In an effort to systemize my operations one of the first steps is to identify all the "tasks" that I as a landlord currently do. My goal is if I were to be hit by a car tomorrow someone else could step in and know what needs to be done and how it ends to be done.

My list of landlord tasks (what am I missing)? FYI typing on my phone so expect more than the usual typos.

-collect rent

-deposit rent

-receive repair requests

-schedule repairs with tenant/contractor

-find contractors

-pay mortgages

-do taxes

-annual insurance tune up

-show properties

-sign lease

-send out security deposit accounting

-list vacancies

-vacancy marketing

-respond to vacancy requests

-grass cutting on vacancies

-change locks

-communicate lease violations

-communicate late rent

-file in court

-go to court

-shovel snow on vacancy

-respond to HOA violations

-property inspections

-walk through pre occupancy

-walk through post occupancy

-rental turnover

-cleaning

-move utilities in/out of my name

-screen tenants

-regular tenant communication

-rent increases

What is missing?

Probably the most important consideration is who will take over the tasks?

I've talked with my spouse and she has no interest in being a land lady. Once I'm out of the picture, she is to hire a competent PM or sell. Her choice.

I get the whole systematize thing....but there is a point of diminishing returns. Laws change. Tenants change. Properties sometimes change. What is true today may be outdated tomorrow. So unless you're prepared not only to make this manual first time around but also updated it every 6 months or so, it may end up giving the person who steps in bad info.

The other consideration is finances. Anyone who is taking over a significant portion of control over your rental property will have to have access to the finances to make it all work. Able to write checks, pay contractors, etc. Other than your spouse...whom would you trust to have access to your bank account? That would all have to be set up in advance via a Power of Attorney or by putting someone's name on your account.

I've been toying with the idea of finding a few other LLs locally and making a friendly agreement with them that if any one of us is incapacitated for x-months, the others will step in and help. Keep the ship moving forward until I'm able to step back in. People who already know the laws of our state, the town, and LL 101 Basics. I think it would be too much of a burden for someone with no knowledge to step in, even with a well-documented manual. I haven't figured out the financial part on that yet, other than them telling my wife what checks to write and to whom.

I keep coming back to hiring a competent PM. I think overall that would be the surest, least-complicated way to ensure everything gets done correctly.

Systems need to be maintained and continuously improved, that is a given Working on systems is the difference between working on your business vs working in your business.

Laura, I hear what you're saying. ACtually, this topic came up 3 years ago at the Mr. LL Convention as well. I know because I have my notepad open right now and am looking at notes I took on Jeffrey's training.

To be 100% clear: I am NOT saying "Do not systematize." What I AM saying is "systematizing has to be done, redone, and re-redone, continually" and more important than any system is you find a person who can IMPLEMENT it. I'm sure Jeffrey touched on implementation. He hammered that one home two years ago in St. Louis.

You can have the most excellent 3-ring binder and colored divided sections in the world, but if the person you put in place isn't 100% clueless about rentals and hasn't got the intestinal fortitude to evict late payers and deal with contractors, it will do you no good whatsoever and will have been a total waste of time.

I hope this suggestion fits this commentary.

We have 2 lists. #1 is the tenant list- who-where-how much- lease start date /end date rent amount and phone numbers. We have that on each office desk- up on my kitchen table and one in each car and in my brief bag. Updated as tenants move in and out. Our MMan has copys but with out rent amounts.

Laura, we are off-loading more and more of the physical tasks of landlording. I stopped painting years ago, after I hurt my shoulder. Glenn is still doing it, but touch-ups: we are not doing full-on painting anymore. He still does plenty of grueling physical labor, but trying to dial it back. I will still lay Allure, but that's about it.

The business side is somewhat shared using Google Sheets, Docs, Email, Contacts. He knows the tradespeople better than I do but I'm the one who pays them.

Financially, he will be challenged. He hasn't learned how to balance a check book EVER in his life, I have always handled the money even in our pre-LL days. He will need a good bookkeeper for sure. Plans right now are to train up one of the kids or grand-kids...but even if he has to hire outside the family, that kind of expertise is probably available, and he can handle the tenant side of the business even though he doesn't want to - he goes to most of the same training that I do and reads here too.