1. Coordinator Juggling Amy Kern

2. What’s Your Back-Up Plan?  Other admin staff  Fellow coordinators  Just don’t go on vacation

3. Disclaimers  This is what works for me, but it’s not perfect  I’ve learned from lots of people along the way (aka I steal ideas!)  I encourage you to find what works for you – I sincerely believe it’s worth the effort

4. Personal Benefits  Back up for time off  Save time & effort for infrequent tasks  Cross train or train new staff  Learn & improve yourself  Forces you to think about the details of what you do – good opportunity to ask if it is “value added” or can it be done more efficiently with less work for you?

5. Work Benefits  Better experience for you, trainees, & PD  Consistency  Organizational knowledge/memory  Help out other coordinators  Learn & improve

6. Standardize & Save  Standardize  Form Letters  Email Templates  Include subject line and location of attachments  Formatting = interchangeable parts  Everything is saved to the shared (H:) drive  Only save the most current copy – have system in place if need to save working copies

7. Internal Policies & Procedures  Annual Timeline of Duties  Help show your boss how much work you really do!  Outlook Tasks & Calendar  How To Documents  User guides  Emails from GME  Save your notes

8. How To Docs  Every document has title, date revised, and initial of person who last edited  Keep it manageable!  Don’t try to do it all at once  Keep the documents focused (not too long)  Doesn’t have to be perfect  Some of mine are just snippets of information

9. How To Docs  People: Include title/office along with the name and contact info so if they leave you know where to start  Living documents  Meant to be shared and revised  Ideally reviewed annually

10. How To Docs  Q: What should these be about?  A: Pretty much everything, but mine tend to fit into these categories:  Communications  Processes  Policies  Systems

11. Helpful Programs  Doodle.com  Online scheduling program  People sign themselves up  Free!  Interview Broker  Like Doodle, but especially for recruiting  You can send emails, attachments, etc  Cheap ($1.99/applicant)  E-value Coordinator Forum

12. Helpful Programs  Google Docs  Multiple users can access & edit  Pro: everyone always have the most current version  Con: difficulty accessing from IMC & VA  Google Forms  Online forms and the data flows right into an Excel sheet  Onboarding, signing up for interviews

13. Look Good  Do you tend to get the same questions over and over again?  Think about how you can answer people’s questions before they think of it! FAQ’s, instructions, early informational emails  Think about how you can make your PD’s life easier  Bonus: Most of these improvements make your life easier, too!

14. What Works For You? Any Questions?

15. Coordinator Juggling Amy Kern