learn all the great tips and tricks that each software provides. However, over time, you’ll grow with the software and find uses to help you stay organized that you never imagined possible.