Administrative Support Teams

Administrative Support Teams
The Office Conference – June 18, 2019

Introductions

Introductions Name School Years at your current school Title
Who you collaborate with at the school

Overview Why should an administrative support team exist?
The problem with communication Begin with school activities Building the team General discussion Overview

Truth of the matter “It’s funny how school leaders think they are in charge, when we all know the school secretary holds the keys.” 1. School secretaries track data The school secretary is the leader in data tracking and this information can be used to better execute the school communications plan. One thing to track is who comes in and out of the office and how long they stay. Once information is being tracked, you may be surprised how much meaning can be extrapolated. 2. School secretaries listen in Many parents stop and have meaningful conversations in the school lobby where a school secretary is within earshot. The same goes with student conversations. Listening is a huge component of what the secretary does and what they overhear can be incredibly helpful for you. a mom telling another parent how far they have to travel to participate in an activity a staff member asking when a big event is happening a dad complaining about curriculum or staff changes These are the things on the minds of community members and now you can work to resolve them. 3. School secretaries measure the effect of school communication What’s the click-through and read-rates? How many parents have shown up confused by information shared that way? Never underestimate the parent communication pipeline. If you’re sharing information with a single grade or class, don’t ever assume that information isn’t making it to other parents, as well. Sometimes it’s a fine line between not sharing enough and sharing too much. 4.School secretaries take the internal temperature of a school School secretaries tend to be positioned near staff mailboxes and copiers. They can quickly identify when a staff communication breakdown is happening. Oftentimes the office can feel very far from what the teachers are doing, so make sure you’re checking in with the secretary to find out if that channel of communication is open. 5. School Secretaries keep websites current and interesting It’s not always easy for people who use a website all the time to anticipate how others will interact with it. What’s intuitive for those inside your building is often not what’s intuitive for those outside of it. The first time the school secretary tries to walk someone through the steps of accessing something on the website and gets a blank stare in return, you know it’s time to think about the flow and ease of access on the website. 6. School secretaries know how to balance communication You probably manage a website, a social media presence, a parent portal, and a student portal–then there’s and in-home mailings. Phew! You know parents and the community want to be connected, but how much is too much? There’s certainly no perfect answer and a lot will come through trial and error. As always, finding the balance is crucial. It’s not good practice to merely put the same information in every location, but at the same time you can’t skip channels of communication and also ensure everyone is getting the message. 7. School Secretaries know how to improve Once you’ve used the secretary’s intel to spot the holes in the current plan, it’s time to improve. With all their practice gathering and processing information, school secretaries have great instincts for what comes next. Tap into their ability to anticipate issues. School secretaries will be able to spot the communications issues that need fleshing out and foresee the questions that could arise.

Why an administrative support team should exist …
… You know what’s going on … You are the one handling the emergency generated by lack of planning … You have the best vantage point for seeing the unintended fallout … You have a get-it-done agenda … There is strength in numbers … You are the best back-up for each other … Strong peer groups result in greater job satisfaction … The list goes on… 1. School secretaries track data The school secretary is the leader in data tracking and this information can be used to better execute the school communications plan. One thing to track is who comes in and out of the office and how long they stay. Once information is being tracked, you may be surprised how much meaning can be extrapolated. 2. School secretaries listen in Many parents stop and have meaningful conversations in the school lobby where a school secretary is within earshot. The same goes with student conversations. Listening is a huge component of what the secretary does and what they overhear can be incredibly helpful for you. a mom telling another parent how far they have to travel to participate in an activity a staff member asking when a big event is happening a dad complaining about curriculum or staff changes These are the things on the minds of community members and now you can work to resolve them. 3. School secretaries measure the effect of school communication What’s the click-through and read-rates? How many parents have shown up confused by information shared that way? Never underestimate the parent communication pipeline. If you’re sharing information with a single grade or class, don’t ever assume that information isn’t making it to other parents, as well. Sometimes it’s a fine line between not sharing enough and sharing too much. 4.School secretaries take the internal temperature of a school School secretaries tend to be positioned near staff mailboxes and copiers. They can quickly identify when a staff communication breakdown is happening. Oftentimes the office can feel very far from what the teachers are doing, so make sure you’re checking in with the secretary to find out if that channel of communication is open. 5. School Secretaries keep websites current and interesting It’s not always easy for people who use a website all the time to anticipate how others will interact with it. What’s intuitive for those inside your building is often not what’s intuitive for those outside of it. The first time the school secretary tries to walk someone through the steps of accessing something on the website and gets a blank stare in return, you know it’s time to think about the flow and ease of access on the website. 6. School secretaries know how to balance communication You probably manage a website, a social media presence, a parent portal, and a student portal–then there’s and in-home mailings. Phew! You know parents and the community want to be connected, but how much is too much? There’s certainly no perfect answer and a lot will come through trial and error. As always, finding the balance is crucial. It’s not good practice to merely put the same information in every location, but at the same time you can’t skip channels of communication and also ensure everyone is getting the message. 7. School Secretaries know how to improve Once you’ve used the secretary’s intel to spot the holes in the current plan, it’s time to improve. With all their practice gathering and processing information, school secretaries have great instincts for what comes next. Tap into their ability to anticipate issues. School secretaries will be able to spot the communications issues that need fleshing out and foresee the questions that could arise. Discussion – What benefits do you see?

