Schedule regular check-ins to monitor progress and provide support
Introduction to the team and office tour
Welcome to the team! This task involves introducing the new leasing manager to the team members and giving them a tour of the office. It plays a crucial role in ensuring a smooth onboarding process and helps the new manager to understand the team dynamics and office layout. The desired result is for the new leasing manager to feel comfortable and acquainted with their colleagues and workspace. During the office tour, highlight key areas such as meeting rooms, break areas, and essential facilities like restrooms and printing stations. Additionally, encourage the new leasing manager to ask questions and use this opportunity to foster a sense of belonging and camaraderie.
Provide job description and expectations
In this task, you will provide the new leasing manager with a detailed job description and explain their role and responsibilities. This task sets clear expectations for the new manager and helps them understand how their role contributes to the overall leasing process. Emphasize the importance of effective lease management, meeting targets, and maintaining positive relationships with clients. Ensure that the new manager understands the leasing goals and how their performance will be measured. Provide them with any relevant documents, such as leasing policies, procedures, and performance targets.
Allocate workstation and necessary hardware
To create a productive work environment, you need to allocate a workstation to the new leasing manager. This task involves providing all the necessary hardware and equipment needed for their job. Ensure that the workstation is set up according to the manager's preferences and requirements. Work closely with the IT team to make sure the hardware, such as a computer, monitor, keyboard, and mouse, are arranged as per the new leasing manager's specifications. Assist in setting up any additional hardware required, such as printers, scanners, or specialized equipment.
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Computer
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Monitor
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Keyboard
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Mouse
Setup and distribution of access cards and keys
This task involves setting up access cards and keys for the new leasing manager. Access cards will allow them to enter restricted areas within the office building, while keys may be required to access specific rooms or cabinets. Provide them with the necessary access rights and permissions based on their job requirements. Collaborate with the security team to ensure a smooth setup and timely distribution of access cards and keys. Encourage the new manager to report any issues or concerns related to access card functionality or key access permissions.
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Office building access card
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Key to leasing department
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Key to meeting room
Computer System and Software Installation
In this task, you will coordinate with the IT team to install the necessary computer systems and software for the new leasing manager. Set up a meeting with the IT team to discuss the specific requirements of the new manager, such as software tools, applications, and access to leasing systems and databases. The desired result of this task is to provide the new manager with a fully functional computer system that allows them to effectively carry out their responsibilities. Ensure that all relevant software is tested and functional before handing over the system to the new manager.
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CRM software
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Leasing management software
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Email client
4
Microsoft Office suite
Email and internal communication system setup
Effective communication is crucial for a leasing manager. In this task, you will help the new leasing manager set up their email account and internal communication system. Provide them with instructions on how to configure their email client and access company resources such as shared drives or cloud storage platforms. Explain the guidelines for professional email communication and any specific internal communication tools or channels used within the company. Encourage the new manager to reach out for assistance if they encounter any issues during the setup process.
Introduction to leasing systems and databases
In this task, you will familiarize the new leasing manager with the leasing systems and databases used within the company. Provide them with access credentials and demonstrate how to navigate the systems. Explain the purpose and functionality of each system/database, highlighting key features or tools that are essential for lease management. Assist the new manager in exploring sample data or records to get a better understanding of the system's capabilities. Encourage them to ask any questions and provide ongoing support to ensure they are confident in using the systems.
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CRM system
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Property management system
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Lease document repository
Approval: IT/Admin Setup
Will be submitted for approval:
Computer System and Software Installation
Will be submitted
Email and internal communication system setup
Will be submitted
Orientation about company culture and values
To promote a positive work environment, it is important to provide the new leasing manager with an orientation about the company culture and values. Explain the core values and mission of the company, emphasizing how they align with the leasing team's objectives. Highlight any initiatives or programs that promote diversity, inclusion, and employee well-being. Encourage the new manager to actively participate in company events or activities that foster team spirit and promote the company's culture and values.
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Diversity and inclusion programs
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Employee well-being initiatives
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Company-wide events
Training on lease agreements and contract review
This task involves providing training to the new leasing manager on lease agreements and contract review processes. Explain the key elements of a lease agreement and the importance of a thorough contract review. Provide them with sample lease agreements and demonstrate how to review and identify potential issues or discrepancies. Emphasize the need for accuracy, attention to detail, and adherence to legal and regulatory requirements. Encourage the new manager to seek clarification or guidance from the legal team if they encounter complex or ambiguous contract terms.
