Coordinator Juggling Amy Kern
What’s Your Back-Up Plan? Other admin staff Fellow coordinators Just don’t go on vacation
Disclaimers This is what works for me, but it’s not perfect I’ve learned from lots of people along the way (aka I steal ideas!) I encourage you to find what works for you – I sincerely believe it’s worth the effort
Personal Benefits Back up for time off Save time & effort for infrequent tasks Cross train or train new staff Learn & improve yourself Forces you to think about the details of what you do – good opportunity to ask if it is “value added” or can it be done more efficiently with less work for you?
Work Benefits Better experience for you, trainees, & PD Consistency Organizational knowledge/memory Help out other coordinators Learn & improve
Standardize & Save Standardize Form Letters Templates Include subject line and location of attachments Formatting = interchangeable parts Everything is saved to the shared (H:) drive Only save the most current copy – have system in place if need to save working copies
Internal Policies & Procedures Annual Timeline of Duties Help show your boss how much work you really do! Outlook Tasks & Calendar How To Documents User guides s from GME Save your notes
How To Docs Every document has title, date revised, and initial of person who last edited Keep it manageable! Don’t try to do it all at once Keep the documents focused (not too long) Doesn’t have to be perfect Some of mine are just snippets of information
How To Docs People: Include title/office along with the name and contact info so if they leave you know where to start Living documents Meant to be shared and revised Ideally reviewed annually
How To Docs Q: What should these be about? A: Pretty much everything, but mine tend to fit into these categories: Communications Processes Policies Systems
Helpful Programs Doodle.com Online scheduling program People sign themselves up Free! Interview Broker Like Doodle, but especially for recruiting You can send s, attachments, etc Cheap ($1.99/applicant) E-value Coordinator Forum
Helpful Programs Google Docs Multiple users can access & edit Pro: everyone always have the most current version Con: difficulty accessing from IMC & VA Google Forms Online forms and the data flows right into an Excel sheet Onboarding, signing up for interviews
Look Good Do you tend to get the same questions over and over again? Think about how you can answer people’s questions before they think of it! FAQ’s, instructions, early informational s Think about how you can make your PD’s life easier Bonus: Most of these improvements make your life easier, too!
What Works For You? Any Questions?
Coordinator Juggling Amy Kern