Communication breakdowns
Ideas for better ways to tackle core challenges can come from anywhere on an independent school campus, including offices or functional areas outside your usual day-to-day. Howard Teibel, an educational change management consultant… says one of the best routes to greater productivity and efficiency begins with breaking down organizational silos. 1. School secretaries track data The school secretary is the leader in data tracking and this information can be used to better execute the school communications plan. One thing to track is who comes in and out of the office and how long they stay. Once information is being tracked, you may be surprised how much meaning can be extrapolated. 2. School secretaries listen in Many parents stop and have meaningful conversations in the school lobby where a school secretary is within earshot. The same goes with student conversations. Listening is a huge component of what the secretary does and what they overhear can be incredibly helpful for you. a mom telling another parent how far they have to travel to participate in an activity a staff member asking when a big event is happening a dad complaining about curriculum or staff changes These are the things on the minds of community members and now you can work to resolve them. 3. School secretaries measure the effect of school communication What’s the click-through and read-rates? How many parents have shown up confused by information shared that way? Never underestimate the parent communication pipeline. If you’re sharing information with a single grade or class, don’t ever assume that information isn’t making it to other parents, as well. Sometimes it’s a fine line between not sharing enough and sharing too much. 4.School secretaries take the internal temperature of a school School secretaries tend to be positioned near staff mailboxes and copiers. They can quickly identify when a staff communication breakdown is happening. Oftentimes the office can feel very far from what the teachers are doing, so make sure you’re checking in with the secretary to find out if that channel of communication is open. 5. School Secretaries keep websites current and interesting It’s not always easy for people who use a website all the time to anticipate how others will interact with it. What’s intuitive for those inside your building is often not what’s intuitive for those outside of it. The first time the school secretary tries to walk someone through the steps of accessing something on the website and gets a blank stare in return, you know it’s time to think about the flow and ease of access on the website. 6. School secretaries know how to balance communication You probably manage a website, a social media presence, a parent portal, and a student portal–then there’s and in-home mailings. Phew! You know parents and the community want to be connected, but how much is too much? There’s certainly no perfect answer and a lot will come through trial and error. As always, finding the balance is crucial. It’s not good practice to merely put the same information in every location, but at the same time you can’t skip channels of communication and also ensure everyone is getting the message. 7. School Secretaries know how to improve Once you’ve used the secretary’s intel to spot the holes in the current plan, it’s time to improve. With all their practice gathering and processing information, school secretaries have great instincts for what comes next. Tap into their ability to anticipate issues. School secretaries will be able to spot the communications issues that need fleshing out and foresee the questions that could arise. Jeff Shields – Executive Director NBOA

