Foolproof Organization Tips for Your FinAid Office Texas Association of Student Financial Aid Administrators

Texas Association of Student Financial Aid Administrators Today’s Presenters Rick Dwyer National Director, CampusLogic Irene Montalvo Director of Financial Aid, Texas A & M University - CT Texas Association of Student Financial Aid Administrators

Texas Association of Student Financial Aid Administrators With Thanks To: Michael Mankins, Eric Garton Bain & Company Harvard Business Review Press 2017 Texas Association of Student Financial Aid Administrators

Texas Association of Student Financial Aid Administrators The Changing Times Texas Association of Student Financial Aid Administrators

Texas Association of Student Financial Aid Administrators In 2015, compared to 2010: Completing an IT project took 12% longer Executing a vendor contract took 22% longer Hiring a new employee took 50% longer And each of these required more people than in 2010 Texas Association of Student Financial Aid Administrators

Texas Association of Student Financial Aid Administrators Foolproof Tips Agenda Audit your use of time Inspire talent Create the right culture Automate where you can Texas Association of Student Financial Aid Administrators

Texas Association of Student Financial Aid Administrators 1. Audit your use of time Texas Association of Student Financial Aid Administrators

Texas Association of Student Financial Aid Administrators What takes up most of your day, week, month? Verification, Awarding, Student/Family Meetings, Emails, Phone Calls, Staff Meetings, Scanning/Filing, seasonal reporting What should take up most of your day, week, month? Student/Family Meetings, Long-Range Planning, Technology Improvements, Tracking/Reporting Functions, Training, Engaging Staff Texas Association of Student Financial Aid Administrators

Distractions Grow Year-Over-Year Snail Mail — 10,000 annual communications per executive 1980s Voice Mail; 15,000 annual communications 2000s eMail; 20,000 annual communications 2010s Collaborative media tools; 50,000 annual communications Texas Association of Student Financial Aid Administrators

One Easy eMail Protocol Reply All Texas Association of Student Financial Aid Administrators

Meeting “Hygiene” Needs a Boost When meeting participants use email and surf the web, their IQs effectively drop by 10 points. That’s the same mental decrease as losing or a full night’s sleep. Texas Association of Student Financial Aid Administrators

Foolproof Meeting Prescriptions Include agenda, goals & ‘what to bring/complete’ in invitations Try to avoid ‘info share’ meetings; have take-away tasks Shorten them to get more done Leave time between meetings for execution Have a budget of total meeting hours per week Add new meeting styles and increase variety Texas Association of Student Financial Aid Administrators

Texas Association of Student Financial Aid Administrators The Stand-up Meeting Texas Association of Student Financial Aid Administrators

Texas Association of Student Financial Aid Administrators Irene’s Meetings Always room for improvement Monthly meetings 1:1 Lunch Texas Association of Student Financial Aid Administrators

Texas Association of Student Financial Aid Administrators Are the things taking up the majority of your time the most important for reaching your Financial Aid Office’s goals? If not, it’s time to prioritize & reorganize. Texas Association of Student Financial Aid Administrators

Texas Association of Student Financial Aid Administrators Inspire Talent 2. Texas Association of Student Financial Aid Administrators

Organize Around What’s Most Important: People Texas Association of Student Financial Aid Administrators

Texas Association of Student Financial Aid Administrators Utilize Teams Teams make the most impact, not individuals Wisdom of the crowd Case Studies Hiring Committee University of North Georgia Texas Association of Student Financial Aid Administrators

Satisfied Isn’t Satisfactory Most organizations tend to seek “Satisfied” Employees Satisfied Employee is 40% more productive than an Unsatisfied “Engaged” Employee is 44% more productive than a Satisfied “Inspired” Employee is 125% more productive than a Satisfied Texas Association of Student Financial Aid Administrators

Texas Association of Student Financial Aid Administrators Did You Catch That? An Inspired Employee will do the work of 2.5 Satisfied Employees. Texas Association of Student Financial Aid Administrators

Texas Association of Student Financial Aid Administrators Engage? Inspire? How? Texas Association of Student Financial Aid Administrators

Texas Association of Student Financial Aid Administrators Create the right culture 3. Texas Association of Student Financial Aid Administrators

How To Engage Employees “No one washes a Rental Car.” Texas Association of Student Financial Aid Administrators

Texas Association of Student Financial Aid Administrators Does Your Culture Care Share Impact Growth Contribute Texas Association of Student Financial Aid Administrators

CampusLogic’s Core Values We work hard and always give our best We have the courage to change the world We love our customers and they know it We love what we do and we fix what is broken We keep commitments and do the right thing We are nice and take care of each other We are strong and have the will to win Texas Association of Student Financial Aid Administrators

Texas Association of Student Financial Aid Administrators Culture Experts Google this: Netflix Slideshare Texas Association of Student Financial Aid Administrators

Texas Association of Student Financial Aid Administrators 4. Automate where you can Texas Association of Student Financial Aid Administrators

Texas Association of Student Financial Aid Administrators

Texas Association of Student Financial Aid Administrators Join the 21st Century New technology empowers you to re-think how you do things Prioritize people, not paper Automate manual processes, where possible Identify out-of-date processes & fix Reduce human error in regard to compliance Processes Texas Association of Student Financial Aid Administrators

Texas Association of Student Financial Aid Administrators Organize Financial Aid Office People Processes Integrating technology empowers your FinAid Office to reorganize people and processes to: Improve efficiency Increase work engagement Foster pride of ownership “And because the student experience was more intuitive, students had fewer questions throughout the process, which reduced incoming student calls by 55%.” Texas Association of Student Financial Aid Administrators

New Data Guides You To: Do more of what’s working Do less of what’s not working Quantify where your time and dollars are going. “By improving, streamlining, make things more student-friendly for submission, our capacity has increased. The result? More aid gets out to our students” “Students are much more responsive to online and it has saved us time and resources not mailing paper” Texas Association of Student Financial Aid Administrators

Texas Association of Student Financial Aid Administrators Foolproof Tips Review Audit your use of time Inspire talent Create the right culture Automate where you can Texas Association of Student Financial Aid Administrators

Texas Association of Student Financial Aid Administrators Rick Dwyer National Director, CampusLogic rick.dwyer@campuslogic.com Irene Montalvo Director of Financial Aid, Texas A & M University - CT I.montalvo@tamuct.edu Questions? Texas Association of Student Financial Aid Administrators

Texas Association of Student Financial Aid Administrators Thank you, TASFAA! Texas Association of Student Financial Aid Administrators