2. Professional Development Workshop Your Logo Here Chapter 5 of the NYSAAA “ Time Management- Best Practices for the Office ” Dennis Fries and Susan Prezioso October 9, 2014 Chapter 5 of the NYSAAA “ Time Management- Best Practices for the Office ” Dennis Fries and Susan Prezioso October 9, 2014

3. Some quick ‘AD’ vise (IAA) df 1) Work smarter, not harder! 2) Learn to say NO. 3) Don’t start something unless you and your superiors see value in it. 4) Although we’re in a set up for direct instruction let’s treat this presentation like a ‘cracker barrel’ session. 5) Share your ideas with us.

4. Questions to ask yourself… Am I working efficiently and effectively? Do I have many productive hours of work or are you constantly distracted? Is my office fairly stress free? Am I disorganized, like many of us are. You will be amazed at how much small changes will help you to save more time in your day for the more important undertakings you are responsible for.

5. Time Management Definition - df Generally, time management refers to the development of processes and tools that increase efficiency and productivity. So what can we do? A few small changes can make a big difference. So let’s get going…

6. Time Management Suggestions; #1 - sp Effective office time management means that you need to focus on the task at hand; and so an important time management tip is to do whatever you can to minimize distractions, such as the phone and email.

7. Time Management Suggestions; #1-sp Have a Secretary or Answering Machine Take Phone Messages (What’s your style?) sort postal and interdepartmental mail and place in folders as follows: green – no immediacy, yellow – needs signature, red – immediate attention Use the resources you have and lean on your ‘IT’ department.

8. Time Management Suggestions; #2 - df Set aside a Time to Answer Emails Emails are another thing which affects effective office time management and can constantly distract you from focusing on the task at hand. therefore try to set aside time each day to deal with your emails.

9. Time Management Suggestions; #2 cont. - df Possibly have multiple email addresses and divide your life into school, league, and personal and have all of them on your smart phone. ( This may not work for everyone ) Unsubscribe, set spam filter higher (“IT”). Put groups together (by league, by sport). And use a word or excel table - Demo

10. Time Management Suggestions; #2 –Continued-df Try to handle emails and paper items only once. Have your tech person direct cc’s to a separate folder and only emails where you are the intended direct recipient come directly to you. (You may or may not want this feature).

11. Time Management Suggestions; #3 - sp Create a To-Do List (just before you leave the office at night.) prioritize it (organize it in advance of need) Try to minimize random “time suckers” by setting up office hours, especially coaches, and an efficient routine. (Appt.)

12. Time Management Suggestions; #3 – Cont. - sp Complete Major Tasks First Start your day with one of the big, important tasks and then go onto smaller and less important tasks. If you start with the smaller tasks you may soon find them filling up your day and not having time left to do the larger tasks. But, sometimes its feels great to get multiple smaller items off your desk.

13. Time Management Suggestions; #4 - df When supervising, games or individuals, put yourself physically in the best place to get the most information possible. Be visible. Plan to see every head varsity coach at least twice a week.

14. Time Management Suggestions; #5 - df One of my problems is that I procrastinate But I’m going to start working on that tomorrow. Don’t procrastinate When possible do small tasks (those taking just a few minutes) immediately. Before they become bigger and overwhelm you.

15. Time Management Suggestions; #6 - sp Keep your Desk, Office and web site Organized and user friendly. Never waste time searching for the things you need or have important items go missing. A good organizational base line is being able to find anything that you’re looking for in 3 or less minutes. (Set your own baseline).

16. Time Management Suggestions; #7 - df Use your cell phone’s calendar’s reminder app to keep you on track. Save time for later by entering all new demographic information in your cell phone. (Names, emails, Cell #’s, DOB…) Text before leaving a voice mail.

17. Time Management Suggestions; #8 - sp Delegate You do not need to do everything yourself. In fact, others may like or be better at some of your office tasks. Use student helpers (like interns)…

18. Time Management Suggestions; #9 - df Set “SMART” Goals S pecific, M easurable, A chievable, R ewarding and T imely. SMART goals are useful in showing you what steps you need to take in order to be successful in your personal and professional life.

19. Time Management Suggestions; #10 - sp Choose Technology carefully What social media areas will make the biggest impact on your school community for the time invested. If your phone isn’t already synched to your administration goggle calendar, do it. Use the right technological tool for the right job. Blue tooth (Hands free) in your car..

20. Time Management Suggestions; #11 - df Last, but certainly not least: Invest in your own health and wellness. Sharpen the Saw (Steven Covey). Make your office as stress-free as possible And remember to live.

21. Time Management Suggestions; #12 df&sp Other strategies: Try to keep meeting to 30 minutes (as short as possible) and use conference calling and 3 ways on your phone when possible. Avoid too much social time. (If that’s even possible). Don’t “Reply to all” in emails unless its necessary. You can help your colleagues and they in-turn can help you.

22. Time Management Suggestions; #12 – Cont’. Stay focused on the big picture. Don’t get caught up in the “thick of thin things” (Covey). Have a good sense of nonsense. If you’d like a copy of this power point or our notes, find them at: www.nysaaa-chapter5.org

23. Time Management Strategies And most especially… Have fun!!! Thanks for coming.

24. Have a Great Year!