My administrative assistant after I share notes from my senior staff meeting….
1. School secretaries track data The school secretary is the leader in data tracking and this information can be used to better execute the school communications plan. One thing to track is who comes in and out of the office and how long they stay. Once information is being tracked, you may be surprised how much meaning can be extrapolated. 2. School secretaries listen in Many parents stop and have meaningful conversations in the school lobby where a school secretary is within earshot. The same goes with student conversations. Listening is a huge component of what the secretary does and what they overhear can be incredibly helpful for you. a mom telling another parent how far they have to travel to participate in an activity a staff member asking when a big event is happening a dad complaining about curriculum or staff changes These are the things on the minds of community members and now you can work to resolve them. 3. School secretaries measure the effect of school communication What’s the click-through and read-rates? How many parents have shown up confused by information shared that way? Never underestimate the parent communication pipeline. If you’re sharing information with a single grade or class, don’t ever assume that information isn’t making it to other parents, as well. Sometimes it’s a fine line between not sharing enough and sharing too much. 4.School secretaries take the internal temperature of a school School secretaries tend to be positioned near staff mailboxes and copiers. They can quickly identify when a staff communication breakdown is happening. Oftentimes the office can feel very far from what the teachers are doing, so make sure you’re checking in with the secretary to find out if that channel of communication is open. 5. School Secretaries keep websites current and interesting It’s not always easy for people who use a website all the time to anticipate how others will interact with it. What’s intuitive for those inside your building is often not what’s intuitive for those outside of it. The first time the school secretary tries to walk someone through the steps of accessing something on the website and gets a blank stare in return, you know it’s time to think about the flow and ease of access on the website. 6. School secretaries know how to balance communication You probably manage a website, a social media presence, a parent portal, and a student portal–then there’s and in-home mailings. Phew! You know parents and the community want to be connected, but how much is too much? There’s certainly no perfect answer and a lot will come through trial and error. As always, finding the balance is crucial. It’s not good practice to merely put the same information in every location, but at the same time you can’t skip channels of communication and also ensure everyone is getting the message. 7. School Secretaries know how to improve Once you’ve used the secretary’s intel to spot the holes in the current plan, it’s time to improve. With all their practice gathering and processing information, school secretaries have great instincts for what comes next. Tap into their ability to anticipate issues. School secretaries will be able to spot the communications issues that need fleshing out and foresee the questions that could arise.

Only structural collaboration is at the top of the chart Clear boundaries between departments/divisions Key measurements based on silos Success dependent on the communication ability from top of chart Meetings do not equal to day-to-day collaboration Communication breakdowns 1. School secretaries track data The school secretary is the leader in data tracking and this information can be used to better execute the school communications plan. One thing to track is who comes in and out of the office and how long they stay. Once information is being tracked, you may be surprised how much meaning can be extrapolated. 2. School secretaries listen in Many parents stop and have meaningful conversations in the school lobby where a school secretary is within earshot. The same goes with student conversations. Listening is a huge component of what the secretary does and what they overhear can be incredibly helpful for you. a mom telling another parent how far they have to travel to participate in an activity a staff member asking when a big event is happening a dad complaining about curriculum or staff changes These are the things on the minds of community members and now you can work to resolve them. 3. School secretaries measure the effect of school communication What’s the click-through and read-rates? How many parents have shown up confused by information shared that way? Never underestimate the parent communication pipeline. If you’re sharing information with a single grade or class, don’t ever assume that information isn’t making it to other parents, as well. Sometimes it’s a fine line between not sharing enough and sharing too much. 4.School secretaries take the internal temperature of a school School secretaries tend to be positioned near staff mailboxes and copiers. They can quickly identify when a staff communication breakdown is happening. Oftentimes the office can feel very far from what the teachers are doing, so make sure you’re checking in with the secretary to find out if that channel of communication is open. 5. School Secretaries keep websites current and interesting It’s not always easy for people who use a website all the time to anticipate how others will interact with it. What’s intuitive for those inside your building is often not what’s intuitive for those outside of it. The first time the school secretary tries to walk someone through the steps of accessing something on the website and gets a blank stare in return, you know it’s time to think about the flow and ease of access on the website. 6. School secretaries know how to balance communication You probably manage a website, a social media presence, a parent portal, and a student portal–then there’s and in-home mailings. Phew! You know parents and the community want to be connected, but how much is too much? There’s certainly no perfect answer and a lot will come through trial and error. As always, finding the balance is crucial. It’s not good practice to merely put the same information in every location, but at the same time you can’t skip channels of communication and also ensure everyone is getting the message. 7. School Secretaries know how to improve Once you’ve used the secretary’s intel to spot the holes in the current plan, it’s time to improve. With all their practice gathering and processing information, school secretaries have great instincts for what comes next. Tap into their ability to anticipate issues. School secretaries will be able to spot the communications issues that need fleshing out and foresee the questions that could arise.

