An Essential Framework for Efficient Property Management in the UK
Overwhelmed?
In the dynamic world of UK property management, staying on top of tasks and ensuring smooth operations can be challenging.
Like many expat UK property investors, you barely have enough time for your family and friends after a busy day at the expat office!
Having to allocate any of your precious time to working out what, let alone HOW to delegate tasks may lead to feelings of overwhelm. You don’t know where to start.
Dr. Steve Day is the host of Systemize Your Success Podcast. He was in a similar state when he moved to Stockholm with his Swedish wife and young family back in 2015 after already assembling a UK Property Portfolio.
The idea had been that his father would do the lion’s share of taking care of his UK properties while he was in Sweden. Unfortunately, within months of becoming an expat, his dad sadly passed away.
Steve felt he had no choice but to do everything himself, travelling back and forth between Sweden and the UK. By his own admission he missed much of the first year of his first son’s life.
“I never saw him. And so I got to a point where I was pretty depressed by not really being a part of my own family. And living this vagabond lifestyle and never actually having anywhere to call home.”
Fortunately, Steve had a degree in computing, systems analysis and design, and a love of processes so he set about systemizing his UK property portfolio which consisted mainly of HMOs.
After streamlining his UK property portfolio, Steve started to think more deeply about how he wanted to live his life.
UK Property Crossroads
His soul searching led him to Dr John Demartini, author of The Values Factor. Steve convinced Dr. Demartini to have dinner with him.
He told Demartini that he was at a crossroads. He had a UK property portfolio but he was more interested in systemization.
“I've got this background in UK property, I've got a portfolio. I’m just not that passionate about it. And I've always had a love for systems. I love teaching. I love, like just fixing business problems. I want to have high level conversations with successful business owners and solve their problems on the software side. So I was explaining this to me and he went:
“Well just do that then!””
So he did.
The story of how Steve Day systemized his property business is well worth checking out in Episode 106 of UK property podcast Expat Property Story. During the episode, Steve explained the framework he created to address the common issues faced when working with virtual assistants. He called it DIDACT.
A DIDACT is someone who is over inclined to instruct others. Steve uses it as an acronym standing for:
Description
Inputs
Deliverables
Action
Checks
Time
Getting Help With Your UK Property Business…
DIDACT provides a detailed approach to systemizing your property management processes. Let’s delve into the six components of Didact and explain how this framework can revolutionize your property management game in the UK.
1. Description - Communicate Clearly
When delegating tasks in property management, it's crucial to clearly describe what needs to be done. DIDACT emphasizes the importance of effectively communicating the task, highlighting its significance, and outlining the potential consequences of incomplete or subpar work. It helps keep everyone on the same page.
2. Inputs - Equip Your Team
Successful property management relies on having all the necessary information and resources at your fingertips. Steve’s framework encourages property managers to provide their team with the right inputs, such as spreadsheets, links, and website access. This ensures a smooth workflow and eliminates delays caused by a lack of necessary resources.
3. Deliverables - Define Expectations
With DIDACT, property managers can clearly define what deliverables are expected from their team members. By outlining the specific outcomes, you eliminate any ambiguity and ensure that everyone understands what needs to be achieved. Additionally, indicating where completed work should be submitted or stored streamlines the process of reviewing and accessing deliverables.
4. Access - Enable Efficient Collaboration
Efficient UK property management often involves sharing sensitive information, such as passwords across team members. DIDACT encourages property managers to grant the necessary access to their team in a secure and controlled manner. Using password management tools, such as LastPass, ensures centralization, easy user management, and increased security. This enables seamless collaboration while safeguarding sensitive data.
5. Checks - Minimize Errors
To maintain a high level of quality in property management, it's vital to have checks in place. DIDACT emphasizes the inclusion of explicit instructions for reviewing and double-checking completed tasks before submission. By implementing this step, you minimize the chances of obvious mistakes or omissions, ensuring a higher standard of work and enhanced efficiency throughout your property management operations.
6. Time - Optimize Workflow
Time management is crucial in UK property management, especially when dealing with recurring tasks. DIDACT suggests estimating the time required for each task and documenting the average time for these activities.
That way, you establish a benchmark that helps balance workloads and enables effective delegation. Optimizing workflow and task assignment ensures that no one has too much on their plate, which improves overall efficiency and productivity.
DIDACT offers the framework you need to revolutionize your property management game in the UK. By implementing the six components - Description, Inputs, Deliverables, Access, Checks, and Time - you can streamline your processes, enhance collaboration, minimize errors, and optimize your team's workflow.
In my own situation as an expat with a growing UK property portfolio, a full-time job and a property podcast, I will definitely be looking at ways to systemize my setup!
Implementing DIDACT in you UK Property Business
You may not have a property podcast but I’m sure you’re just as busy in your own way, so here are a few steps to implement DIDACT in your business:
Now that you understand the components of DIDACT, it's time to put them into practice. Here are a few steps to help you implement this framework in your business:
1. Analyze Your Workflow:
Take a closer look at your current processes and identify tasks that can be delegated. Make note of the recurring tasks that could benefit from the DIDACT framework.
2. Create Task Descriptions:
Begin by providing clear descriptions for each task. Explain why the task is important, the expected outcomes, and any potential consequences of doing it incorrectly. This sets the stage for successful delegation.
3. Gather Relevant Inputs:
Collect all the necessary resources, links, and information required to complete each task. Make sure your virtual assistant has access to these inputs to avoid unnecessary delays or confusion.
4. Define Deliverables:
Clearly specify the end product or outcome you expect from each task. Define where it should be stored and how it will be shared with you or others involved in the process.
5. Grant Access and Establish Checks:
If necessary, grant your team members access to relevant platforms or accounts. Clearly outline the steps they should take to review and double-check their work before submission.
6. Time Estimation and Documentation:
Make note of the estimated time required for each task and document the average duration for recurring tasks. This helps you manage your team's workload and set realistic deadlines.
Oh, and if you’re at a crossroads in your life and you’re not sure if you’re spending your time in a fulfilling way, then you might find Dr. John Demartini’s guide to determining your Unique Hierarchy of Values useful.