Breakthrough Coach Notes
BREAKTHROUGH COACH
* classes once a year, fills in a day, really changed how Peggy and I look at our jobs, takes a year to make the full change, the change is already happening and many good results, coaching vs. training
* Problem is unclear what needs to get done, job descriptions that means only one person can do the job and they get overloaded, interruptions constant, people not doing their job
STOP: BRAINSTORM/JOT BIGGEST CHALLENGES IN YOUR WORK ENVIRONMENT
* many admin spend 80% of time in their office...they need to be in classrooms (bureaucrat = ruled by the desk)
* win/win
* "the less administrators "do" the better for secretaries"
* Business (West Wing) Office Manager in the foreground and executive in the background. Peggy B. will meet with me for 15 minutes a day and that is how work is delegated. The Office staff works together to determine who can best complete the work. WHO, WHAT, WHEN
Fundamentals
a. turn the principal office into a conference room (intentionally created space)...like Quest Field...pristine, impecable, one activity (airplane runways, elevators, business executive office) No files or filing cabinets
b. System Clogs (highways, plumbing)
* principal holding work, not communicating what needs to be done
* lack of weekly, monthly planning
* unfinished e-mails, paperwork, projects growing
* constant secretary interuptions
* brain research: not possible to multi-task (use the Principal Office on coaching days)
* Office Manger holding work, not communicating what needs to be done
c. your systems: inbox to zero, list of projects, 2 months ahead, private work time, receptionist time...focus on the people/phones
d. office needs to be clean, efficent too! leave office in "state of impecability"
e. stay current every day (filing every day, payroll every day...get rid of piles)
f. teach everyone how to serve themselves (we let teachers get away with what they would never let their students get away with...stop enabling)...self-serve forms, well marked
g. Cross training is critical
h. SWARM (like getting 9th grade files ready for BHS!, closet organization, ASB Store)
i. Daily 15 minute meeting with Office Manager "principal comes in with something and leaves with nothing. Office manager comes in with nothing and leaves with something to do....then meets with staff to delegate appropriate work" Constant communication.
Principal Office Days
* Parent meetings, teacher requests, student conference happen on Office Days. (weekly paper or electronic better?)
* principal "do what the Office Manager tells you to do" Nosy is good. "May I ask what the call is about?" "I can schedule you for 15 minutes at time 1 or time 2."
* pager (hold us accountable) vs. cell phone vs. walkie talkie
Principal Coaching Days
* Get your own private work time on Coaching Days.
ACTION: BRAINSTORM PROJECTS FROM LAST SPRING THAT COULD HAVE BEEN BETTER WITHOUT INTERRUPTION.
************************
* "oh my gosh all their crap is coming to me!" If the principal is organized and caught up then there is about 10 minutes of administrative work a day. The problem is when the principal lets the work back up and is inefficent.
Everyone brings their paper files to this meeting (we all do this everyday)
a. trash
b. redistribute
c. file
d. do it
e. purple folder
ACTION: Bring ALL OPEN FILES OUT. LETS PROCESS AS A GROUP.
--------------------------------------------
E-mail to Zero
ACTION: DO IT
--------------------------------------------
Your Own To-do List
Administrator (Josh and Jolene)
* Avg. principal works 60-70 hours a week, is poor at delegation, is weeks behind on paperwork, is unclear about expectations, is rushed, eats poorly, doesn't excercise and isn't very happy with job
* principals are NOT the quarterback; they are the coach
* conductor, not the musician
* We are the problem (we are not the best person to type, format, file, mail...) would you pay someone what you are paid to (file, schedule appointments, take phone messages...)?
* are you in competition with your secretaries?
Job is to
1. talk with people, have hard conversations, encourage, challenge, model
2. be in classrooms, hallways, the lunchroom. Research shows less discipline, higher test scores when principal is in classrooms and with students
3. to coach, encourage, build the ability of others to do do the work, solve problems, take care of each other
4. redefine the role of the secretary (secret, trusted, authorized to act for the executive) I no longer want her to be doing..... I am instructing her to say, "no". MUST BE WIN/WIN
5. in the request business. Ask: what, who, when
6. WHAT SHOULD YOU STOP DOING? Are you helping others decide what to stop doing?
7. Open Door Policy means people can meet with you, not that everyone has access, at any time to drop by.
-------------------------------------
KEY CONCEPTS
1. principal calendar
2. pager, cell phone, e-mail, voice mail
3. inbox to zero
INDICATORS OF A BREAKTHROUGH ADMINISTRATOR
* Work <45 hours a week
* doesn't work nights or weekends
* models good health: excercise, sleeps, 15 minute nap
* keeps word
* is on time
* inbox (electronic and paper) to zero everyday
* get two months in front of the work
* Coaching 16 hours this week?
* Excercise at least 5 days this week? (30 minutes aerobics)
* Eat healthy, balanced meals
* Office impecable
* book 8 weeks out: Coaching, Prescheduled Meetings, Office Time
* meet with Office Manager for 15 minutes each day
* night meetings....balance with later schedule
--------------------------------------------------
Me To Do
* day ends at 4:30
* 45 hours a week
* schedule workout every day
* bring healthy food every day...take time to eat
Sectretaries To Do
***** manage Office Assistants: lets brainstorm jobs to keep them busy every day, all of the time
TEACHERS MEETING/ Custodian Meeting
* reduction in secretary time means no Roxie which means teachers do own copying
* Custodian supervises 3rd lunch clean up. Work crew doesn't leave until it passes inspection.