Begin with school activities
Opening days Closing days Fiscal year end Field day Alumni weekend All-school events Admissions Annual fund Athletic activities Parent events School calendar creation Benefits administration 1. School secretaries track data The school secretary is the leader in data tracking and this information can be used to better execute the school communications plan. One thing to track is who comes in and out of the office and how long they stay. Once information is being tracked, you may be surprised how much meaning can be extrapolated. 2. School secretaries listen in Many parents stop and have meaningful conversations in the school lobby where a school secretary is within earshot. The same goes with student conversations. Listening is a huge component of what the secretary does and what they overhear can be incredibly helpful for you. a mom telling another parent how far they have to travel to participate in an activity a staff member asking when a big event is happening a dad complaining about curriculum or staff changes These are the things on the minds of community members and now you can work to resolve them. 3. School secretaries measure the effect of school communication What’s the click-through and read-rates? How many parents have shown up confused by information shared that way? Never underestimate the parent communication pipeline. If you’re sharing information with a single grade or class, don’t ever assume that information isn’t making it to other parents, as well. Sometimes it’s a fine line between not sharing enough and sharing too much. 4.School secretaries take the internal temperature of a school School secretaries tend to be positioned near staff mailboxes and copiers. They can quickly identify when a staff communication breakdown is happening. Oftentimes the office can feel very far from what the teachers are doing, so make sure you’re checking in with the secretary to find out if that channel of communication is open. 5. School Secretaries keep websites current and interesting It’s not always easy for people who use a website all the time to anticipate how others will interact with it. What’s intuitive for those inside your building is often not what’s intuitive for those outside of it. The first time the school secretary tries to walk someone through the steps of accessing something on the website and gets a blank stare in return, you know it’s time to think about the flow and ease of access on the website. 6. School secretaries know how to balance communication You probably manage a website, a social media presence, a parent portal, and a student portal–then there’s and in-home mailings. Phew! You know parents and the community want to be connected, but how much is too much? There’s certainly no perfect answer and a lot will come through trial and error. As always, finding the balance is crucial. It’s not good practice to merely put the same information in every location, but at the same time you can’t skip channels of communication and also ensure everyone is getting the message. 7. School Secretaries know how to improve Once you’ve used the secretary’s intel to spot the holes in the current plan, it’s time to improve. With all their practice gathering and processing information, school secretaries have great instincts for what comes next. Tap into their ability to anticipate issues. School secretaries will be able to spot the communications issues that need fleshing out and foresee the questions that could arise. Discussion – Which events are your biggest challenge?

Building the team Have lunch No clear leader Deliberately build a team
Garner support Be organic Be professional 1. School secretaries track data The school secretary is the leader in data tracking and this information can be used to better execute the school communications plan. One thing to track is who comes in and out of the office and how long they stay. Once information is being tracked, you may be surprised how much meaning can be extrapolated. 2. School secretaries listen in Many parents stop and have meaningful conversations in the school lobby where a school secretary is within earshot. The same goes with student conversations. Listening is a huge component of what the secretary does and what they overhear can be incredibly helpful for you. a mom telling another parent how far they have to travel to participate in an activity a staff member asking when a big event is happening a dad complaining about curriculum or staff changes These are the things on the minds of community members and now you can work to resolve them. 3. School secretaries measure the effect of school communication What’s the click-through and read-rates? How many parents have shown up confused by information shared that way? Never underestimate the parent communication pipeline. If you’re sharing information with a single grade or class, don’t ever assume that information isn’t making it to other parents, as well. Sometimes it’s a fine line between not sharing enough and sharing too much. 4.School secretaries take the internal temperature of a school School secretaries tend to be positioned near staff mailboxes and copiers. They can quickly identify when a staff communication breakdown is happening. Oftentimes the office can feel very far from what the teachers are doing, so make sure you’re checking in with the secretary to find out if that channel of communication is open. 5. School Secretaries keep websites current and interesting It’s not always easy for people who use a website all the time to anticipate how others will interact with it. What’s intuitive for those inside your building is often not what’s intuitive for those outside of it. The first time the school secretary tries to walk someone through the steps of accessing something on the website and gets a blank stare in return, you know it’s time to think about the flow and ease of access on the website. 6. School secretaries know how to balance communication You probably manage a website, a social media presence, a parent portal, and a student portal–then there’s and in-home mailings. Phew! You know parents and the community want to be connected, but how much is too much? There’s certainly no perfect answer and a lot will come through trial and error. As always, finding the balance is crucial. It’s not good practice to merely put the same information in every location, but at the same time you can’t skip channels of communication and also ensure everyone is getting the message. 7. School Secretaries know how to improve Once you’ve used the secretary’s intel to spot the holes in the current plan, it’s time to improve. With all their practice gathering and processing information, school secretaries have great instincts for what comes next. Tap into their ability to anticipate issues. School secretaries will be able to spot the communications issues that need fleshing out and foresee the questions that could arise.

