FSCS-02 Personal Administration

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Florida Sons of The American Legion
College
Course 1B
Personal Administration
Course Instructors
 Jim Roberts – Detachment Assistant Adjutant
 Squadron 4 Lakeland
 35 Years of Service
 Past Detachment Commander
 Past National Vice Commander
 Past National Commander
 Ed Sheubrooks – Detachment Adjutant
 Squadron 40 Fort Pierce
 38 Years of Service
 Past Detachment Commander
 Past National Vice Commander
 National Assistant Adjutant
 John Jennings – National Vice Commander
 Squadron 72 Mulberry
 19 Years of Service
 Past Detachment Commander
Florida SAL College System Objective
The objective and purpose of the Florida SAL
College System is to increase, improve and
enhance the administrative and managerial skills
of current and future leaders of the Florida Sons
of The American Legion through education and
direct skill development.
Introductions
 Name
 Squadron Number and Location
 Current Position or Title
 Your favorite Ice Cream flavor
Name Your Team!
RECAP: Course 1A Communications
 Written Communications
 Speaking Effectively
 Delivering Presentations
THE FSCS IS A JOURNEY THAT
WILL BUILD AND IMPROVE
PERSONAL COMMUNICATION,
TIME MANAGEMENT AND
PERSONAL DEVELOPMENT TO
BETTER YOUR LEADERSHIP
FOR INDIVIDUAL AND
ORGANIZATIONAL BENEFIT.
Florida SAL College Mission Statement
Created by the Class of 2013
Agenda
Course 1B – Personal Administration
 Unit 1 – Time Management
 Organization
 Planning/Scheduling
 Prioritizing
 Unit 2 – Personal Administrative Skills
 Developing Systems and Processes
 Manage Execution
 Work Efficiently
Unit 1 - Time Management
Work Smart…Work Hard…Work
Efficiently!!!!!
Today will not include a magic formula but an old
formula for working efficiently…a critical element
to our workday, our volunteer tasks and our lives !!
Have You ever experienced...
 Working all day…coming home late and feeling like
you’ve accomplished nothing?
 Missed an important deadline because a due date
“just slipped” up on you?
 Given into the fact that being a volunteer is just a lot
of hard work that you have to do if that is what you
believe in??
Getting a good start...
How do you get started? Organization is
the key!
 To Do lists
 Plan for interruptions
 Identify Priorities
 Understand other tasks
 Assign specific times for
which need to be
accomplished
each task
 Who else/what else
 Allocate enough time for
each task
must be considered to
accomplish goal.
To Do Lists
 What purpose do they serve?
 What do they need to include?
 How can they affect our organization?
 Where do the “subjects” come from?
 You mean I have to “To Do” my volunteer
interests???
TEAM ACTIVITY
To Do Lists
Activity: Create a “To Do” List
Objective: As a group, create a “To Do” list based on
the following information:
 You are planning a membership rally for the middle
of the month -- 2 months from now.
 Your first task for the rally is coordinating the
location/time and attendance.
 You also have a family reunion planned and a major
job assignment at work to complete
One member should deliver the presentation – all
should participate in its creation
3:00
2:00
4:00
:00
:04
:03
:30
:02
:15
15:00
20:00
10:00
1:00
5:00
:01
:05
TEAM PRESENTATIONS
To Do Lists
Review of the “To Do” lists...
 How do you “balance” everything?
 What priorities did you establish?
 What was your thought process when creating the
“to do” list?
 How were you able to accomplish your goals?
 Where did you have to adjust your plan?
Questions on To Do Lists
Efficiency = Planning
Plans are nothing; Planning is everything.
Dwight D. Eisenhower
Planning for success
 Why is planning your day / week / month so
important?
 Why is it so hard to take the time to do it?
 How much time does it take to plan?
Why is it important?
 The plan you create is your road map. “How to get to
where you want to go”
 Keeps you focused on the objective
 Allows you to properly account for all aspects of the
objective
 Will help keep you on “track” regardless of elements
which can throw you off track.
