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As we wrap up July, we’re diving deeper into Framework Friday and our All-in on AI community - designed for leaders ready to build smarter and move faster. Join today to be part of the action, and stay tuned for our upcoming AI Readiness Cohort to help you implement AI with real-world impact.

— Lucas Robinson, Founder & CEO at BudgetMailboxes.com

🎯 This Week’s Strategy:

• Kanban

🤝 Boardroom Brief:

• Legal Spotlight: Indiana AG Sues Property Manager for Deceptive Lease Practices
  

Strategy

🎯 Kanban

Streamline Workflows, Increase Visibility, and Improve Accountability

In a fast-paced industry like property management, staying organized and agile is key to reducing delays, preventing miscommunication, and keeping operations smooth. That’s where Kanban comes in.

Originally developed by Toyota for manufacturing, Kanban is now widely used across industries as a visual project management system. It helps teams see work in progress, avoid bottlenecks, and maintain a steady workflow - all on one board.

How Property Managers Can Implement a Kanban System

1. Visualize the Workflow

Start by mapping out your core processes. These might include leasing, maintenance, rent collection, vendor coordination, or tenant communications. Each step in the process becomes a column on your Kanban board, typically starting with “To Do,” “In Progress,” and “Done.”

Action Steps:
✅ Choose a Kanban tool (Trello, Asana, ClickUp, Monday.com, or even a physical whiteboard).

✅ Create columns for each phase of the process you’re managing.

✅ Add task cards (e.g., “Lease Renewal – Unit 204” or “HVAC Repair – Building C”) to the board.

Tip: Color-code by property, team, or priority level to improve clarity.

2. Limit Work in Progress (WIP)

Kanban encourages setting WIP limits to avoid overwhelming staff and to focus on finishing tasks instead of starting too many at once. This creates a natural balance and prevents burnout.

Action Steps:
✅ Set a maximum number of tasks that can be in “In Progress” at any given time.

✅ Encourage team members to complete current tasks before starting new ones.

✅ Monitor task flow to identify bottlenecks and adjust WIP limits as needed.

3. Track & Optimize Task Flow

The power of Kanban lies in visibility. You can quickly spot where work is piling up, which tasks are stalled, and where efficiency is slipping.

Action Steps:
✅ Use daily or weekly “stand-ups” to discuss what’s moving, what’s stuck, and why.

✅ Track how long tasks stay in each column—this highlights delays or inefficiencies.

✅ Use analytics (most digital Kanban tools have built-in dashboards) to continuously improve your process.

4. Foster Team Accountability

With Kanban, it’s always clear who’s working on what. This transparency enhances accountability and ownership, reducing the need for constant status updates.

Action Steps:
✅ Assign each card to a team member or role (e.g., leasing agent, maintenance tech).

✅ Add due dates, checklists, or comments to clarify expectations.

✅ Celebrate completed tasks to keep morale high and reinforce performance.

5. Apply Kanban Beyond Maintenance

While many property managers start with maintenance tracking, Kanban can revolutionize other workflows:

Examples:

• Leasing: From lead inquiry → showing → application → approval → move-in.

• Marketing: Track campaigns, social content, and community engagement tasks.

• Tenant Communications: Organize and prioritize incoming tenant requests or complaints.

Bottom Line

Kanban isn’t just a visual board—it’s a mindset shift that helps your team work smarter, not harder. For property managers juggling dozens of responsibilities, it brings order to chaos and keeps everyone aligned on what matters most.

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Boardroom Brief

Legal Spotlight: Indiana AG Sues Property Manager for Deceptive Lease Practices

A recent lawsuit filed by Indiana Attorney General Todd Rokita has put a spotlight on lease compliance after IBIN Management, LLC was accused of violating consumer protection laws in Hammond and East Chicago. The suit alleges the company included illegal lease clauses—such as delayed security deposit returns, improper repair charges, unauthorized entry, and efforts to prevent tenants from seeking legal damages. This case reinforces the importance for all property managers to review lease agreements for legal compliance with state laws and ensure transparency in tenant communications. As regulatory scrutiny increases, staying proactive on lease integrity is not just good practice—it’s essential risk management.

Takeaway for Managers: Review your leases for local compliance, especially around deposit timelines, repair responsibilities, and tenant rights. Legal oversights—even unintentional—can result in lawsuits, fines, and reputational damage.

Game

🎉 Fun Finale: Play & Poll