Building the team – Have lunch
Invite someone you don’t know well Share the admin support team concept Brainstorm potential Come up with next steps 1. School secretaries track data The school secretary is the leader in data tracking and this information can be used to better execute the school communications plan. One thing to track is who comes in and out of the office and how long they stay. Once information is being tracked, you may be surprised how much meaning can be extrapolated. 2. School secretaries listen in Many parents stop and have meaningful conversations in the school lobby where a school secretary is within earshot. The same goes with student conversations. Listening is a huge component of what the secretary does and what they overhear can be incredibly helpful for you. a mom telling another parent how far they have to travel to participate in an activity a staff member asking when a big event is happening a dad complaining about curriculum or staff changes These are the things on the minds of community members and now you can work to resolve them. 3. School secretaries measure the effect of school communication What’s the click-through and read-rates? How many parents have shown up confused by information shared that way? Never underestimate the parent communication pipeline. If you’re sharing information with a single grade or class, don’t ever assume that information isn’t making it to other parents, as well. Sometimes it’s a fine line between not sharing enough and sharing too much. 4.School secretaries take the internal temperature of a school School secretaries tend to be positioned near staff mailboxes and copiers. They can quickly identify when a staff communication breakdown is happening. Oftentimes the office can feel very far from what the teachers are doing, so make sure you’re checking in with the secretary to find out if that channel of communication is open. 5. School Secretaries keep websites current and interesting It’s not always easy for people who use a website all the time to anticipate how others will interact with it. What’s intuitive for those inside your building is often not what’s intuitive for those outside of it. The first time the school secretary tries to walk someone through the steps of accessing something on the website and gets a blank stare in return, you know it’s time to think about the flow and ease of access on the website. 6. School secretaries know how to balance communication You probably manage a website, a social media presence, a parent portal, and a student portal–then there’s and in-home mailings. Phew! You know parents and the community want to be connected, but how much is too much? There’s certainly no perfect answer and a lot will come through trial and error. As always, finding the balance is crucial. It’s not good practice to merely put the same information in every location, but at the same time you can’t skip channels of communication and also ensure everyone is getting the message. 7. School Secretaries know how to improve Once you’ve used the secretary’s intel to spot the holes in the current plan, it’s time to improve. With all their practice gathering and processing information, school secretaries have great instincts for what comes next. Tap into their ability to anticipate issues. School secretaries will be able to spot the communications issues that need fleshing out and foresee the questions that could arise.

Building the team – No clear leader
Consider the personality of the members No one member should have clear authority Everyone contributes Invite and practice true collaboration 1. School secretaries track data The school secretary is the leader in data tracking and this information can be used to better execute the school communications plan. One thing to track is who comes in and out of the office and how long they stay. Once information is being tracked, you may be surprised how much meaning can be extrapolated. 2. School secretaries listen in Many parents stop and have meaningful conversations in the school lobby where a school secretary is within earshot. The same goes with student conversations. Listening is a huge component of what the secretary does and what they overhear can be incredibly helpful for you. a mom telling another parent how far they have to travel to participate in an activity a staff member asking when a big event is happening a dad complaining about curriculum or staff changes These are the things on the minds of community members and now you can work to resolve them. 3. School secretaries measure the effect of school communication What’s the click-through and read-rates? How many parents have shown up confused by information shared that way? Never underestimate the parent communication pipeline. If you’re sharing information with a single grade or class, don’t ever assume that information isn’t making it to other parents, as well. Sometimes it’s a fine line between not sharing enough and sharing too much. 4.School secretaries take the internal temperature of a school School secretaries tend to be positioned near staff mailboxes and copiers. They can quickly identify when a staff communication breakdown is happening. Oftentimes the office can feel very far from what the teachers are doing, so make sure you’re checking in with the secretary to find out if that channel of communication is open. 5. School Secretaries keep websites current and interesting It’s not always easy for people who use a website all the time to anticipate how others will interact with it. What’s intuitive for those inside your building is often not what’s intuitive for those outside of it. The first time the school secretary tries to walk someone through the steps of accessing something on the website and gets a blank stare in return, you know it’s time to think about the flow and ease of access on the website. 6. School secretaries know how to balance communication You probably manage a website, a social media presence, a parent portal, and a student portal–then there’s and in-home mailings. Phew! You know parents and the community want to be connected, but how much is too much? There’s certainly no perfect answer and a lot will come through trial and error. As always, finding the balance is crucial. It’s not good practice to merely put the same information in every location, but at the same time you can’t skip channels of communication and also ensure everyone is getting the message. 7. School Secretaries know how to improve Once you’ve used the secretary’s intel to spot the holes in the current plan, it’s time to improve. With all their practice gathering and processing information, school secretaries have great instincts for what comes next. Tap into their ability to anticipate issues. School secretaries will be able to spot the communications issues that need fleshing out and foresee the questions that could arise.