Why is it so hard to plan?
 Commitment to the process
 Knowing where and/or when to start
 Being able to prioritize
 Finding the time to do it!
Finding time to plan…...
 How much time does planning take?
 When is the best time to plan your day?
 Beginning of the day
 End of the day
 Whenever you can dedicate the time
Tools to help you plan
 Personal organizers
 Use of all available information
 Ability to prioritize tasks
 Calendars
 Coordination with “external elements”
Personal Organizers
 Varity of types / styles
 All provide weekly / monthly guides
 Establish a dedicated approach to their use
 Use it to help manage you -- not be managed by it
 Use as a reference / referral tool
Use all available information
 Previous experience
 Conversation among peers / friends
 Ask for feedback
 Communications
 Updates
 Post / District / Detachment Newsletters & Bulletins
 Phone calls / letter
Prioritize tasks
 What needs to occur first?
 Maintain a balance – Family / Professional /
Volunteer commitments
 Take into account deadlines
 Take into account other people
 Understand cause / affect
Calendars
 Allows for simple / clear coordination of events
 Should be used to manage the aspects of the
project.
 Can “catch” flaws in the plan
 Should be shared with all people involved in the
project / task
TEAM ACTIVITY
Calendars
Activity: Create an “Activities Calendar”
Objective: To create a two month activity calendar for
the Squadron. Use the following information to create
your calendar. Months May and June 2014
 State Scheduled Activity - Detachment Convention
 Activities to include Election & installation of new
officers the following for each month:
 3 Squadron Events
 Joint Legion Family Event
 Community Event
 Squadron Meeting
3:00
2:00
4:00
:00
:04
:03
:30
:02
:15
15:00
20:00
10:00
1:00
5:00
:01
:05
TEAM PRESENTATIONS
Calendars
Review of Calendar
 What / How did you plan and schedule the activities?
 What did you account for?
 How did you prioritize?
 What else did you have to account for?
 How would you communicate the events in the
calendar?
Questions on Calendars
LET’S TAKE A BREAK
10 MINUTES
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Florida Sons of The American Legion
College
Course 1B
Personal Administration
Time Control
 Time is your most precious commodity
 Once used -- it’s gone !!! Can’t recycle time
 Time wasted is the biggest way to impact time
control
Time wasters
 Self Inflicted
 External
Self Inflicted Time Wasters
 Disorganization
 Poor Planning
 Poor Discretion
 Lack of Self Discipline
 Lack of Knowledge
 Procrastination
 Inability to say no
 Ineffective delegation
 Socializing
External Time Wasters
 Visitors
 Telephone Calls
 Unproductive meetings
 Lack of support/guidance
 Uncontrolled change of plans
Recap of Time Wasters…...
 Identify the cause and
fix it
 Break projects into
smaller pieces if you
procrastinate a lot
 Keep socializing to a
minimum
 Plan your day
 Follow your plan
 Learn to say no!
 Control the self inflicted
 Focus on the task
 Manage the external
Prioritizing……...
 Identify what is critical, what is important, and what is
“nice to have, but not necessary”
 Use ranking system - A,B,C. Some people call them
“blue chips”.
 Be flexible. Priorities change.
 Apply your rankings to your “to do’s” and calendars
Prioritizing……...
 Keep in mind that prioritizing is not done in a
“vacuum”.
 There is no “right or wrong” in prioritizing. It must
apply to your plan, and your “to do” list
 Continuous adjustments to priorities are natural --
and mean you’ve prioritized correctly !!
Unit 2 – Personal Administrative Skills
What is “Personal Administration?”
 The ability to “balance” the task and the available
time / resources to achieve optimum results.
 The difference between “almost great” and
INCREDIBLE!
 The difference between success and almost success
Personal Administrative Skills are…...
