How do you handle constant interruptions as a Property Manager?

How do you handle constant interruptions as a Property Manager on a large site, making it difficult to get anything done? My boss suggests I should be more assertive with the staff to prevent them from monopolizing my time, as this is affecting our ability to process reports on time and putting both of us in a difficult position. I really need ideas cause I don't know what else to do, I shut my door i put multiple signs, and they still knock and interrupt me.

I have weekly 1:1 meetings and utilize Microsoft To Do. I have my team add items to the to do list that can wait for our meetings and I also add to this. I’ve noticed this has greatly reduced distractions and interruptions.

They have to feel empowered to make decisions on their own. That is oftentimes the source behind the interruptions. Time for a pow wow.

I second this! Close the door, lock it, close the blinds. Empower the agents to stand their ground and get familiar with “my property manager will tell you the same thing”.

Larry Bellack a true powwow
A big powwow
If they’re not supporting you
And you’re not showing them how to support you best
Then it will be ongoing

It’s not against the rules to say:
“Hey I’m swamped right now, can we come back to this?”

Right and when it’s last minute like that
I would still give it immediate attention
But my stuff would be done first
If not, then I would let them know. I am very behind. I need to catch up and then I’ll come back around to you. Thank you and have a great day.

If I am busy & they are being more chatty than actually needing a PMs guidance— I just tell them they are at their word limit for the day unless there is an issue that genuinely needs my attention 🤪

Fire, flood or blood. If it's not one of those 3 things, don't bother me. Trust me, this will empower your staff to make decisions and to learn what true emergencies are.

Figure out the times when you're most busy, leave your schedule clear during those times. I have no appointments until 1:15 p.m., and nothing scheduled for Wednesdays. I try to schedule move-ins for Friday at 11:15 a.m. or 2:30 p.m.. if nothing takes up my time in any of those slots, that's when I get caught up or ahead of everything else.

I think alot of it is training (and I am not talking about Grace Hill classes)-I worked for a company that they had a program called "Fill my shoes". It was my responsibility to train my assistant and the assistant manager to train their lead leasing agent so they would be ready if a position for promotion became available. This always helped, the assistant knew how to handle situations as well as the lead leasing agent. I shared with my assistant what wiggle room we could work with as far as renewals- This empowered the staff to make good business decisions. I also had 15 minute morning meetings (which included the Maintenace Supervisor) to go over some of this stuff prior to opening for business. They made notes as to what was needed to be covered each morning-everything ran smoothly.

Same as above, I have a weekly 1on1 with each team member, as well as biweekly team meetings, and morning huddles. I also utilize Microsoft teams for daily checklist which are interactive in real time as well as specific teams channels that are dedicated specifically to FAQ and other general information for the property. I have an open door policy except when I don’t… it’s locked and they know it’s locked for a reason. I’m always available to my team and will step in wherever needed but if the door is locked for an hour, they know to come back later or shoot me a teams message if it is “urgent”

You need to have a staff meeting in let them know what the expectation is when your door is closed. Maybe have the door closed 12 to 3 that way they have access to you in the morning and in the afternoon.