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

2. 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

3. 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

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

5. 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

6. 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

7. Texas Association of Student Financial Aid Administrators1.
Audit your use of time
Texas Association of Student Financial Aid Administrators

8. Texas Association of Student Financial Aid Administrators
What takes up most of your day, week, month?
Verification, Awarding, Student/Family Meetings, s, 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

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

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

11. Meeting “Hygiene” Needs a Boost
When meeting participants use 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

12. 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

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

14. 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

15. 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

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

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

18. 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

19. 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

20. 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

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

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

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

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

25. 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

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

27. Texas Association of Student Financial Aid Administrators4.
Automate where you can
Texas Association of Student Financial Aid Administrators

28. Texas Association of Student Financial Aid Administrators

29. 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

30. 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

31. 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

32. 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

33. Texas Association of Student Financial Aid Administrators
Rick Dwyer National Director,
CampusLogic
Irene Montalvo Director of Financial Aid,
Texas A & M University - CT
Questions?
Texas Association of Student Financial Aid Administrators

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