Managing multiple associations and communities as an Association Manager requires a high level of organization, efficiency, and time management. Staying on top of tasks, deadlines, and board expectations is essential for success. Implementing effective organizational techniques can streamline processes, reduce stress, and improve overall performance. Below are some valuable tips and tricks to help association managers stay organized and on track.
Leveraging Digital Tools for Efficiency
Digital productivity tools (such as Outlook, Google & Apple) can help managers keep track of deadlines, emails, and tasks. Consider using the following strategies:
- Community Annual Calendar Deadlines: Add key deadlines to your calendar with reminders to stay ahead of important dates.
- Email Management: Flag emails for follow-up to ensure that no critical communication is overlooked.
- Task and Deadline Management: Utilize Task Lists to track important deadlines and create recurring reminders for tasks that need to be completed monthly, quarterly, or annually.
- Calendar Reminders: Set reminders for board updates and to periodically check the annual calendar.
- Color Coding: Assign different colors to various calendar events, such as board meetings, time off, and project deadlines, for easy visualization.
Digital Notetaking and Organization Tools
OneNote, Google Keep and Apple Notes are excellent tools for organizing notes and to-do lists. Here’s how to use it effectively:
- Electronic Sticky Notes: Use digital sticky notes for quick reminders and action items.
- Tab and Workbook Organization: Create separate tabs for each association and workbooks for meeting action items, general information, and community to-dos.
- Board Update Templates: Maintain a structured template for board updates, updating it daily to ensure a comprehensive report is ready at the end of the week.
- Enhance Efficiency: For those new to OneNote (one of our favorites to use), check out this YouTube tutorial to maximize its use.
Streamlining Document Storage with Centralized Storage Solutions
Centralizing documents and reports in SharePoint, OneDrive, Google Drive, Dropbox, etc. ensures easy access and organization.
- Create a Management Reports Folder: Store all relevant documents throughout the month in a designated folder, making board meeting preparation seamless.
Paper-Based Organization Strategies
For those who prefer physical tools, these paper-based techniques can be highly effective:
- Paper Planners & Notebooks: Use a planner or notebook to prioritize tasks each day.
- Weekly Dashboard Notebook: Prepare a dashboard notebook on Fridays to map out the following week’s important deadlines and projects.
- Multi-Tabbed Notebook: Use separate sections for different projects and tasks.
- Daily To-Do Lists: Write out lists each day to keep track of essential tasks.
- Steno Pad Tracking: Maintain a steno pad for weekly tasks, adding and checking off items as they arise and are completed.
Additional Tools for Staying Organized
- Doodle Polls: Simplify board meeting scheduling by using Doodle Polls instead of long email chains.
- Siri Reminders: Utilize voice-activated reminders for quick task setting.
- Trello: Use this free project management tool to track projects, deadlines, and even collaborate with board members.
Structuring Your Workday for Maximum Productivity
To maintain organization and efficiency, structure your day with a set routine:
- Morning Routine: Start the day by clearing out tasks within your software platform.
- Friday Organization Time: Dedicate time each Friday to update documents, review outstanding tasks, and prepare management reports.
By implementing these organizational techniques, Association managers can streamline their workflows, stay on top of tasks, and ultimately provide better service to their communities. Whether using digital tools like Outlook and OneNote or traditional paper-based methods, staying organized is key to success in association management.
About the Authors
Laureen Young, CMCA, AMS (lyoung@camcomgmt.com) serves as a Director at CAMCO and brings years of experience in community association management. Her focus is on supporting managers through practical strategies that enhance organization, efficiency, and overall performance.
Fran Shoemaker, CMCA, AMS (fshoemaker@camcomgmt.com) is a Property Manager at CAMCO and brings valuable experience in community association management, with a focus on helping managers improve organization, efficiency, and day-to-day operations.
