OFFICE OVERHAUL

BRING WITH YOU: Secretary, PDAS List,

Staff Roster, Handbooks or Other Operating Documents,

Laptop

MORE… LESS…          

 

This year, I want

Principal Office Overhaul Schedule

1:00 p.m. – More/Less Exercise1:10 p.m. – Session 1: “Stop Putting Out Fires” or “Screen Cast-o-matic”2:30 – 2:40 p.m. – Break 

2:40 – 4:00 p.m. – Session 2:“Outlook Overhaul”

Or “Flipbook & Hyperlinked Documents”

OFFICE OVERHAUL

BRING WITH YOU: Secretary, PDAS List,

Staff Roster, Handbooks or Other Operating Documents,

Laptop

MORNING MEETING“The success of the REST of your day is

contingent upon how you START the day.”

MORNING MEETING

MORNING MEETING

Secretary’s Notebook Incoming Mail/MemosDiscussion ItemsTo SignCompleted Requests

Administrator’s NotebookRequest FormsAccountability LogDeadline Matrix

STEP 1: PAPER PUSHINGSecretary is the “Boss” of M.M.

This is a ______You need to _____It’s due by _____ Yes 

Ma’am!

STEP 2: GOAL SETTINGAdministrator Drives Priorities

“I need ____by ____”Or 

“I need ____ time on my calendar to _____.”Deadline 

Matrix Calendar PDAS Year at a Glance

ACCOUNTABILITY LOG

# WHO? TO DO WHAT? BY WHEN? √

Morning Meeting Practice

Assign PDAS List & Request Assign an Agenda Creation RequestAssign Deadline Matrix ItemsOther (as needed)

MANAGING PAPER“No paper in the Principal’s Office”

PAPER MANAGEMENT BIN

TO FILE (you do not keep files)

*in the beginning, you may need to tell your secretary “how to file”

TO COPYREQUESTS

MAKING TIMEFor the most important things…

Calendar Blocking

• Morning Meeting (15-30 minutes a day)

• Coaching Days (or Periods)

• Office Time to Return Calls or Meet With Others 

“___is not available right now, but he/she will be available to call/meet with you at ____.”

Deadlines (Secretary drops deadlines/tasks in notes or creates separate invites)

Monday Tuesday Wednesday Thursday Friday

Morning Meeting Brainstorming

Coaching  Week at a Glance/Newsletter

Office Department Meetings

Other: Faculty Mtg. or Professional Development

Monday

Tuesday

Wednesday

Thursday

Friday

THINGS THE PRINCIPAL “HAS TO DO”

Monday

Tuesday

Wednesday

Thursday

Friday

THINGS THE PRINCIPAL“NEEDS TO KNOW”

ADMINISTRATOR’S CALENDAR SECRETARY’s CALENDAR

BUILDING/EMPLOYEE REQUESTS

Supplies: Building Request FormShared Meeting Spaces: Secretary’s CalendarDays Off: Secretary’s Calendar

Procedures vs. Fire-Fighting

• Before you fight that fire, ask yourself:• Why am I the only one who can do this?• Can this be delegated?• Is someone else better informed and prepared to handle the situation?

• Is this the best use of my time?• Is this really urgent?• Is this incident or recurrence the result of a 

missing/needed system?• If I fight this fire, what priority will I neglect? And…is it worth it?

SYSTEMS AUDIT DISCUSSION GUIDE

Collaboration & Discussion• _______ minutes to discuss procedure(s) with secretary

• Idea SwapYour team may wish to “workshop” with front office & leadership

team to establish procedures on the preceding pages. If you want us to come on site to facilitate, let us know.