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OFFICE OVERHAUL

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 ”

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OFFICE OVERHAUL

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  1. OFFICE OVERHAUL BRING WITH YOU: Secretary, PDAS List, Staff Roster, Handbooks or Other Operating Documents, Laptop

  2. This year, I want

  3. 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” 2:30 – 2:40 p.m. – Break 2:40 – 4:00 p.m. – Session 2: “Outlook Overhaul” Or “Flipbook & Hyperlinked Documents”

  4. OFFICE OVERHAUL BRING WITH YOU: Secretary, PDAS List, Staff Roster, Handbooks or Other Operating Documents, Laptop

  5. MORNING MEETING “The success of the REST of your day is contingent upon how you START the day.”

  6. MORNING MEETING

  7. MORNING MEETING Secretary’s Notebook • Incoming Mail/Memos • Discussion Items • To Sign • Completed Requests Administrator’s Notebook • Request Forms • Accountability Log • Deadline Matrix

  8. STEP 1: PAPER PUSHINGSecretary is the “Boss” of M.M. This is a ______ You need to _____ It’s due by _____ Yes Ma’am!

  9. STEP 2: GOAL SETTINGAdministrator Drives Priorities “I need ____by ____” Or “I need ____ time on my calendar to _____.”

  10. Morning Meeting Practice • Assign PDAS List & Request • Assign an Agenda Creation Request • Assign Deadline Matrix Items • Other (as needed)

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

  12. PAPER MANAGEMENT BIN • TO FILE (you do not keep files) *in the beginning, you may need to tell your secretary “how to file” • TO COPY • REQUESTS

  13. MAKING TIME For the most important things…

  14. 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)

  15. ADMINISTRATOR’S CALENDAR SECRETARY’s CALENDAR

  16. BUILDING/EMPLOYEE REQUESTS

  17. Supplies: Building Request Form • Shared Meeting Spaces: Secretary’s Calendar • Days Off: Secretary’s Calendar

  18. 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?

  19. SYSTEMS AUDIT DISCUSSION GUIDE

  20. Collaboration & Discussion • _______ minutes to discuss procedure(s) with secretary • Idea Swap Your 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.

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