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

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Presentation on theme: "Time Management and Time Saving Ideas Karl Heimbach, CMAA Athletic Director at Col. Zadok Magruder H.S. Rockville, Maryland"— Presentation transcript:

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

2 Duties and Responsibilities What none athletic director duties do you have to deal with at your school? What none athletic director duties do you have to deal with at your school? How about: Covering classes Covering classes General educator at I.E.P. meetings General educator at I.E.P. meetings State testing State testing Cafeteria duty Cafeteria duty Teaching two classes daily (U.S. History/Economics) Teaching two classes daily (U.S. History/Economics) Running on-line school store Running on-line school store Passing out dance tickets and checking financial obligations Passing out dance tickets and checking financial obligations Checking ECA fee (activity fee) Checking ECA fee (activity fee) Construction issues Construction issues Parking permits Parking permits Im 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!!!!! Im 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!!!!!

3 Saving Time Idea #1 Bulletin Board Outside your office 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

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

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

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

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11 Time Saving Idea #5 Organized Bulletin Board 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 game\Invest time to train them) List sports by seasonList sports by season State playoff datesState playoff dates Reschedule games checklistReschedule games checklist Booster club directoryBooster club directory Officials, commissioners and assignorsOfficials, commissioners and assignors School phone numbersSchool phone numbers Coaches directoryCoaches directory County AD directoryCounty AD directory Sport directorsSport directors Financial codesFinancial codes Police numbersPolice numbers Newspaper\transportation\other often used phone numbersNewspaper\transportation\other often used phone numbers School year calendarSchool year calendar Charter bus listCharter bus list

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

14 Time Saving Idea #7 Detailed Wall Calendar Detailed Wall Calendar (Use next year in planning) Include in pencil: Game\Time Bus leaving\return Ticket number Police and security Request submitted Building use form Use number Locker rooms (guest\referees) Special needs Hi-lite special dates Team pictures Playoff forms due

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

16 Time Saving Idea #8 Filing Cabinet #1 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 Sport\3.5 pins Athletic Department Appreciation

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

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

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

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

22 Time Saving Idea #8 Cont. Level 4 (Bottom) 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…….

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

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

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

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

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36 Who To Contact Big Teams at: Big Teams at: Jeff Gilbert, Managing Partner Jeff Gilbert, Managing Partner 45 Main Street, Warrenton, VA Main Street, Warrenton, VA Visit our website at: Visit our website at: Click on Athletics and it will take you to our page Click on Athletics and it will take you to our page

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

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

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

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47 See Article #4 Stores Open by Karl Heimbach. Stores Open by Karl Heimbach.

48 Who To Contact Fieldhouse Fieldhouse Carl Lombardi, Jr Carl Lombardi, Jr th Ave, NE th Ave, NE Suite 340 Suite 340 Bellevue, WA Bellevue, WA Click on icon with M Online Store……. Click on icon with M Online Store…….

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


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