Dear Kari:

How can I do a better job staying organized and keeping up with ongoing tasks?

Phill, Los Feliz, CA

There’s no such thing as one size fits all when it comes to property management. As we all know, every property comes with its own quirks and personality. It’s up to management to figure out how to keep a property running smoothly without getting swamped by day-to-day tasks. Let’s face it, no matter how diligent you are, at some point, you’re going to get that dreaded middle of the night call about a plumbing catastrophe that keeps you wondering what people do in the middle of the night when your plumber removes a remote control or foreign object from a tenant’s tub drain that makes you blush. Keeping up with ongoing tasks and making sure maintenance is completed as required can cut down on surprises. As an apartment owner in Los Angeles in 2025, staying organized is crucial for efficient property management and compliance with evolving regulations. Here are some strategies to help you maintain organization.

So, what’s the best way to track tasks that don’t happen regularly? Utilize Property Management Software – it is extremely helpful in streamlining various aspects of property management, from tenant communication to financial tracking. Many offer a comprehensive platform with features like online rent collection, maintenance request tracking, and accounting tools. Whether we’re talking about maintenance or management, I like to have a master list (a checklist) that details required reports, inspections, and maintenance will help you keep an eye on issues and stay on top of things before they get out of hand. Good management software will allow you to schedule quarterly, semi-annual and annual needs ahead of time. Whether your master list is hard copy or digital, being aware of what’s coming up on your schedule cuts down on surprises. It also allows you to effectively communicate with your staff and tenants about anything they need to be aware of. For example, if you know you have an annual inspection on your fire protection system every September, you can make sure you have appropriate staff scheduled well in advance. Preparing notices to inform the tenants of any disruptions that might take place is also easier when you plan. Not having to rush around to get this done at the last minute allows management to focus on those other ‘pop-up’ issues.

A master list is also great for managing monthly and weekly tasks. We all know rent rolls around the 1st of the month. Have you ever missed sending a 3-Day Notice to Pay Rent or Quit once rent has become overdue because the day got away from you? Adding a reminder to your online calendar or utilizing a monthly master list could be the thing you need to keep any unpleasant surprises like that from happening.

Consider if a new staff member is hired. If you use a master list to keep track of weekly tasks, bringing your new employee up to speed will be much easier. You can provide your new employee with a blueprint for the week and even upcoming items throughout the year to help them succeed from day one. Completing tasks is a healthy way to complete work and build confidence. Plus, knowing what’s expected of them helps maintain morale and productivity. Productive employees and a productive office help keep those previously mentioned unpleasant surprises to a minimum.

You will want to schedule regular property inspections and maintenance. Use digital calendars to plan routine inspections and maintenance tasks, ensuring properties remain in good condition and compliant with safety standards.

Staying on top of ongoing tasks isn’t the most glamorous aspect of property management. With a little bit of planning ahead you can keep your property running smoothly without being overwhelmed. Starting a list of daily, weekly, and monthly tasks now can save you both time and money in the long run. Tracking the less frequent quarterly, semiannual, and yearly tasks will help you keep your properties in tip-top shape without leaving you scrambling at the last minute to squeeze in inspections or required upkeep. To get you started, here is a common list you can use as a baseline. Also, if you look online at SKYpropertiesInc.com you can buy our maintenance calendar that is great for the entire year to stay on top of building maintenance.

Stay Informed About Local Regulations: Los Angeles has specific laws affecting rental properties. For instance, the Rent Stabilization Ordinance (RSO) dictates allowable rent increases. Effective July 1, 2024, through June 30, 2025, the annual rent increase for RSO units is 4%, with an additional 1% if the landlord provides gas and electric services.

Additionally, new laws require landlords to offer tenants the option of having their positive rental payment information reported to at least one nationwide consumer reporting agency, with specific deadlines for existing and new leases.

Engage with Professional Associations like AAGLA – The Apartment Association of Greater Los Angeles, can provide valuable resources, including legal updates, educational programs, and networking opportunities. Attending industry events such as the local expos and trade shows can help you stay updated on industry trends and connect with other professionals. For example, the Income Property Management Expo is scheduled for May 20, 2025, at the Pasadena Convention Center. This is also a great opportunity to meet Kari Negri, the CEO of SKY Properties, Inc. who will be speaking at the Pasadena Convention Center and would love to meet you.

Implement Digital Organization Tools like cloud-based document storage solutions like Google Drive or Dropbox to keep leases, tenant communications, and financial records organized and easily accessible. Maintain open communication with tenants to establish clear channels for tenant communication, such as dedicated email addresses or property management portals, to promptly address concerns and maintain positive relationships. Last but not least, keep good records and document anything out of the ordinary, good or bad as this is your record and someday you may need that history.

By integrating these strategies, you can effectively manage your properties, ensure compliance with local laws, and foster positive tenant relationships in Los Angeles.

By Kari Negri, Chief Executive Officer, Sky Properties, Inc.

Kari Negri is the Chief Executive Officer of Sky Property Management and is a member of the Board of Directors of the Apartment Association of Greater Los Angeles. For questions, you can reach Kari at Kari@SKYprop.LA.