Top 10 inbox tips for property managers

Managing your inbox can feel like a full-time job, especially when you’re juggling emails from tenants, owners, contractors and vendors all day. But here’s the thing: you don’t have to be overwhelmed by email overload. With the right strategies, you can transform your inbox from chaotic to well-organised and make email management a breeze.

Let’s dive into the top 10 inbox management tips for property managers that’ll help you stay efficient, organised and professional.

1. Turn emails into actionable tasks

Don’t just manage emails, master them! Your inbox should be more than a dumping ground for messages. It’s a to-do list. Every email represents something that needs attention – whether it’s replying to a tenant, following up with a contractor or addressing a request from a landlord. Use task management features within your inbox to turn emails into actionable tasks.

2. Set inbox categories

Organising your emails into folders or categories helps simplify your day. Prioritise your categories like, “Tenants”, “Maintenance Requests”, and “Arrears” to sort emails quickly. This way, when something needs your immediate attention, you know exactly where to look.

3. Manage after-hours emails with filters

Being a property manager means sometimes getting emails at all hours, but that doesn’t mean you need to handle everything 24/7. Set up email filters to route after-hours requests or non-urgent emails to a specific folder for next-day action. This helps you stay responsive but also maintain a healthy work-life balance.

4. Batch your emails for efficiency

Instead of checking your inbox every five minutes (we’ve all been there), try batch processing. Dedicate set times in your day to check and respond to emails – say, once in the morning, midday and again before wrapping up. This will keep you focused on more pressing tasks while still ensuring that emails don’t fall through the cracks.

5. Keep responses professional but brief

Balancing professionalism with efficiency is key, especially when you’re receiving dozens of emails a day. Keep your responses clear, concise and professional. A short, well-structured reply is often more effective than a lengthy one. Use templates for common responses to save even more time.

6. Integrate your inbox with property management software

Does your property management software integrate directly with your email inbox? If so, this makes it easier to track communications with tenants, owners and contractors. Plus, it keeps everything in one place, which is perfect when you need to pull up email histories on the go.

7. Use flags to mark important emails

No one wants to lose an important email in a sea of unread messages. Use the flagging or starring system in your inbox to mark high-priority emails. This makes sure important requests – like maintenance issues or tenant queries – stand out and get handled right away.

8. Unsubscribe from unnecessary newsletters

If you’re constantly wading through newsletters or promotional emails to get to important property management messages, it’s time to unsubscribe! Clearing out unnecessary clutter helps you focus on what matters most – your tenants, owners and business.

9. Set up auto-responses for common requests

If you frequently get the same types of emails – like new tenant enquiries or maintenance requests – set up automatic responses to handle them. This saves you time and ensures no one feels ignored, even if you can’t get to the email right away.

10. Track your conversations

Last but not least, one of the most overlooked tips is tracking your conversations. Whether through your email system or property management software, ensure you’re logging email communications with tenants and owners. This makes it easy to pull up previous conversations, which can save you headaches down the line.

Your inbox doesn’t have to be the wild west of property management chaos. By following these inbox management tips, you can keep your emails organised, respond to enquiries more efficiently and ensure you never miss an important message again.

But wait, there’s more! If you missed Elevate '24, don’t worry – you can still catch all the exciting new features we've unveiled to simplify your email communication even further. Watch the Elevate '24 on-demand recording (or simply enter your details below) and see how these updates can enhance your workflows.