1. Course 1B Personal Administration Florida Sons of The American Legion College

2. Course Instructors Jim Roberts – Detachment Assistant Adjutant Squadron 4 Lakeland 35 Years of Service Past Detachment Commander Past National Vice Commander Past National Commander Ed Sheubrooks – Detachment Adjutant Squadron 40 Fort Pierce 38 Years of Service Past Detachment Commander Past National Vice Commander National Assistant Adjutant John Jennings – National Vice Commander Squadron 72 Mulberry 19 Years of Service Past Detachment Commander

3. Florida SAL College System Objective The objective and purpose of the Florida SAL College System is to increase, improve and enhance the administrative and managerial skills of current and future leaders of the Florida Sons of The American Legion through education and direct skill development.

4. Introductions Name Squadron Number and Location Current Position or Title Your favorite Ice Cream flavor

5. Name Your Team!

6. RECAP: Course 1A Communications Written Communications Speaking Effectively Delivering Presentations

7. Florida SAL College Mission Statement Created by the Class of 2013 THE FSCS IS A JOURNEY THAT WILL BUILD AND IMPROVE PERSONAL COMMUNICATION, TIME MANAGEMENT AND PERSONAL DEVELOPMENT TO BETTER YOUR LEADERSHIP FOR INDIVIDUAL AND ORGANIZATIONAL BENEFIT.

8. Agenda Course 1B – Personal Administration Unit 1 – Time Management Organization Planning/Scheduling Prioritizing Unit 2 – Personal Administrative Skills Developing Systems and Processes Manage Execution Work Efficiently

9. Unit 1 - Time Management

10. Today will not include a magic formula but an old formula for working efficiently…a critical element to our workday, our volunteer tasks and our lives !! Work Smart…Work Hard…Work Efficiently!!!!!

11. Have You ever experienced... Working all day…coming home late and feeling like you’ve accomplished nothing? Missed an important deadline because a due date “just slipped” up on you? Given into the fact that being a volunteer is just a lot of hard work that you have to do if that is what you believe in??

12. Getting a good start...

13. How do you get started? Organization is the key! To Do lists Identify Priorities Assign specific times for each task Allocate enough time for each task Plan for interruptions Understand other tasks which need to be accomplished Who else/what else must be considered to accomplish goal.

14. To Do Lists What purpose do they serve? What do they need to include? How can they affect our organization? Where do the “subjects” come from? You mean I have to “To Do” my volunteer interests???

15. TEAM ACTIVITY To Do Lists

16. :00 :01 :02:03:04 :05 Activity: Create a “To Do” List Objective: As a group, create a “To Do” list based on the following information: You are planning a membership rally for the middle of the month -- 2 months from now. Your first task for the rally is coordinating the location/time and attendance. You also have a family reunion planned and a major job assignment at work to complete One member should deliver the presentation – all should participate in its creation :15:30 1:00 2:003:004:00 5:0010:0015:0020:00

17. TEAM PRESENTATIONS To Do Lists

18. Review of the “To Do” lists... How do you “balance” everything? What priorities did you establish? What was your thought process when creating the “to do” list? How were you able to accomplish your goals? Where did you have to adjust your plan?

19. Questions on To Do Lists

20. Plans are nothing; Planning is everything. Dwight D. Eisenhower Efficiency = Planning

21. Planning for success Why is planning your day / week / month so important? Why is it so hard to take the time to do it? How much time does it take to plan?

22. Why is it important? The plan you create is your road map. “How to get to where you want to go” Keeps you focused on the objective Allows you to properly account for all aspects of the objective Will help keep you on “track” regardless of elements which can throw you off track.

23. Why is it so hard to plan? Commitment to the process Knowing where and/or when to start Being able to prioritize Finding the time to do it!

24. Finding time to plan…... How much time does planning take? When is the best time to plan your day? Beginning of the day End of the day Whenever you can dedicate the time

25. Tools to help you plan Personal organizers Use of all available information Ability to prioritize tasks Calendars Coordination with “external elements”

26. Personal Organizers Varity of types / styles All provide weekly / monthly guides Establish a dedicated approach to their use Use it to help manage you -- not be managed by it Use as a reference / referral tool

27. Use all available information Previous experience Conversation among peers / friends Ask for feedback Communications Updates Post / District / Detachment Newsletters & Bulletins Phone calls / letter

28. Prioritize tasks What needs to occur first? Maintain a balance – Family / Professional / Volunteer commitments Take into account deadlines Take into account other people Understand cause / affect

29. Calendars Allows for simple / clear coordination of events Should be used to manage the aspects of the project. Can “catch” flaws in the plan Should be shared with all people involved in the project / task

30. TEAM ACTIVITY Calendars

31. Activity: Create an “Activities Calendar” Objective: To create a two month activity calendar for the Squadron. Use the following information to create your calendar. Months May and June 2014 State Scheduled Activity - Detachment Convention Activities to include Election & installation of new officers the following for each month: 3 Squadron Events Joint Legion Family Event Community Event Squadron Meeting :00 :01 :02:03:04 :05 :15:30 1:00 2:003:004:00 5:0010:0015:0020:00

32. TEAM PRESENTATIONS Calendars

33. Review of Calendar What / How did you plan and schedule the activities? What did you account for? How did you prioritize? What else did you have to account for? How would you communicate the events in the calendar?