Building the team – Deliberately build a team
Trust is everything Presumptive goodwill Competence Behavior Shared understanding of purpose Visit a school together Teambuilding exercises Professional development 1. School secretaries track data The school secretary is the leader in data tracking and this information can be used to better execute the school communications plan. One thing to track is who comes in and out of the office and how long they stay. Once information is being tracked, you may be surprised how much meaning can be extrapolated. 2. School secretaries listen in Many parents stop and have meaningful conversations in the school lobby where a school secretary is within earshot. The same goes with student conversations. Listening is a huge component of what the secretary does and what they overhear can be incredibly helpful for you. a mom telling another parent how far they have to travel to participate in an activity a staff member asking when a big event is happening a dad complaining about curriculum or staff changes These are the things on the minds of community members and now you can work to resolve them. 3. School secretaries measure the effect of school communication What’s the click-through and read-rates? How many parents have shown up confused by information shared that way? Never underestimate the parent communication pipeline. If you’re sharing information with a single grade or class, don’t ever assume that information isn’t making it to other parents, as well. Sometimes it’s a fine line between not sharing enough and sharing too much. 4.School secretaries take the internal temperature of a school School secretaries tend to be positioned near staff mailboxes and copiers. They can quickly identify when a staff communication breakdown is happening. Oftentimes the office can feel very far from what the teachers are doing, so make sure you’re checking in with the secretary to find out if that channel of communication is open. 5. School Secretaries keep websites current and interesting It’s not always easy for people who use a website all the time to anticipate how others will interact with it. What’s intuitive for those inside your building is often not what’s intuitive for those outside of it. The first time the school secretary tries to walk someone through the steps of accessing something on the website and gets a blank stare in return, you know it’s time to think about the flow and ease of access on the website. 6. School secretaries know how to balance communication You probably manage a website, a social media presence, a parent portal, and a student portal–then there’s and in-home mailings. Phew! You know parents and the community want to be connected, but how much is too much? There’s certainly no perfect answer and a lot will come through trial and error. As always, finding the balance is crucial. It’s not good practice to merely put the same information in every location, but at the same time you can’t skip channels of communication and also ensure everyone is getting the message. 7. School Secretaries know how to improve Once you’ve used the secretary’s intel to spot the holes in the current plan, it’s time to improve. With all their practice gathering and processing information, school secretaries have great instincts for what comes next. Tap into their ability to anticipate issues. School secretaries will be able to spot the communications issues that need fleshing out and foresee the questions that could arise.

Building the team – Garner support
Find a champion Share the admin support team concept Request time to meet Share notes from your meetings Solicit feedback Solicit agenda suggestions Request professional development 1. School secretaries track data The school secretary is the leader in data tracking and this information can be used to better execute the school communications plan. One thing to track is who comes in and out of the office and how long they stay. Once information is being tracked, you may be surprised how much meaning can be extrapolated. 2. School secretaries listen in Many parents stop and have meaningful conversations in the school lobby where a school secretary is within earshot. The same goes with student conversations. Listening is a huge component of what the secretary does and what they overhear can be incredibly helpful for you. a mom telling another parent how far they have to travel to participate in an activity a staff member asking when a big event is happening a dad complaining about curriculum or staff changes These are the things on the minds of community members and now you can work to resolve them. 3. School secretaries measure the effect of school communication What’s the click-through and read-rates? How many parents have shown up confused by information shared that way? Never underestimate the parent communication pipeline. If you’re sharing information with a single grade or class, don’t ever assume that information isn’t making it to other parents, as well. Sometimes it’s a fine line between not sharing enough and sharing too much. 4.School secretaries take the internal temperature of a school School secretaries tend to be positioned near staff mailboxes and copiers. They can quickly identify when a staff communication breakdown is happening. Oftentimes the office can feel very far from what the teachers are doing, so make sure you’re checking in with the secretary to find out if that channel of communication is open. 5. School Secretaries keep websites current and interesting It’s not always easy for people who use a website all the time to anticipate how others will interact with it. What’s intuitive for those inside your building is often not what’s intuitive for those outside of it. The first time the school secretary tries to walk someone through the steps of accessing something on the website and gets a blank stare in return, you know it’s time to think about the flow and ease of access on the website. 6. School secretaries know how to balance communication You probably manage a website, a social media presence, a parent portal, and a student portal–then there’s and in-home mailings. Phew! You know parents and the community want to be connected, but how much is too much? There’s certainly no perfect answer and a lot will come through trial and error. As always, finding the balance is crucial. It’s not good practice to merely put the same information in every location, but at the same time you can’t skip channels of communication and also ensure everyone is getting the message. 7. School Secretaries know how to improve Once you’ve used the secretary’s intel to spot the holes in the current plan, it’s time to improve. With all their practice gathering and processing information, school secretaries have great instincts for what comes next. Tap into their ability to anticipate issues. School secretaries will be able to spot the communications issues that need fleshing out and foresee the questions that could arise.

