Learn How to Save Time on Repetitive Apartment Management Tasks Using ChatGPT
By the end of this lesson, you’ll be able to:
Think about your workday. How many times do you write similar emails? How often do you explain the same policies? How much time do you spend on repetitive tasks?
Before Simple Helpers → Starting from Scratch: “Writing every email from the beginning, explaining policies differently each time”
With Simple Helpers → Ready-Made Solutions: “Having go-to ChatGPT prompts that give you professional results quickly”
Time-Saving Examples:
A helper is just a ChatGPT prompt that you save and reuse for common tasks. Think of it like having a smart assistant who knows exactly how to help you with specific jobs.
Examples of Simple Helpers:
Explain what you need help with
Add specific details about your situation
Say what tone or style you want
Your result should be ready to use or easy to customize
Example Using EASY:
When to Use: When rent is 3-5 days late
Your ChatGPT Prompt:
Help me write a friendly but professional email reminder about late rent. The details are:
- Resident name: [NAME]
- Amount due: [AMOUNT]
- Days late: [NUMBER]
- Our late fee policy: [POLICY]
Make it understanding but clear about next steps. Keep it short and professional.
Why This Works: You get a caring but firm message every time, and you just fill in the specific details.
When to Use: Acknowledging any maintenance request
Your ChatGPT Prompt:
Write a professional response to a maintenance request. Here's the situation:
- Issue: [DESCRIBE PROBLEM]
- Urgency level: [URGENT/ROUTINE/EMERGENCY]
- Estimated timeline: [WHEN IT WILL BE FIXED]
- Resident name: [NAME]
Make it helpful and professional. Include what they can expect next.
Sample Response from ChatGPT:
Dear [NAME],
Thank you for reporting the [ISSUE]. We understand how important this is for your comfort at home.
We've scheduled this as a [URGENCY LEVEL] repair and expect to have it resolved [TIMELINE]. Our maintenance team will contact you within 24 hours to schedule a convenient time.
If you have any questions or if this becomes more urgent, please don't hesitate to call our office.
Best regards,
[YOUR NAME]
When to Use: After someone tours your property
Your ChatGPT Prompt:
Create a friendly follow-up email after a property tour. Include:
- Prospect name: [NAME]
- Apartment they liked: [UNIT TYPE/FEATURES]
- Any concerns they mentioned: [CONCERNS]
- Special offers available: [OFFERS]
- Next steps: [APPLICATION PROCESS]
Make it personal and encouraging, but not pushy.
When to Use: When residents ask about policies
Your ChatGPT Prompt:
Help me explain our apartment policy clearly and professionally:
- Policy topic: [PET POLICY/NOISE/PARKING/ETC]
- Current situation: [WHAT HAPPENED]
- What we need from resident: [ACTION NEEDED]
Make it friendly but clear about the rules. Focus on community standards.
When to Use: When someone signs a lease
Your ChatGPT Prompt:
Write a warm welcome email for a new resident:
- Resident name: [NAME]
- Move-in date: [DATE]
- Unit number: [UNIT]
- Important first-week information: [KEY DETAILS]
Make it exciting and helpful for their first days here.
Step 1: Create a Simple Document
Step 2: Organize by Situation
Step 3: Test and Improve
MY CHATGPT HELPERS
LEASING SECTION:
1. Tour Follow-Up Email
2. Application Status Update
3. Lease Signing Congratulations
4. Move-In Instructions
MAINTENANCE SECTION:
1. Work Order Acknowledgment
2. Emergency Response
3. Repair Completion Notice
4. Maintenance Reminders
RESIDENT RELATIONS:
1. Policy Explanations
2. Complaint Responses
3. Community Announcements
4. Lease Renewal Invitations
DAILY TASKS:
1. Email Responses
2. Phone Call Summaries
3. Daily Reports
4. Team Communications
Be Specific: Instead of “write an email,” say “write a professional email about late rent that sounds caring but firm”
Include Examples: “Make it sound like this: [PASTE EXAMPLE OF GOOD COMMUNICATION]”
Set the Tone: “Make it friendly,” “keep it professional,” “sound understanding but clear about rules”
Ask for Options: “Give me 2 different versions – one more formal and one more casual”
❌ Too Vague: “Help me with maintenance”
✅ Specific: “Write a response to a maintenance request about a broken dishwasher”
❌ No Context: “Write an email”
✅ With Context: “Write an email to a resident who’s been late on rent twice this year”
❌ No Tone Guidance: “Respond to this complaint”
✅ Clear Tone: “Respond to this noise complaint professionally and helpfully”
Think about your daily tasks. What takes the longest? What do you do over and over?
