OFFICE OVERHAUL
24
OFFICE OVERHAUL BRING WITH YOU: Secretary, PDAS List, Staff Roster, Handbooks or Other Operating Documents, Laptop
description
OFFICE OVERHAUL. BRING WITH YOU: Secretary, PDAS List, Staff Roster, Handbooks or Other Operating Documents, Laptop. This year, I want. Principal Office Overhaul Schedule. 1:00 p.m . – More/Less Exercise 1:10 p.m. – Session 1: “Stop Putting Out Fires” or “Screen Cast-o- matic ” - PowerPoint PPT Presentation
Transcript of OFFICE OVERHAUL
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.