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Rent amount
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Lease term
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Maintenance responsibilities
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Renewal options
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Termination clauses
Meet with the legal and finance team
To ensure a comprehensive understanding of leasing processes, the new leasing manager should meet with the legal and finance teams. Plan and schedule a meeting with representatives from these departments. During the meeting, provide an overview of their roles and responsibilities in the leasing process. Clearly communicate the expectations for collaboration between the leasing manager and the legal and finance teams. Encourage open communication and address any potential challenges or concerns that may arise during the leasing process.
Introduction to company's portfolio of properties
In this task, you will introduce the new leasing manager to the company's portfolio of properties. Provide them with an overview of the properties managed by the company, including details such as location, size, and types of properties (residential, commercial, etc.). Share any unique features or selling points of the properties to help the new manager understand the market positioning and potential challenges. Encourage them to explore additional resources, such as property brochures or virtual tours, to familiarize themselves with the properties.
Details of key clients and stakeholders
To facilitate effective client management and engagement, provide the new leasing manager with details of key clients and stakeholders. Share information about important clients, their leasing requirements, and any existing leasing agreements or relationships. Additionally, provide an overview of key stakeholders such as property owners, vendors, or contractors who play a significant role in the leasing process. Encourage the new manager to proactively engage with clients and stakeholders to build strong relationships.
Conduct lease management system training
As a leasing manager, it is crucial to have a thorough understanding of the lease management system used within the company. In this task, you will provide training on the lease management system to the new manager. Explain the features and functionalities of the system, including how to create and update lease records, track lease agreements, and generate reports. Highlight any system integrations or workflows that streamline the leasing process. Encourage the new manager to actively explore the system, ask questions, and seek further training or troubleshooting support, if required.
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Creating and updating lease records
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Tracking lease agreements
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Generating reports
Review of leasing policies and procedures
This task involves reviewing the leasing policies and procedures with the new leasing manager. Share the company's leasing policies and procedures document, explaining the importance of compliance and adherence to internal guidelines. Discuss any key updates or changes to the policies, ensuring that the new manager understands their responsibilities in implementing and communicating the policies to clients. Encourage them to ask questions and seek clarification on any policy or procedure that may be unclear.
Approval: Training Completion
Will be submitted for approval:
Conduct lease management system training
Will be submitted
Review of leasing policies and procedures
Will be submitted
Assign a first task or project
In this task, you will assign the new leasing manager their first task or project. Provide a detailed description of the task or project, including the expected deliverables, timeline, and any specific requirements. Clearly communicate the objectives and desired outcomes of the task, ensuring that the new manager understands the expectations. Encourage them to seek assistance or guidance if needed and emphasize the importance of seeking clarity on any task details to ensure successful completion.
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Lease analysis report
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Client presentation
3
Market research data
Schedule first team meeting
To facilitate effective communication and collaboration, it is essential to schedule the first team meeting for the new leasing manager. Set a date and time for the meeting, ensuring that it aligns with the availability of all team members. Clearly communicate the purpose and agenda of the meeting, including any specific discussion topics or objectives. Encourage the new manager to actively participate and contribute to the meeting, fostering a sense of teamwork and engagement.
Discussion on performance expectations and KPI's
This task involves discussing performance expectations and key performance indicators (KPIs) with the new leasing manager. Clearly communicate the goals, targets, and metrics that will be used to evaluate their performance. Discuss the frequency of performance evaluations and provide an overview of the performance appraisal process. Encourage the new manager to actively seek feedback and engage in regular performance discussions to ensure continuous improvement.
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Lease conversion rate
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Average deal size
3
Client satisfaction score
Schedule regular check-ins to monitor progress and provide support
To ensure the new leasing manager's success, it is vital to schedule regular check-ins to monitor their progress and provide any necessary support. Agree upon a schedule for check-ins, considering the new manager's workload and availability. During these check-ins, discuss the manager's progress, challenges faced, and provide guidance or resources as needed. Use this opportunity to address any concerns or queries they may have, offering support and reassurance.