Building the team – Be organic
Allow the team to evolve Consider those with different titles Consider the challenge in front of you Invite others as-needed Invite “guests” to your meetings 1. School secretaries track data The school secretary is the leader in data tracking and this information can be used to better execute the school communications plan. One thing to track is who comes in and out of the office and how long they stay. Once information is being tracked, you may be surprised how much meaning can be extrapolated. 2. School secretaries listen in Many parents stop and have meaningful conversations in the school lobby where a school secretary is within earshot. The same goes with student conversations. Listening is a huge component of what the secretary does and what they overhear can be incredibly helpful for you. a mom telling another parent how far they have to travel to participate in an activity a staff member asking when a big event is happening a dad complaining about curriculum or staff changes These are the things on the minds of community members and now you can work to resolve them. 3. School secretaries measure the effect of school communication What’s the click-through and read-rates? How many parents have shown up confused by information shared that way? Never underestimate the parent communication pipeline. If you’re sharing information with a single grade or class, don’t ever assume that information isn’t making it to other parents, as well. Sometimes it’s a fine line between not sharing enough and sharing too much. 4.School secretaries take the internal temperature of a school School secretaries tend to be positioned near staff mailboxes and copiers. They can quickly identify when a staff communication breakdown is happening. Oftentimes the office can feel very far from what the teachers are doing, so make sure you’re checking in with the secretary to find out if that channel of communication is open. 5. School Secretaries keep websites current and interesting It’s not always easy for people who use a website all the time to anticipate how others will interact with it. What’s intuitive for those inside your building is often not what’s intuitive for those outside of it. The first time the school secretary tries to walk someone through the steps of accessing something on the website and gets a blank stare in return, you know it’s time to think about the flow and ease of access on the website. 6. School secretaries know how to balance communication You probably manage a website, a social media presence, a parent portal, and a student portal–then there’s and in-home mailings. Phew! You know parents and the community want to be connected, but how much is too much? There’s certainly no perfect answer and a lot will come through trial and error. As always, finding the balance is crucial. It’s not good practice to merely put the same information in every location, but at the same time you can’t skip channels of communication and also ensure everyone is getting the message. 7. School Secretaries know how to improve Once you’ve used the secretary’s intel to spot the holes in the current plan, it’s time to improve. With all their practice gathering and processing information, school secretaries have great instincts for what comes next. Tap into their ability to anticipate issues. School secretaries will be able to spot the communications issues that need fleshing out and foresee the questions that could arise.