Common Time-Wasters:
Step 1: Pick One Task Choose something you do at least 2-3 times per week.
Step 2: Write Your Prompt Use the EASY method:
Step 3: Test It Try your prompt with ChatGPT. Does it give you something useful?
Step 4: Improve It What’s missing? What could be better? Update your prompt.
Step 5: Save It Add it to your helpers collection.
Your Task: Create a helper for responding to prospective residents who ask about pricing.
Try Creating This Prompt:
Help me respond to a prospect asking about apartment pricing:
- Community name: [YOUR COMMUNITY]
- Available units: [UNIT TYPES AND PRICES]
- Special offers: [CURRENT PROMOTIONS]
- Prospect's name: [NAME]
Make it professional but friendly. Focus on value and encourage them to tour.
Simple Sharing Methods:
For Leasing Teams:
For Maintenance Teams:
For Management:
Always Check These Things:
⚠️ Legal or Policy Issues: If ChatGPT suggests something that might violate fair housing or company policy
⚠️ Too Generic: If it could apply to any apartment anywhere
⚠️ Wrong Tone: If it doesn’t match how your property communicates
⚠️ Missing Information: If important details are left out
Always Ask Your Manager About:
Question 1: What’s the most important thing to include in a helper prompt? A) Make it as short as possible B) Be specific about what you need and include context C) Ask for the longest possible response D) Never include examples
Answer: B) Be specific about what you need and include context
Question 2: How should you organize your saved helpers? A) Put them all in one long list B) Organize by situation (leasing, maintenance, etc.) C) Only save the ones you use daily D) Don’t organize them at all
Answer: B) Organize by situation (leasing, maintenance, etc.)
Question 3: Before using any ChatGPT response, you should always: A) Use it exactly as written B) Check it for accuracy and appropriateness C) Make it longer D) Share it with everyone immediately
Answer: B) Check it for accuracy and appropriateness
Question 4: The EASY method stands for: A) Explain, Add details, Style, Your result B) Email, Ask, Say, Yes C) Easy, And, Simple, Yesterday D) Everyone, Always, Saves, Yourself
Answer: A) Explain, Add details, Style, Your result
Question 5: When should you get human help instead of using ChatGPT? A) Never – always use ChatGPT B) Only for complex writing C) For legal issues, emergencies, or anything you’re unsure about D) Only on weekends
Answer: C) For legal issues, emergencies, or anything you’re unsure about
Helper 1: Communication Helper Create a helper for a communication task you do often (emails, explanations, responses)
Helper 2: Process Helper Create a helper for a routine process (work orders, applications, follow-ups)
Helper 3: Team Helper Create a helper that would benefit your whole team and share it
Problem: Trying to create one helper that does everything
Solution: Keep each helper focused on one specific task
Problem: Saving a helper without trying it first
Solution: Always test your helpers before relying on them
Problem: Using ChatGPT responses exactly as written
Solution: Always review and customize responses for your specific situation
Problem: Using outdated helpers that don’t work well anymore
Solution: Review and update your helpers monthly
Problem: Keeping helpful prompts to yourself
Solution: Share your best helpers with your team
“I created a helper for lease renewal emails. Before, I spent 15 minutes on each one trying to remember what to say. Now it takes 3 minutes and they’re more professional. My renewal rate went up 15%!”
“My maintenance response helper makes residents feel heard and gives them clear expectations. I went from getting follow-up calls on 60% of work orders to only 20%. Residents are happier and I have more time for other tasks.”
“We started sharing helpers at our team meetings. Now everyone’s communications are more consistent and professional. New team members get up to speed 50% faster because they have proven templates to work from.”
Week 1: Create 3 basic helpers for your most common tasks
Week 2: Improve your helpers based on real use
Week 3: Create helpers for more complex situations
Week 4: Help team members create their own helpers
Essential Points to Remember:
Your Helper Success Formula: “Start simple, test thoroughly, use consistently, share generously, improve continuously.”
Remember: The goal isn’t to become an expert overnight. Focus on creating a few helpers that genuinely save you time and make your work easier. Once you’re comfortable with basic helpers, you can gradually tackle more complex tasks.
Your simple helpers are the foundation for using ChatGPT effectively in your daily work. Master these basics, and you’ll be ready for more advanced applications!