Be An Administrative Whiz

1. Be An Administrative Whiz Make it seem like magic. Amanda Zoellner azoellner@massaudubon.org

2. This is not rocket science, but it does require some effort and organization. • Review camper and staff lists regularly. • Talk about your program with your colleagues, and make sure you know about any program changes or highlights. • Challenge yourself to remember things. Get people to test you. • Organize your workspace and information.

3. Information is Everywhere! • What do you know already? • Database • Caller ID • Membership records • Mailing lists • Read everything at least once, and make note of details that could be important.

4. Memorize the Basics There are a few kinds of information that should stick in your head easily with repetition. • Program dates and prices • General camp information and policies • Contact information that you need often • Telephone area codes and exchanges • Zip codes for common cities and towns

5. Use Reference Material There’s plenty of information that it’s unnecessary to memorize, because you can find it so easily. • Camp brochures, registration forms, handbook, medical forms • Listing of available spaces (because it changes) • Phone numbers that you need regularly • A web browser window open to your camp’s homepage • Google, if all else fails

6. Memorizing – Advanced • Parents love it when you can say “Of course I remember you” and mean it. • Know the names of kids and their friends, if that’s important at your camp. • Pay particular attention to details about kids with special needs. • If your brain allows, know who’s going to which session.

7. The Reply • Be fast! Get back to people as soon as you can, and make sure people know when that will be. • Do some research before you return a call or e-mail. • If the answer you have to give is not the one a parent wants to hear, have some other options ready. • If you have to follow up, let people know when they can expect to hear from you again.

8. On the Phone • Let parents talk, and don’t interrupt… • But, make sure you tell them what they need to know. • Ask simple questions to make sure you understand what they want, if there’s any doubt. • Learn to talk and type (or write) at the same time. Get a headset if that will help you.

9. When You’re Away • Always leave an out-of-office message, and make sure it’s accurate • Anticipate questions • Leave clear instructions • Have a back-up person for urgent questions

10. Workflow • My workflow is best described as “do it now”. • You have to find a workflow that works for you and for your camp. • When are you freshest? • When (and how) do people want to reach you? • What’s your camp culture? • How does your workflow mesh with others who work at your camp?

11. Organizing Your Stuff • Create a system that works for you • Learn to use your e-mail system and calendar • Keep the stuff you need near your desk • Think about what’s on/in your desk • Clean your office

12. The Fun Stuff • Adopt a “camp costume” • Use clues that will allow you to greet campers by name, if possible • Practice the hand-off. Help families get ready to stop relying on you, and start relying on the staff at camp.

13. Your To Do List • Figure out what information is most important at your camp, and learn it or make it easy to find. • Create an office environment that supports your job. Don’t be afraid to rearrange. • Extend your effort where it’s most needed. If you already have a process that works just fine, don’t break it. • Practice!