Hey Aaron, Time is money and your time will become increasingly valuable. I wanted to give you a few things to consider to save your time:
1. Requiring a completed application prior to showing. This requires the applicant to put forth some effort prior to completing a showing. This will eliminate some leads who are not serious about renting the unit.
2. Use an online application that preferably syncs with your management software. This eliminates data input, streamlines screening, aggregates applicants. This is a must for 2023 and beyond.
3. Screen applicants prior to showings. This one is optional, and is a time expense vs cash expense consideration. For my team, it costs more for us to send one of our highly-paid property managers to a property than it does to complete criminal and credit screening (we get discounts based on volume). IF (and I mean if) we do an in-person showing, you better believe that applicant is already approved to sign the lease.
4. Automated Showings - If you are ready to get real serious about conserving your time and labor expenses for your team, you need this. Tenant Turner is highly endorsed by BP, and that is what we use. This essentially gets you applications in the door with people who have seen and confirmed they want the unit without ever interacting wiht them. Win-Win-Win! Then you screen, and they sign!
5. E-Lease and Templates - Create your lease into a template that preferably syncs with your management software. When you approve an application, the data automatically fills the lease. You hit send, and they can sign it on their phone in less than 30 seconds. If you can't get that fancy, at least use DocuSign or similar to get digital signatures, and if you are in Maine, don't forget all the compliance docs: Radon, EFF, Lead, Bangor Tenant Rights (I see you live there).
That should get you started. Learn prior to making mistakes. Don't learn how to screen after placing a tenant! If it is already too late, I can tell you how to efficiently conduct an eviction process in Maine.
Good luck!