EDITOR’S NOTE: This is the first article in CAI Keystone’s new Working Smarter: Tips & Tricks series. Our Working Smarter series highlights easy to implement productivity enhancement tools and strategies that members can benefit from and begin using right away.
Sarah K. Hash
Taylor Management Company
In the fast-paced, ever-evolving world of community management, one of the most important lessons I’ve learned over the past eight years is that “working smarter” is the key to effective management. I’ve come to deeply appreciate the value of this principle. Rather than simply pushing through tasks with brute force and long hours, I understand the importance of strategically optimizing workflow. These principles aren’t just valuable within the community management field, but can be applied to any industry that involves frequent written correspondence and the need to work efficiently.
The Sticky Notes app has become an indispensable tool that I use on a daily basis. Its ability to automatically save my notes is a game-changer, ensuring that I never lose crucial information, even if my computer unexpectedly shuts down. The app’s intuitive organization features allow me to keep my notes meticulously structured, grouping related information together and making it a breeze to quickly locate what I need. This is especially helpful in my line of work, where I often have to provide the same details to various residents or business partners. In my community, anyone wishing to access the fitness facility, apply for a pool pass, or register their amenity access cards, must first submit an application. Once that application is received and reviewed, I have the standard response already typed up in a Sticky Note, allowing me to simply copy and paste the information rather than having to retype it from scratch every single time.
In addition to the pre-written responses for amenity inquiries, I’ve also prepared a set of standardized replies for other common requests and questions that come up regularly in my work. For instance, I have a concise template ready to go for providing our official mailing address to clients and partners, as well our additionally insured address. To streamline the process of confirming receipt of important documentation, I have a simple confirmation message that I can quickly customize and send off. Even my weekly in-office hours, which fluctuate a bit, are neatly typed up in an easy-to-reference format. Now, I consider myself a pretty proficient typist, but having these go-to responses prepared in advance saves me an enormous amount of time and effort while maintaining consistency and avoiding potential errors. The ability to have all this at my fingertips, neatly organized and readily available, is an invaluable asset that makes my job significantly more efficient and streamlined. It’s an organizational trick that really pays off, especially on busy days when I’m juggling multiple inquiries and administrative tasks. The standardized templates ensure a consistent, professional tone while also allowing me to be responsive and efficient in my communications.
In conclusion, when you find yourself repeatedly sending the same email reply, consider using available technology to work more efficiently.
ABOUT THE AUTHOR
Sarah K. Hash is a community manager with Taylor Management Company. She is the manager of Coldwater Crossing in Breinigsville, Pennsylvania. In 2023, Sarah was named a member of CAI Keystone’s Inaugural Class of Emerging Leaders Under 40 and was a nominee for the chapter’s Rookie of the Year award. Sarah currently serves as a member of the chapter’s Communications & Content Committee. She can be contacted via email at: shash@taylormgt.com.
