Help on advancing my landlord systems

[J. Martin]

I recently listened to the audiobook, "Work the System," recommended by @Andy Kaufman at our last meetup, and it gave me some great ideas about setting up more well-defined and documented processes and systems to help me ease my workload, and make it easier to delegate those responsibilities to others..

I have a broad swath of things I do when a tenant leaves until the time a new tenant moves in.. And each of these things requires it's own "process" to do it correctly. So I have a lot of work to do, in even documenting each process. For example, #1 below includes cross-referencing the lease and tenant's move-out date, with a saved "move-out" document (previously created), and updating the document with the move-out date. #2 includes having a CL posting ready for each unit, for rent signs at the house, a system to pre-qualify tenants (including asking the right questions, and recording them in a centralized location), setting up a system to schedule showings with my handyman (maybe online?) etc.etc.

Is there anyone who has already developed documentation for these types of systems/processes, either for landlording, purchasing real estate, and/or other real estate processes? Or have some tips on getting started? I plan to start with my landlording responsibilities, because I found that they can be most time-consuming, and is something I want to limit in time and delegate as I grow. But I'm interested in hearing about the rest also.. @Andrew Fingado , not sure if you'd be willing to share some tips? @Amit M. ? @Jessica Yau ? I'm realizing now, I know more people who use PM's than I know PM's myself, or others who manage their own properties..

Landlording Draft Working Procedures:
1) The same day as 30-day notification is received, pull up moving tenant's lease and walk-through document and send to them. Give moving tenant information about when they need to be out, cleaning list, walk-through info, reminder to change utilities & change of address, etc. If ready and clean in walkthrough by move-out date, deposit returned by check on the spot, and favorable reference for new landlord. If not, deposit is at risk, and eviction will start if not vacated on stated date.
2) Market unit - I show the unit while the old tenant is still living there, to achieve one-day turnover, as I have in the past.. This includes CL postings, For Rent sign at building & around neighborhood. Preliminary qualification of tenants. Schedule showings;
3) Accept and review applications. Confirm qualifications Call references. Call back successful tenants. Perform credit, background, and eviction check
4) Confirm everything with qualified tenant, confirm move-in date, schedule lease & rules signing, get deposit. Send "move-in" doc with information about how to pay rent, utilities, cable, stuff in neighborhood, banks, where to get money orders
5) Ensure old tenant is moving out on time, make copies of new keys for tenant, and gate for everyone. Prepare walkthrough document for new tenant. Prepare deposit return receipt for old tenant, with amount blank.
6) Get garage, storage, mailbox, gate, & unit keys from old tenant. Careful walkthrough inspection w/ checklist for old tenant. Return portion of deposit deserved. Have tenant sign receipt.
7) Bring token gift to new tenant at move-in (plant, trinket/good luck charm). Do walkthrough inspection w/ new tenant. Have them sign. Give all keys to tenant. Give them "Congratulations!" and emphasize it is their home.
8) Scan all signed documents and save in appropriate folders.

Any input, criticism, or help on existing documentation for real estate is appreciated! Checklists, guides, etc.. I'm not much of a checklist person by nature, but I'm learning!