The Art of Juggling Multiple Facilities and Programs

1. The Art of Juggling Multiple Facilities and Programs Ethan Engel and Stephanie Manoogian Livonia Parks & Recreation

2. Introduction Ethan Engel – Athletic Coordinator Adult Leagues Softball Basketball 5v5 Soccer Sand Volleyball Youth Leagues T-Ball Coach Pitch Camps & Independent Contractors • Outdoor Facility Rentals • 40+ Baseball & Softball Diamonds • 10+ Soccer Fields • 10+ Sand Volleyball Courts • Outdoor Picnic Pavilions • Archery Range • Classes • Open Shooting

3. Introduction Stephanie Manoogian– Aquatics Coordinator Water Exercise Rentals Lane Rentals Outdoor Pool Reservations Swim Meets Special Events • Pools • 4 facilities • 1 Indoor • 3 Outdoor • 7 pools • 1 Splash Pad • Swim Lessons • Indoor/Outdoor lessons

4. Objectives & Outcomes • Identify two strategies to improve time management in managing multiple facilities. • Recognize three challenges to managing multiple facilities • Identify and establish two techniques to effectively prepare and manage varying staff level across all facilities • Establish two approaches to manage and create less stress

5. Program/Facility Mission & Vision

6. Program/Facility Mission and Vision Livonia Parks & Recreation Livonia Swim Lesson Program It is our goal to give participants the necessary knowledge and physical skills to become safe and efficient swimmers. Our instructors will provide the instruction, safety, trust and discipline skills for all students to develop into successful swimmers. Creating community through people, parks and programs. Come Out and Play!

7. Mission Statement “Our mission is to provide an educational, entertaining, friendly & inviting, functional & innovative experience of uncompromising quality that meets the health & fitness needs of the entire family.” Staff Living the Mission • Staff required to memorize mission statement and be able to recite at any time • No development or engagement into personal connection from upper management/corporate into everyday work

8. / Investing and Developing Your Team

9. Preparation, Preparation, Preparation! • Consistent preparation is key to laying down a solid foundation • Map out seasons or sessions based on department needs/timelines • Plan ahead- know what your routine items are and create deadlines • Create tasks lists and sticking to them • Visual Aids • Know what tools work for you to help you succeed

10. 6 Strategies to Create Less Stress • Prioritize • Blocking Time • Create Focus • Track Progress • Review Workload • Be Flexible

11. 1. Prioritize • Determine which programs or facilities are top priorities • Will fluctuate depending on season or time of year • Effective prioritizing will result in a more efficient work day • Emergency situation/unexpected

12. Eisenhower Method • Important activities are those that have outcomes that lead us to achieving our goals • Urgent activities require immediate attention and usually lead us to achieving other’s goals. • Consequences of not dealing with them are immediate.

13. 2. Blocking Time • Know yourself and how you work best • Paper vs. Computer vs. Other • TED Talk Design and Distraction - Tristan Harris • Interruption is a learned behavior • Average employee 23 minutes to refocus attention after becoming distracted • Emails are like slot machines

14. 3. Create Focus • Determine what you needto focus so you can be productive • What works for someone else may be a distraction to you • Techniques to increase focus: • Eisenhower Method • Use a timer • Concentrate on one task instead of multi-tasking • Noisy environment vs. quiet environment • Cell phone out of sight and out of mind

15. 4. Tracking Progress • S.M.A.R.T. Goals • Accountability • Individual • Team • Small Wins • Daily Motivation • Lists and completion

16. 5. Review Workload

17. 6. Be Flexible

18. Site/Facility Visits • Have a presence • Support your staff • Provide a face to your programming • Consistency and Unpredictability • Programming vs. Preparation • Reoccurring issues with staff or programming

19. Site/Facility Visits & Iron Man

20. Audit Programming and Facilities • Create staff manuals to set staff expectations • Can range from staff evaluations during programming to a site evaluation during a facility visit • Utilize leadership staff within your division to implement audits • Can indicate areas where staff are excelling and areas where they are struggling and may need more training on

21. Communication • Effective and clear communication between all staff is key to success • Staff Meetings/Trainings • Frequency, Size, Purpose

23. Planning for the Unexpected • Some events can have a plan even though you may not know what, where, when, or how they may occur • Weather • Have written policies for patrons and staff • City of Livonia Weather Hotline • Mechanical issues • Shelden Pool Summer of 2017 • Staffing issues • One step at a time

24. Invest In Yourself • Work-Life Balance • Find what works for you and keep to it • Look for opportunities for self-growth and development both in and out of work • USA Archery Instructor Certification • USSF Soccer Grade 8 Certification

25. Group(s) Discussion • What are some strategies you have used to overcome challenges? • How does your department’s mission/vision fit into the daily routine of your work? Of your staff’s work? • What are the challenges you have at your facilities? How do you train your staff, if possible, to manage those challenges? • How do you manage your own stress levels and unexpected items and tasks that come your way?