34. Questions on Calendars

35. LET’S TAKE A BREAK 10 MINUTES

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106. Course 1B Personal Administration Florida Sons of The American Legion College

107. Time Control Time is your most precious commodity Once used -- it’s gone !!! Can’t recycle time Time wasted is the biggest way to impact time control

108. Time wasters Self Inflicted External

109. Self Inflicted Time Wasters Disorganization Poor Planning Poor Discretion Lack of Self Discipline Lack of Knowledge Procrastination Inability to say no Ineffective delegation Socializing

110. External Time Wasters Visitors Telephone Calls Unproductive meetings Lack of support/guidance Uncontrolled change of plans

111. Recap of Time Wasters…... Identify the cause and fix it Break projects into smaller pieces if you procrastinate a lot Learn to say no! Focus on the task Keep socializing to a minimum Plan your day Follow your plan Control the self inflicted Manage the external

112. Prioritizing……... Identify what is critical, what is important, and what is “nice to have, but not necessary” Use ranking system - A,B,C. Some people call them “blue chips”. Be flexible. Priorities change. Apply your rankings to your “to do’s” and calendars

113. Prioritizing……... Keep in mind that prioritizing is not done in a “vacuum”. There is no “right or wrong” in prioritizing. It must apply to your plan, and your “to do” list Continuous adjustments to priorities are natural -- and mean you’ve prioritized correctly !!

114. Unit 2 – Personal Administrative Skills

115. What is “Personal Administration?” The ability to “balance” the task and the available time / resources to achieve optimum results. The difference between “almost great” and INCREDIBLE! The difference between success and almost success

116. Personal Administrative Skills are…... Ability to establish plans Structure and Staff Systems and processes Managing execution Working efficiently

117. Establishing Plans Develops short and long range plans Ensures they are comprehensive, realistic and effective Integrate across all aspects of the organization Ensures they are effective in meeting goals

118. Start with a vision of the plan What is the organizations “vision” What does that mean for my team and I? What talents are needed to accomplish my part? Ask for information, feedback, verification of direction

119. Create the plan Develop the required tasks - a “master to do” list Prioritize the tasks Assign specific objectives and responsibilities Establish a “calendar of activities” to keep all participants on track

120. The “Short Term Plan” & the “Long Term Plan” SHORT TERM 90 - 180 days Immediate impact ID tasks, goals, deadlines Create “To Do’s” and calendar LONG TERM 1-3 years “Bigger Picture” Broader “tasks and sub-tasks” Goals more flexible More monitoring processes Long range calendar

121. Elements of the Plan Must be comprehensive, involving all aspects of the organization Must be realistic - do not plan for something you can not accomplish Must be effective -- able to be achieved Bottoms up is always best!

122. Structure and Staff Selects the right people for the job/task Builds a strong team Provides for “Staff continuity” Forms the right structures and teams

123. Select the right people!! Start with desire!! Ability to “stick with the job” Understands and supports the vision Has strengths which supports or compliments yours

124. GO TEAM !!!! Establish a “sense of one” The strongest organization is one which knows one goal, one objective, one focus Establish expectations up-front Get commitment for “continuity” Use all the strengths of the team to achieve the goals

125. Systems and Processes Identifies effective processes and procedures Allocates the needed resources to accomplish the task Implements policies which support objectives

126. Analyzing the work flow Identify goal Establish work flow Evaluate current structure ID what is working / what’s not Set responsibilities Establish “to do’s” Create activities calendar Create teams to address specific tasks Establish follow-up process

127. Managing Execution Assigns responsibilities Delegates and empowers others Removes obstacles Coordinates work efforts when needed Monitors progress

128. Delegation Increasing your willingness to Delegate Identify task for others to do Determine to whom to delegate to Convey clear expectations for assignments Establish appropriate degree of authority Monitor the progress of the team

129. Working Efficiently Allocates own time well Handles multiple demands and competing priorities Efficiently processes paperwork Manages meeting effectively

130. Managing your time Determine priorities Dealing with higher priority tasks first Reducing excessive interruptions Assessing your daily accomplishments

131. Expediting the paperwork Processing paperwork efficiently Eliminating unnecessary memos Improving documentation Establish a filing system Organize your desk -- organize your paperwork Create one effective work space

132. Managing Meetings Setting up the facilities Prepare an effective agenda Organizing your meeting Managing your meeting

133. Recap Time Management To Do Lists Prioritizing Calendars Time wasters Personal Administrative Skills Planning Delegation Work flow

134. Florida Sons of The American Legion College System As we stated in the opening – the objective of the Florida SAL College System is to increase, improve and enhance the skills of current and future leaders of the Florida Sons of The American Legion. It is not intended, nor designed, to create leaders. That, as always, must come through dedication to the ideals of the Sons of The American Legion and The American Legion Family.

135. Time Management Personal Administrative Skills Questions ??

136. Feedback Let the us know what you thought of this program. We need your feedback to make this successful. Please fill out the Evaluation Form & turn it in to an instructor. Other comments or questions send us an email. Jim Roberts – jim.robertsfl@gmail.com Ed Sheubrooks – Fishermn9@aol.com John Jennings – jjennings22@tambay.rr.com

137. Course Certificates

138. Florida Sons of The American Legion College THANK YOU FOR PARTICIPATING