HOA Profit Gurus Operations Email Communications Efficiency Information

Emails, Emails, Emails!

It used to dominate my life and my staff's life until we began to focus on how much time was wasted in this area and then knew we needed a change and a system to operate better.

Make these relatively simple changes and you too can gain significant time in your day and in your staff's day:

1. On Internal Staff emails: Everyone at your office starts each Email Headline with One Of Three Words.....'Request', 'FYI' or 'Urgent'.

- 'Request' means you need something from someone or they need something from you. You can dial this in even further by requiring everyone to give a specific time they need the request by.

- 'FYI' means it is for 'information purposes only'. You can then drag these items into a folder and read them once a week when it is convenient to you. It feels good to control email instead of it controlling you, doesn't it?

- 'Urgent' means drop everything and do this right away. I was amazed how many 'urgent' things went away or really weren't urgent after we implemented this system. I rarely get 'Urgent' emails anymore!

2. Train yourself and your staff to check and do email correspondence for 30 minutes first thing in the morning and 30 minutes later in the day. Don't jump up every time your email buzzer goes off! I saved myself at least 2-3 hours a day of time by doing this. Say your staff size is 10 and everyone saves 2 hours a day. That's 20 hours a week, 80 hours a month. That is a whole lot of time and money that can be saved or spent on increasing revenues and profits in your management company!

3. Once 1 and 2 above are implemented, you can then start to train your HOA Client Boards how to use this with you in email communication and even train your Vendors as well!