 Ability to establish plans
 Structure and Staff
 Systems and processes
 Managing execution
 Working efficiently
Establishing Plans
 Develops short and long range plans
 Ensures they are comprehensive, realistic and
effective
 Integrate across all aspects of the organization
 Ensures they are effective in meeting goals
Start with a vision of the plan
 What is the organizations “vision”
 What does that mean for my team and I?
 What talents are needed to accomplish my part?
 Ask for information, feedback, verification of direction
Create the plan
 Develop the required tasks - a “master to do” list
 Prioritize the tasks
 Assign specific objectives and responsibilities
 Establish a “calendar of activities” to keep all
participants on track
The “Short Term Plan” & the “Long Term
Plan”
 LONG TERM
 SHORT TERM
 1-3 years
 90 - 180 days
 “Bigger Picture”
 Immediate impact
 Broader “tasks and
 ID tasks, goals,
sub-tasks”
 Goals more flexible
 More monitoring
processes
 Long range calendar
deadlines
 Create “To Do’s” and
calendar
Elements of the Plan
 Must be comprehensive, involving all aspects of the
organization
 Must be realistic - do not plan for something you can
not accomplish
 Must be effective -- able to be achieved
 Bottoms up is always best!
Structure and Staff
 Selects the right people for the job/task
 Builds a strong team
 Provides for “Staff continuity”
 Forms the right structures and teams
Select the right people!!
 Start with desire!!
 Ability to “stick with the job”
 Understands and supports the vision
 Has strengths which supports or compliments yours
GO TEAM !!!!
 Establish a “sense of one”
 The strongest organization is one which knows one
goal, one objective, one focus
 Establish expectations up-front
 Get commitment for “continuity”
 Use all the strengths of the team to achieve the
goals
Systems and Processes
 Identifies effective processes and procedures
 Allocates the needed resources to accomplish the
task
 Implements policies which support objectives
Analyzing the work flow
 Identify goal
 Establish work flow
 Evaluate current
structure
 ID what is working /
what’s not
 Set responsibilities
 Establish “to do’s”
 Create activities
calendar
 Create teams to
address specific tasks
 Establish follow-up
process
Managing Execution
 Assigns responsibilities
 Delegates and empowers others
 Removes obstacles
 Coordinates work efforts when needed
 Monitors progress
Delegation
 Increasing your willingness to Delegate
 Identify task for others to do
 Determine to whom to delegate to
 Convey clear expectations for assignments
 Establish appropriate degree of authority
 Monitor the progress of the team
Working Efficiently
 Allocates own time well
 Handles multiple demands and competing priorities
 Efficiently processes paperwork
 Manages meeting effectively
Managing your time
 Determine priorities
 Dealing with higher priority tasks first
 Reducing excessive interruptions
 Assessing your daily accomplishments
Expediting the paperwork
 Processing paperwork efficiently
 Eliminating unnecessary memos
 Improving documentation
 Establish a filing system
 Organize your desk -- organize your paperwork
 Create one effective work space
Managing Meetings
 Setting up the facilities
 Prepare an effective agenda
 Organizing your meeting
 Managing your meeting
Recap
 Time Management
 To Do Lists
 Prioritizing
 Calendars
 Time wasters
 Personal Administrative
Skills
 Planning
 Delegation
 Work flow
Florida Sons of The American Legion
College System
As we stated in the opening – the objective of the
Florida SAL College System is to increase,
improve and enhance the skills of current and
future leaders of the Florida Sons of The
American Legion. It is not intended, nor designed,
to create leaders. That, as always, must come
through dedication to the ideals of the Sons of
The American Legion and The American Legion
Family.
Questions ??
Time Management
Personal Administrative Skills
Feedback
Let the us know what you thought of this program.
We need your feedback to make this successful.
Please fill out the Evaluation Form & turn it in to an
instructor. Other comments or questions send us an
email.
Jim Roberts – jim.robertsfl@gmail.com
Ed Sheubrooks – Fishermn9@aol.com
John Jennings – jjennings22@tambay.rr.com
Course Certificates
Florida Sons of The American Legion College
THANK YOU FOR PARTICIPATING
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