time saving tips and techniques for athletic administrators...time saving tips and techniques for...
TRANSCRIPT
Time Saving Tips and Techniques for Athletic Administrators
Briant Kelly, CMAALibertyville High School – Illinois
Time Saving Tips and Techniques for Athletic Administrators
“Lack of direction, not lack of time, is the problem. We all have twenty-four hour days.” – Zig Ziglar
“How did it get so late so soon?” – Dr. Seuss
“I must govern the clock, not be governed by it.” – Golda Meir
“Lose an hour in the morning and you'll be looking for it all day.”― Irish proverb
Athletic OfficePhysical Considerations
• Location of the Athletic Office in the School
– Proximity to Athletic Facilities
– Location to other offices/teacher center
– Meeting room space
• Desk and work space
– Ample desk space to work on projects
– Office layout conducive to work as a team
– Comfortable work chairs and/or stand-up desk
Organize Your Office
• Many resources available for office organizational needs– Look at other offices in the building
• Utilize file folders– To Do – Supply/Equipment Orders – Practice schedules– Committees
• File, file, file…– Eliminate piles on your desk– 3-ring binders– Electronic files in lieu of paper files– Purge as needed
• Set an example for your staff and coaches
Prioritization
• To Do List or Checklist– Daily, weekly and monthly checklists– Set timelines and meet them…set an example– Checklists for events (Awards night, tournaments)
• Routines…Daily and Weekly– Reminders and/or events in Calendar
• Delegation– You cannot do it all…trust others– Are there others in the building that can help?
• Difficult/complex tasks in the morning• Try not to multi-task
Communications
• Weekly Schedules of Facilities, Practices and Events– Coaches and B&G Personnel
• Weekly Schedules of Home and Away Contests– Front desk, District office, Media, Security & Yearbook staff
• Weekly Schedule of Officials & Workers– Share with Asst. AD and Event Supervisors– Reminders to athletic workers
• Social Media – share information– Twitter, Facebook
• Phone Calls– Return phone calls ASAP
Technology
• Office Technology Needs– Copy machine, fax machine, scanner, multiple computer
screens, color printer
• Individual Technology Needs– Laptop, i-pad and smart phone
• E-mail– Folders to organize emails by sport, etc.– Read and delete or Read and file– Out of office notification
• Computer Organization– Folders for each sport– Purge
Email Folders
Technology – cont.
• Document sharing– Google documents– Google sheets
• Electronic Calendar– Sharing feature– Meeting invites– Repeating tasks and/or meetings
• Scheduling Database– Notifications to parents and coaches– Communicate with other departments (B&G, Officials)
Athletic Website
• Contact Information– Athletic Department– Coaches
• Athletic Schedules• Team webpages
– Keep updated and simple
• Athletic Parent-Student Handbook• Directions to schools and athletic venues• Links to Conference and High School Association
information
Budget Process
• Budgeting Process– Meet with the Principal and Business Office
• What is the current process and can anything be streamlined?
• Develop a relationship with accounts payable/receivable
– Developing the budget with coaches• Google sheets
• Previous orders
– Ordering supplies• Purchase order or P-Card
• Amazon.com – tax exempt status
Personal Organization
• Live a Healthy Lifestyle
– Nutrition, exercise, sleep and spiritual
• Personal time for family and friends
• Organization at home
– Family and Calendar
– Automated bill payments
– House chores and repairs
• Turn your phone off…
Miscellaneous Tips
• Collaborate with other Athletic Departments– Athletic Department Secretaries communicate and
meet during the school year
• Teamwork – don’t be afraid to get your hands dirty
• Get to know your staff and key personnel at school
• Set meeting times…with an ending time• Is there a quiet place at work to accomplish
tasks?
Miscellaneous Tips
• Take care of people that take care of you!
– Athletic gear, gift certificates & food
• Office lunches
– Birthdays and holidays
• Buy flowers/plants for the office
– Creates a positive environment
• Acknowledge and say thank you
– Take the time to write a thank-you note
Questions
Briant Kelly, CMAA
Athletic Director
Libertyville High School
847-327-7063