5 Essential Tasks Property Managers Should Outsource to Scale FasterMarch 26, 2025 By Weng VI When you started your property management business, you probably had one goal: growth. You might have imagined expanding your portfolio, building strong relationships, and creating something scalable. But now, your days are packed with phone calls, emails, lease renewals, and maintenance requests. Smart property managers outsource. You should too!Studies show that small business owners spend an average of 68% of their time on day-to-day tasks, with almost no time for long-term goals like growth and strategy.Hiring full-time, in-house help might seem like the solution, but with salaries and overhead costs, it’s often out of reach. So, how do you break free from the grind without breaking the bank? Property management outsourcing.A rockstar virtual assistant can take over the most time-consuming tasks, freeing you to focus on scaling your business. Here are five essential tasks you can delegate to unlock your growth potential:1. Phone Calls Are Holding You Back from ExpansionIf it feels like you’re tied to your phone all day, it’s because you probably are. Prospective tenants are calling for property details, current owners have questions, and then there are the dreaded lengthy calls that don't actually need your attention. The phone never stops ringing—and each call takes you further away from focusing on your business’s growth.Smart property managers outsource to a VA who can take over these calls, handling everything from client inquiries and appointment scheduling to following up with overdue rent payments. They act as your frontline communicator, keeping the small stuff off your plate so you can focus on what matters most.When you’re no longer tied up with calls, you can shift your focus to building new relationships, onboarding new owners, and strategizing ways to grow your business.2. Your Inbox Is a Roadblock to Bigger GoalsYour email inbox is more than just clutter—it’s a growth barrier. Every minute you spend responding to scheduling chaos, client complaints, and routine inquiries is a minute you’re not spending on strategic tasks like marketing, networking, or acquiring new properties.A VA can bring order to your inbox, creating a streamlined system that works for you. They’ll sort, prioritize, and respond to messages on your behalf, ensuring nothing important slips through the cracks while freeing you from the constant back-and-forth.Instead of spending hours in your inbox, you’ll finally have the mental space and time to focus on revenue-generating activities that move your business forward.3. Tenant Screening Is Stalling Your MomentumThorough tenant screening is critical for your business—bad tenants can cost you time, money, and peace of mind. But the process itself—running credit checks, verifying employment, and contacting references—is detailed, repetitive, and takes up valuable hours you could spend elsewhere.This is why wise property managers outsource to a VA. They’ll take care of all the paperwork and details, organizing the information into clear, concise profiles so you can make quick, confident decisions about your applicants.When smart property managers outsource to VA, they can seamlessly handle tenant screening, fill vacancies faster, reduce risks, and free up time to market their services and grow their portfolio.4. Lease Renewals Are Eating Into Your Growth PotentialLease renewals might seem straightforward, but they can quickly become a tedious and time-consuming process. And every lease renewal you handle is time you could be using to grow your business.A VA can manage the entire lease renewal process for you. They’ll keep track of expiring leases, send renewal notices on time, and ensure all signatures are collected. No more scrambling to renew leases at the last minute and no more stress about losing great tenants because of a missed deadline.With lease renewals off your plate, you’ll have more time to onboard new clients and explore opportunities to grow your property management business.5. Maintenance Coordination Is Holding You HostageIf you’ve ever found yourself in the middle of a maintenance nightmare, you already know how much time it can drain. A tenant calls about a broken appliance, you call the contractor, the contractor is delayed, the tenant calls back to complain, and suddenly, you’re stuck as the go-between. It’s exhausting—and it keeps you from focusing on growing your business.A VA can step in as the ultimate middleman. They’ll handle tenant maintenance requests, schedule contractors, follow up on repairs, and make sure everyone stays in the loop. No more micromanaging every step of the process.Smoother maintenance coordination means happier tenants, and happier tenants mean happier owners and better retention rates—giving you more time to focus on bringing in new clients and expanding your business.Stop Managing Tasks—Start Managing GrowthAs long as you’re buried in phone calls, emails, tenant screenings, and other routine office tasks, your business will stay exactly where it is. Growth requires time, focus, and strategy—and you’ll never have those things if you’re stuck in the weeds.By outsourcing these five tasks and your other day-to-day duties to a virtual assistant, you’re not just lightening your workload—you’re creating the time and space you need to take your business to the next level.Your dream of growth isn’t out of reach—you just need the right support to get there. Ready to grow your property management business? Let us help. Book a demo now!
