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Time Management Tips for School Certifying Officials. AVECO July 14-17, 2014. Agenda. Introduction Tips from Covey Certification Preparation Resources Communication Technology Stress Relief Group Think. All in a Day’s Work. Students. Certifications. Registration. Emails. Calls.

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Time Management Tips for School Certifying Officials


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    Presentation Transcript
    1. Time Management Tips for School Certifying Officials AVECO July 14-17, 2014

    2. Agenda • Introduction • Tips from Covey • Certification Preparation • Resources • Communication • Technology • Stress Relief • Group Think

    3. All in a Day’s Work Students Certifications Registration Emails Calls Meetings Voicemails Co-Workers Boss Financial Aid Other Duties as Assigned Problem Solving Conferences

    4. Time Management What the Experts Say (Taken from J.D. Frailey’s presentation on Franklin Covey)

    5. Important Urgent Not Urgent • Crises • Pressing problems • Deadline-driven • projects, meetings, • reports Not Important The Time Matrix • Preparation • Prevention • Planning • Relationship building • Re-creation • Values Clarification • Tasks before deadline • Needless interruptions • Unnecessary reports • Unimportant meetings • phone calls, mail, • e-mail • Other people’s minor • issues • Trivia, busywork • Irrelevant phone calls, • Mail, e-mail • Time-wasters • Escape activities • Excessive TV, Internet, • relaxation

    6. The Productivity Pyramid PlanDaily Plan Weekly Set Goals Identify Values

    7. Goal Setting • Write it down • Give it a Deadline • Break it down into doable chunks • Chart your progress • Commit

    8. Weekly Planning 1. Review roles 2. Choose big tasks 3. Schedule the week

    9. Daily Planning 1. Check today’s appointments *These are fixed commitments, tasks must fit around them. “We can’t spend time we don’t have.” 2. Make a realistic list Plan no more than 2/3 of your available hours 3. Prioritize your tasks (ABC, 123) 8

    10. Certification Preparation Applying this to Daily Tasks 9

    11. Certification Preparation • 1. Determine which students need to be certified • How do you know? • How do you communicate with students • Printing Documents • What is needed? • What will be reviewed during compliance surveys • Reviewing Documents • a. Checking courses, dates, degree, retakes • b. How do you determine tuition and fees? 10

    12. Resources • VA Work Study • Answer calls • Assist Students • Print Documents • Review Documents • Education Liaison Representative • SCO Handbook • SCO Hotline: 855-225-1159 • Right Now Web 11

    13. Communication • Students • - How do students obtain information? • - Who provides customer service to students? • - What is the role of the SCO? • Billing/Accounts Office • Registrar’s Office • Financial Aid/Scholarships • VA/DMC 12

    14. Technology • What system does your school use? • - PeopleSoft, Banner, Home Grown • Reports • - Track enrollment changes • - Track Billing/Tuition and Fee Changes • - Pull F Grades & Incompletes 13

    15. Stress Relief • Take a lunch break • - Walk away from your desk • - Eat: must refuel • Switch tasks if feeling overwhelmed • Decompress after work • - Self Check: do you take work home with you? • Use Vacation Time 14

    16. Group Think What are your best practices? 15

    17. Questions Presenters: Carin Anderson Minnesota ELR Barry Walser Missouri ELR Chris Sutherland Montana ELR