* classes once a year, fills in a day, really changed how Peggy and I look at our jobs, takes a year to make the full change, the change is already happening and many good results, coaching vs. training
* Problem is unclear what needs to get done, job descriptions that means only one person can do the job and they get overloaded, interruptions constant, people not doing their job
STOP: BRAINSTORM/JOT BIGGEST CHALLENGES IN YOUR WORK ENVIRONMENT
* many admin spend 80% of time in their office...they need to be in classrooms (bureaucrat = ruled by the desk)
* win/win
* "the less administrators "do" the better for secretaries"
* Business (West Wing) Office Manager in the foreground and executive in the background. Peggy B. will meet with me for 15 minutes a day and that is how work is delegated. The Office staff works together to determine who can best complete the work. WHO, WHAT, WHEN
Fundamentals
a. turn the principal office into a conference room (intentionally created space)...like Quest Field...pristine, impecable, one activity (airplane runways, elevators, business executive office) No files or filing cabinets
b. System Clogs (highways, plumbing)
* principal holding work, not communicating what needs to be done
* lack of weekly, monthly planning
* unfinished e-mails, paperwork, projects growing
* constant secretary interuptions
* brain research: not possible to multi-task (use the Principal Office on coaching days)
* Office Manger holding work, not communicating what needs to be done
c. your systems: inbox to zero, list of projects, 2 months ahead, private work time, receptionist time...focus on the people/phones
d. office needs to be clean, efficent too! leave office in "state of impecability"
e. stay current every day (filing every day, payroll every day...get rid of piles)
f. teach everyone how to serve themselves (we let teachers get away with what they would never let their students get away with...stop enabling)...self-serve forms, well marked
g. Cross training is critical
h. SWARM (like getting 9th grade files ready for BHS!, closet organization, ASB Store)
i. Daily 15 minute meeting with Office Manager "principal comes in with something and leaves with nothing. Office manager comes in with nothing and leaves with something to do....then meets with staff to delegate appropriate work" Constant communication.
Principal Office Days
* Parent meetings, teacher requests, student conference happen on Office Days. (weekly paper or electronic better?)
* principal "do what the Office Manager tells you to do" Nosy is good. "May I ask what the call is about?" "I can schedule you for 15 minutes at time 1 or time 2."
* pager (hold us accountable) vs. cell phone vs. walkie talkie
Principal Coaching Days
* Get your own private work time on Coaching Days.
ACTION: BRAINSTORM PROJECTS FROM LAST SPRING THAT COULD HAVE BEEN BETTER WITHOUT INTERRUPTION.
************************
* "oh my gosh all their crap is coming to me!" If the principal is organized and caught up then there is about 10 minutes of administrative work a day. The problem is when the principal lets the work back up and is inefficent.
Everyone brings their paper files to this meeting (we all do this everyday)
a. trash
b. redistribute
c. file
d. do it
e. purple folder
ACTION: Bring ALL OPEN FILES OUT. LETS PROCESS AS A GROUP.
--------------------------------------------
E-mail to Zero
ACTION: DO IT
--------------------------------------------
Your Own To-do List
Administrator (Josh and Jolene)
* Avg. principal works 60-70 hours a week, is poor at delegation, is weeks behind on paperwork, is unclear about expectations, is rushed, eats poorly, doesn't excercise and isn't very happy with job
* principals are NOT the quarterback; they are the coach
* conductor, not the musician
* We are the problem (we are not the best person to type, format, file, mail...) would you pay someone what you are paid to (file, schedule appointments, take phone messages...)?
* are you in competition with your secretaries?
Job is to
1. talk with people, have hard conversations, encourage, challenge, model
2. be in classrooms, hallways, the lunchroom. Research shows less discipline, higher test scores when principal is in classrooms and with students
3. to coach, encourage, build the ability of others to do do the work, solve problems, take care of each other
4. redefine the role of the secretary (secret, trusted, authorized to act for the executive) I no longer want her to be doing..... I am instructing her to say, "no". MUST BE WIN/WIN
5. in the request business. Ask: what, who, when
6. WHAT SHOULD YOU STOP DOING? Are you helping others decide what to stop doing?
7. Open Door Policy means people can meet with you, not that everyone has access, at any time to drop by.
-------------------------------------
KEY CONCEPTS
1. principal calendar
2. pager, cell phone, e-mail, voice mail
3. inbox to zero
INDICATORS OF A BREAKTHROUGH ADMINISTRATOR
* Work <45 hours a week
* doesn't work nights or weekends
* models good health: excercise, sleeps, 15 minute nap
* keeps word
* is on time
* inbox (electronic and paper) to zero everyday
* get two months in front of the work
* Coaching 16 hours this week?
* Excercise at least 5 days this week? (30 minutes aerobics)
* Eat healthy, balanced meals
* Office impecable
* book 8 weeks out: Coaching, Prescheduled Meetings, Office Time
* meet with Office Manager for 15 minutes each day
* night meetings....balance with later schedule
--------------------------------------------------
Me To Do
* day ends at 4:30
* 45 hours a week
* schedule workout every day
* bring healthy food every day...take time to eat
Sectretaries To Do
***** manage Office Assistants: lets brainstorm jobs to keep them busy every day, all of the time
TEACHERS MEETING/ Custodian Meeting
* reduction in secretary time means no Roxie which means teachers do own copying
* Custodian supervises 3rd lunch clean up. Work crew doesn't leave until it passes inspection.
posted by Mike at 5:21 AM
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