Building the team – Be professional
Set an agenda and keep to it Take notes, review and share Keep the conversation professional Shared understanding of conduct 1. School secretaries track data The school secretary is the leader in data tracking and this information can be used to better execute the school communications plan. One thing to track is who comes in and out of the office and how long they stay. Once information is being tracked, you may be surprised how much meaning can be extrapolated. 2. School secretaries listen in Many parents stop and have meaningful conversations in the school lobby where a school secretary is within earshot. The same goes with student conversations. Listening is a huge component of what the secretary does and what they overhear can be incredibly helpful for you. a mom telling another parent how far they have to travel to participate in an activity a staff member asking when a big event is happening a dad complaining about curriculum or staff changes These are the things on the minds of community members and now you can work to resolve them. 3. School secretaries measure the effect of school communication What’s the click-through and read-rates? How many parents have shown up confused by information shared that way? Never underestimate the parent communication pipeline. If you’re sharing information with a single grade or class, don’t ever assume that information isn’t making it to other parents, as well. Sometimes it’s a fine line between not sharing enough and sharing too much. 4.School secretaries take the internal temperature of a school School secretaries tend to be positioned near staff mailboxes and copiers. They can quickly identify when a staff communication breakdown is happening. Oftentimes the office can feel very far from what the teachers are doing, so make sure you’re checking in with the secretary to find out if that channel of communication is open. 5. School Secretaries keep websites current and interesting It’s not always easy for people who use a website all the time to anticipate how others will interact with it. What’s intuitive for those inside your building is often not what’s intuitive for those outside of it. The first time the school secretary tries to walk someone through the steps of accessing something on the website and gets a blank stare in return, you know it’s time to think about the flow and ease of access on the website. 6. School secretaries know how to balance communication You probably manage a website, a social media presence, a parent portal, and a student portal–then there’s and in-home mailings. Phew! You know parents and the community want to be connected, but how much is too much? There’s certainly no perfect answer and a lot will come through trial and error. As always, finding the balance is crucial. It’s not good practice to merely put the same information in every location, but at the same time you can’t skip channels of communication and also ensure everyone is getting the message. 7. School Secretaries know how to improve Once you’ve used the secretary’s intel to spot the holes in the current plan, it’s time to improve. With all their practice gathering and processing information, school secretaries have great instincts for what comes next. Tap into their ability to anticipate issues. School secretaries will be able to spot the communications issues that need fleshing out and foresee the questions that could arise.

Building the team – Group exercise
Who will you invite to lunch? What is your admin challenge? Which senior leader will be your champion? Do you have any fears or concerns? 1. School secretaries track data The school secretary is the leader in data tracking and this information can be used to better execute the school communications plan. One thing to track is who comes in and out of the office and how long they stay. Once information is being tracked, you may be surprised how much meaning can be extrapolated. 2. School secretaries listen in Many parents stop and have meaningful conversations in the school lobby where a school secretary is within earshot. The same goes with student conversations. Listening is a huge component of what the secretary does and what they overhear can be incredibly helpful for you. a mom telling another parent how far they have to travel to participate in an activity a staff member asking when a big event is happening a dad complaining about curriculum or staff changes These are the things on the minds of community members and now you can work to resolve them. 3. School secretaries measure the effect of school communication What’s the click-through and read-rates? How many parents have shown up confused by information shared that way? Never underestimate the parent communication pipeline. If you’re sharing information with a single grade or class, don’t ever assume that information isn’t making it to other parents, as well. Sometimes it’s a fine line between not sharing enough and sharing too much. 4.School secretaries take the internal temperature of a school School secretaries tend to be positioned near staff mailboxes and copiers. They can quickly identify when a staff communication breakdown is happening. Oftentimes the office can feel very far from what the teachers are doing, so make sure you’re checking in with the secretary to find out if that channel of communication is open. 5. School Secretaries keep websites current and interesting It’s not always easy for people who use a website all the time to anticipate how others will interact with it. What’s intuitive for those inside your building is often not what’s intuitive for those outside of it. The first time the school secretary tries to walk someone through the steps of accessing something on the website and gets a blank stare in return, you know it’s time to think about the flow and ease of access on the website. 6. School secretaries know how to balance communication You probably manage a website, a social media presence, a parent portal, and a student portal–then there’s and in-home mailings. Phew! You know parents and the community want to be connected, but how much is too much? There’s certainly no perfect answer and a lot will come through trial and error. As always, finding the balance is crucial. It’s not good practice to merely put the same information in every location, but at the same time you can’t skip channels of communication and also ensure everyone is getting the message. 7. School Secretaries know how to improve Once you’ve used the secretary’s intel to spot the holes in the current plan, it’s time to improve. With all their practice gathering and processing information, school secretaries have great instincts for what comes next. Tap into their ability to anticipate issues. School secretaries will be able to spot the communications issues that need fleshing out and foresee the questions that could arise.

Closing thoughts? Questions? What have I missed?

Administrative Support Teams

Similar presentations

Presentation on theme: "Administrative Support Teams"— Presentation transcript:

Similar presentations

About project

Feedback

Log in

Auth with social network:

Administrative Support Teams

Similar presentations

Presentation on theme: "Administrative Support Teams"— Presentation transcript:

Similar presentations

About project

Feedback