Time Management and Time Saving Ideas Karl Heimbach

Time Management and Time Saving Ideas Karl Heimbach, CMAA Athletic Director at Col. Zadok Magruder H. S. Rockville, Maryland karl_s_heimbach@mcpsmd. org

Duties and Responsibilities § What none athletic director duties do you have to deal with at your school? How about: § § § Covering classes General educator at I. E. P. meetings State testing Cafeteria duty Teaching two classes daily (U. S. History/Economics) Running on-line school store Passing out dance tickets and checking financial obligations Checking ECA fee (activity fee) Construction issues Parking permits I’m sure the list goes on and on for you!!! Who else usually knows how to do everything on time; on schedule; under budget; know where everything is and deal with people at the same time!!!!!

Saving Time Idea #1 § Bulletin Board Outside your office § Daily News § Big games § Forms due § Tryout information § Ticket information § Indoor practice § § § schedule Note where to find you Fundraising Place to leave messages for you

Time Saving Idea #2 § Forms found on my door § ECA § Physical § Hall of Fame nominations § Grade sheets § Order letter jackets § White medical cards

Time Saving Idea #3 § Electronic Message Board § § Linked to my computer Post schedule of games and events Changes in schedule (flashing lights) Important announcements and reminders

Time Saving Idea #4 § Display case next to office with important information: § Season athletic schedule § Coaches directorycontact information § Season pass information § On-line school store § Sportsmanship statement § NCAA information § School and bell schedule § Monthly indoor practice schedule § Required forms and start dates for all three seasons § Important websites

Time Saving Idea #5 Organized Bulletin Board (Find most information within one minute) (My assistant athletic directors know where to look and what to do when they run a gameInvest time to train them) • • • • List sports by season State playoff dates Reschedule games checklist Booster club directory Officials, commissioners and assignors School phone numbers Coaches directory County AD directory Sport directors Financial codes Police numbers Newspapertransportationother often used phone numbers School year calendar Charter bus list

See Article #1 § Useful Information on Your Office Bulletin Board by Karl Heimbach.

Time Saving Idea #7 § Detailed Wall Calendar § (Use next year in planning) § Include in pencil: § GameTime § Bus leavingreturn § Ticket number § Police and security § Request submitted § Building use form § Use number § Locker rooms (guestreferees) § Special needs § Hi-lite special dates § Team pictures § Playoff forms due

See Article #2 § Detailed Wall Calendar Saves Valuable Time by Karl Heimbach.

Time Saving Idea #8 Filing Cabinet #1 TV on top (weather station) § Top Shelve (Find in one minute) § Pins (alphabetical order) § Varsity Certificates § JV Certificates § 3. 25 Certificates § Academic Team Certificates § Two Sport3. 5 pins § Athletic Department Appreciation

Time Saving Idea #6 § Multi-Level Shelves (Three) § § § BooksLTC Course Manuals § 1. Catalogs § 2. Videos/CD’s CountyCoaches Forms § 1. ICB (Building use) § 2. Injury Reports § 3. Handbooks § 4. Booster Club Requests § 5. Volunteer Coaching Forms § 6. Bus Tickets § 7. P. E-22 Applications § 8. Medical Cards § 9. County Meeting Agenda § 10. Copy of E-Mails MoneySportsmanship § 1. Check Request § 2. Deposit Slips § 3. Transfer Forms § 4. Financial Obligations § 5. Sportsmanship Forms § 6. Grade Sheets § 7. Security Plan

Time Saving Idea #8 Cont. § Level 2 § Folders § Monthly financial papers (one for income and expenses) § Sports § Each sport § Each coach Topic-Alphabetical order Clean twice a yearbeginning of each semester!!!! § See handout

Time Saving Idea #8 Cont. § Shelve 3 § Varsity letters § Years for banners

See Article #3 § Effective Filing System for Athletic Directors by Karl Heimbach.

Time Saving Idea #8 Cont. § Level 4 (Bottom) § Stationary items. § Pens, paper, etc. , § Tools for quick repairs § Hooks for banners § Hooks for goal posts § Nails, screws, tape, bull horn, different types of screw drivers, paint brushes, security tape, duck tape, portable carpet sweeper…….

Too Many Phone Calls for Information § Who wants § § § § information: Press Parents Students Teachers Other schools Colleges Etc……………. .

Time Saving Idea #9 § Detailed website that myself, coaches, booster club board members can use: § Top Heading of Website § Fields and Directions § Contact Us (me) § Files and Forms § Camps and Clinics § Boosters § Photo Gallery § Links

Time Saving Idea #9 Cont. , § Additional Information § Right Side § Each team (Junior varsity and varsity has a page) § Includes: § Roster and numbers § Schedule § Photos and stories § Game summaries § Season Summaries § Individual and team awards

Time Saving Idea #9 Cont. , § Direct link to “Athletic Department” § Recent Articles § Important Dates and Events § News From AD § Calendar of Games and Events § Game Cancellations

Who To Contact § § § Big Teams at: www. Big. Teams. com Jeff Gilbert, Managing Partner 45 Main Street, Warrenton, VA 20186 866 -968 -3267 § Visit our website at: www. magruderhs. org § Click on Athletics and it will take you to our page

School Store § § § § Problems and headaches with running a store: Inventory Budget Time selling items Deposits and checks Ordering No junk food…biggest money maker § Whole thing became a job in itself……. .

Time Saving Idea #10 § Online School Store § www. magruderhs. org § Click on M Online Store icon § § § § Season Passes Clothing PE Uniforms Graduation Videos Prom Tickets Senior Banquet Tickets Homecoming Tickets Team Stores

Time Saving Idea #10 Cont. , § One check for each account…. every 2 months. § People buy online with a credit card or check using a flier § § § the company sends me. Bulk orders are sent to school with a list to distribute. Tickets are passed out after checking for financial obligations from the list sent by the company. Company makes all tickets for us. We determine the percentage of profit for each item. See article on subject.

See Article #4 § Store’s Open by Karl Heimbach.

Who To Contact § § § § § Fieldhouse Carl Lombardi, Jr 155 108 th Ave, NE Suite 340 Bellevue, WA 98004 425 -458 -4200 www. fieldhouse. com www. magruderhs. org Click on icon with M Online Store…….

Thank you for attending this workshop and have a great holiday season.