The Dilemma of Over-Collaboration

Collaboration is essential in teamwork, right? That's the common wisdom: "teamwork makes the dream work." I'm a big proponent of team-oriented work environments. I've witnessed firsthand how companies flounder without a collaborative culture. The synergy of a well-oiled team can be the driving force behind a company's success. Furthermore, in property management, your team isn't just an internal asset; it's essentially the face and backbone of your services. Your team is quite literally the product you are selling, representing your business in every interaction with clients and residents.

The strength and efficiency of your team directly reflect your company's reputation and effectiveness. I cannot overemphasize the importance of having a strong, collaborative team in this industry. Working together and supporting each other is crucial, as it not only enhances productivity but also fosters a positive work environment, which is crucial in the high-stress field of property management.

Again, I wish to emphasize the IMPORTANCE of a collaborative team in property management (is the horse dead yet?)

In spite of all of that… Over-collaboration is a dilemma in property management, and I believe I have the solution.

You might be wondering, "How can you over-collaborate?" After all, successful businesses are built on teams working in harmony. On top of that, in property management, roles often overlap, and there's rarely a clear "start" and "finish" for anyone's job. Everyone’s job co-mingles. If you are nodding your head in agreement, I am going to stop you right here. It does not have to be that way. And here we have reached our dilemma.

Imagine you have a bunch of people, all trying to do the same thing. More hands make light work, right? In reality, it gets messy. Everyone starts thinking someone else will take charge, and accountability just flies out the window. Plus, with so many different opinions and ways of doing things, making any decision becomes its own dilemma. And efficiency? Forget about it. What one person could zip through ends up taking ages because everyone's tripping over each other. It's like everyone's speaking at once, and no one's really listening.

Many property management company owners I've spoken with struggle with role assignments. They say things like, "It depends on who sees the work order first," or "Certain issues need to be escalated to me”, and on and on it goes. This reflects a classic problem…

When everyone is responsible for something, then, in reality, no one is.

Now, let's dive into the solution. The key to tackling over-collaboration lies in establishing clearly defined processes. These processes empower company owners to have confidence in their team's ability to manage challenging owners or emergencies. When you have solid SOPs, everyone knows exactly what their job is and, crucially, where their responsibilities end and another's begin. This shifts the team dynamic from a constant chorus of "Have you done this yet”—often met with excuses like "I lost track of time" or "I had to cover for someone" and “It will be done today… sorry”, to a more efficient dialogue of "I've finished my part, now it's your turn." This shift not only increases accountability but also shines a spotlight on top performers and flags those who are underperforming. It spares your good employees from burnout caused by picking up the slack for others who aren't fulfilling their primary duties. That's the real magic of clearly defined processes.

Picture a world with a maintenance tech who's on top of work orders because that's their clear-cut responsibility. Or having a virtual assistant or reception agency handling emergency work requests, liberating property managers from the late night worry of managing a literal fire. This kind of well-structured system means tasks are handled more swiftly, decisions are made faster, and the overall stress level plummets. Such a level of organization and role clarity doesn't just streamline workflow—it revolutionizes it, leading to a smoother, more efficient, and happier workplace.

I will leave you with this revisiting of the famous words of Charles R. Swindoll (with a twist): "This is a story about four people named Everybody, Somebody, Anybody and Nobody. There was an important job to do and Everybody was asked to do it. Everybody was sure Somebody would do it. Anybody could have done it, but Nobody did it. Somebody got angry because it was Everybody's job. Everybody thought Anybody would do it, but Nobody realized that Everybody wouldn't do it. It ended up that Everybody blamed Somebody when Nobody did what Anybody could have done."

This allegory perfectly illustrates the chaos of over-collaboration. In a world of clearly defined roles and processes, Somebody knows exactly what their job is, Nobody is left with undue burdens, and Everybody works together seamlessly. By ensuring that each team member has a specific role, we eliminate confusion, increase efficiency, and foster a healthier work environment. This is the essence of effective collaboration in property management. So, if you're looking to reduce stress and prevent tasks from falling through the cracks, implementing clear and defined processes is your answer. Sorry, Charles, but in this case, specificity is the key to our success.