You Became a Property Manager to Help People… Not to Drown in Emails

Jul 30

Let’s be honest—most of us got into this job because we care about people. We wanted to create safe, thriving communities.

But somewhere between the endless emails, back-to-back recerts, emergency calls, and that resident who just wants to chat for 40 minutes, we start to feel like we’re just surviving the day.

If you're struggling to figure out what's actually urgent vs. what’s just loud and annoying, it’s time to meet your new best friend: the Eisenhower Matrix.

What Is the Eisenhower Matrix?

It’s not fancy. It’s not complicated. It’s just a super practical way to prioritize the chaos and get clear on what really deserves your time and energy.

Here’s a quick breakdown:

🟩 Quadrant 1: Urgent + Important → Do First

These are your “drop everything” tasks—emergency repairs, last-minute compliance requests, or a resident crisis.

🟨 Quadrant 2: Not Urgent + Important → Plan It

Think long-term wins: preventive maintenance, team training, planning your next community event. These don’t scream for your attention, but they’re where the real progress happens.

🟥 Quadrant 3: Urgent + Not Important → Delegate It

Phone calls, package pickups, routine emails—these feel urgent, but they don’t always need your attention. Pass them on when you can.

⬜ Quadrant 4: Not Urgent + Not Important → Eliminate

Yes, that random meeting with no agenda. Or getting caught up in an endless group text about snacks for the potluck. These can go.

How to Handle Crises Without Burning Out

Property management comes with surprises. But you can stay grounded by using this framework in the moment:

Assess Before You React: Pause and ask—Is this truly urgent AND important? Or just loud?
Stop and Sort: As things come up, mentally place them in a quadrant.
Crisis Protocol: Have a go-to plan so you’re not starting from scratch every time something hits the fan.

How to Handle Interruptions (Without Being the Bad Guy)

You’re not being rude when you protect your focus—you’re being responsible.

Try this:

Buffer Time: Set aside time each day or week for the unexpected. That way, it doesn’t wreck your whole day.
Batch Interruptions: Give your team a “check-in window” to bring questions or updates instead of constant disruptions.

Balance the Fire Drills with the Future

Let’s be real—Quadrant 1 will always be part of our jobs. But if we live there constantly, we’ll never move forward.

That’s why I recommend this:

Limit Q1 Time: Don’t let emergencies run your whole day.
Pick a Daily Top 3: Choose 3 important (Q2) tasks each day to protect, even when things get hectic. That’s how you actually make progress.

How to Make It Stick

Building a habit takes reinforcement. Try these:

Weekly Review: Reflect on how your week went—did you spend time in the right quadrants?
What-If Scenarios: Practice sorting real tasks with your team.
Use a Template: Keep a printed or digital version of the matrix handy to stay grounded each day.