Small Developer Advice - Second Week

I'm also at a small development shop wearing lots of different hats.

• Here's what i do to keep organized
  • Notebooks/notepads for taking notes on calls/meetings
  • Sticky notes for anything i know that needs to be done and is immediate but I can't get to right on the spot
  • spreadsheets for tracking different criteria for each project, everything from utility status, project status, loan status, ap, insurance, etc. Those can all be separate or you can group some together to better summarize consolidate. I'll admit this can take some time until you find it's effectiveness just because there are so many different tools and it doesn't quite offer timing reminds that tracking software might be better able to
  • I'm not using any organizational software, but previously did in other roles and am thinking of using it here
• You definitely have to be aggressive because your shop is lean. Everyone's attention is pulled in multiple directions, so you really have to be aggressive to get someone's attention whether that's with your own team or parties you deal with externally. You'll definitely learn to be more reactive when you realize passive actions don't really return much for you
• organizing emails-- I generally try to keep pace and respond or take action as they come in. i try not to let them linger. I'll flag the stuff that is low priority or doesn't need an immediate response. If it's a high item i can't get to, use a sticky note so i see it. I've always been organized as it is and good at remember certain things so your experience with this may vary. I'll also add that I'm big on making phone calls and getting answers on the spot rather than typing up big emails so there's less back and forth
  • I might recommend start to read emails pretty early in the morning when the business day hasn't officially started so that you can focus on answering emails
  • For irrelevant emails or stuff that doesn't require you, delete those or move it to a separate folder so your inbox doesn't get cluttered
• This just goes back to wearing different hats. It should really be small administrative things that aren't taking a significant amount of time. Things like ordering lunch for the team or a meeting, troubleshooting a copier jam, ordering supplies, etc. are pretty normal. These things shouldn't really occur all that much, and your boss should know what your main priorities are.

My recommendations: 

1. Create a different outlook folder for each project and file project specific emails accordingly. 

2. I like to separate my computer files and thoughts into a few different buckets: Due Diligence (environmental, geotech, tax, title/survey, zoning, etc.); Contracts (PSA, JV, consultant agreements); Entitlements (submittals, meetings, checklists, etc.); Design (floor plans, elevations, plan sets, etc.); Construction (schedules, permits, PCOs, submittals); Financial (accounting, financial report, pay apps, requisitions, expense reimbursements).  I personally don't keep written checklists (all mental) but find it helpful to think about each individual category and what i might need to do for each, specific to each individual project.

- I use a combo of my email inbox and notepad to stay up to date with items. If it's in my inbox it's either a to-do or a reminder to follow up. Definitely useful to just throw items on your calendar as well, especially if you remember something you need to do every week or month. 

- I think it's something you just need to get used to and get thick skin. It's obviously not supposed to be toxic, but it's a business where you need to be on the lookout for your interests because all the parties you're working with are going to be looking out for themselves. A GC isn't going to eat that cost because they're nice, consultants aren't just going to do additional scope because you asked nicely, so it might feel like a battle a lot of the time, and it kinda is. Working construction was great at getting into that mentality and getting used to just calling someone and telling them what to do (it was definitely weird being 22 and telling supers and PMs who were double my age what to do, but it get's better with time). 

- I have a pretty complex email folder setup. I manage 4 projects right now and each one has a similar "shell". First top level folder is internal, then GP partner, then LP partner, then Debt, then Design team, then Construction, then any misc people that pop up. Plenty of sub-folders in each (i.e. Internal will have general internal, accounting, asset management, etc., Construction will have GC, CM, other construction trades that are contracted with us, like a fencing sub, surveyor, geotech, etc.). Emails (ingoing and outgoing, it's important to file your sent emails, imo, helps keep track of what you've sent to who and when) all get filed as soon as they are no longer relevant aka I completed the action item I had to do. I try to file sent emails once a week, but I don't always get to it. I try to keep my inbox to under 30 emails at any given time, ideal is under 20. Right now I'm at 74 and need to clean it up, I can probably get it to 25 by EOD. 

- I'd recommend doing work that you can do and if you really start to get swamped just communicate that and say it might have to get pushed because of XYZ, etc.