Time Management and Time Time Management and Time Saving Ideas Saving Ideas

Karl Heimbach, CMAAKarl Heimbach, CMAAAthletic Director atAthletic Director at

Col. Zadok Magruder H.S.Col. Zadok Magruder H.S.Rockville, MarylandRockville, Maryland

karl_s_heimbach@mcpsmd.orgkarl_s_heimbach@mcpsmd.org

Duties and ResponsibilitiesDuties and Responsibilities What none athletic director duties do you have to deal What none athletic director duties do you have to deal

with at your school?with at your school?How about:How about:

Covering classesCovering classes General educator at I.E.P. meetingsGeneral educator at I.E.P. meetings State testingState testing Cafeteria dutyCafeteria duty Teaching two classes daily (U.S. History/Economics)Teaching two classes daily (U.S. History/Economics) Running on-line school storeRunning on-line school store Passing out dance tickets and checking financial obligationsPassing out dance tickets and checking financial obligations Checking ECA fee (activity fee)Checking ECA fee (activity fee) Construction issuesConstruction issues Parking permitsParking permits I’m sure the list goes on and on for you!!! Who else usually knows I’m sure the list goes on and on for you!!! Who else usually knows

how to do everything on time; on schedule; under budget; know how to do everything on time; on schedule; under budget; know where everything is and deal with people at the same time!!!!!where everything is and deal with people at the same time!!!!!

Saving Time Idea #1Saving Time Idea #1

Bulletin Board Bulletin Board Outside your officeOutside your office Daily NewsDaily News

Big gamesBig games Forms dueForms due Tryout informationTryout information Ticket informationTicket information Indoor practice Indoor practice

scheduleschedule Note where to find youNote where to find you Fundraising Fundraising Place to leave Place to leave

messages for youmessages for you

Time Saving Idea #2Time Saving Idea #2

Forms found on my Forms found on my doordoor ECA ECA PhysicalPhysical Hall of Fame Hall of Fame

nominationsnominations Grade sheetsGrade sheets Order letter jacketsOrder letter jackets White medical cardsWhite medical cards

Time Saving Idea #3Time Saving Idea #3

Electronic Message BoardElectronic Message Board Linked to my computerLinked to my computer Post schedule of games and eventsPost schedule of games and events Changes in schedule (flashing lights)Changes in schedule (flashing lights) Important announcements and remindersImportant announcements and reminders

Time Saving Idea #4Time Saving Idea #4 Display case next to office with Display case next to office with

important information:important information: Season athletic scheduleSeason athletic schedule Coaches directory\contact Coaches directory\contact

informationinformation Season pass informationSeason pass information On-line school storeOn-line school store Sportsmanship statementSportsmanship statement NCAA informationNCAA information School and bell scheduleSchool and bell schedule Monthly indoor practice Monthly indoor practice

scheduleschedule Required forms and start Required forms and start

dates for all three seasonsdates for all three seasons Important websitesImportant websites

Time Saving Idea #5Time Saving Idea #5 Organized Bulletin BoardOrganized Bulletin Board

(Find most information within one minute)(Find most information within one minute)(My assistant athletic directors know (My assistant athletic directors know

where to look and what to do when where to look and what to do when they run a game\Invest time to train they run a game\Invest time to train them)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 Newspaper\transportation\other often

used phone numbersused phone numbers• School year calendarSchool year calendar• Charter bus listCharter bus list

See Article #1See Article #1

Useful Information on Your Office Bulletin Useful Information on Your Office Bulletin Board by Karl Heimbach.Board by Karl Heimbach.

Time Saving Idea #7Time Saving Idea #7 Detailed Wall CalendarDetailed Wall Calendar

(Use next year in planning)(Use next year in planning) Include in pencil:Include in pencil:

Game\TimeGame\Time Bus leaving\returnBus leaving\return

Ticket numberTicket number Police and securityPolice and security

Request submittedRequest submitted Building use formBuilding use form

Use numberUse number Locker rooms (guest\Locker rooms (guest\

referees)referees) Special needsSpecial needs Hi-lite special datesHi-lite special dates

Team picturesTeam pictures Playoff forms duePlayoff forms due

See Article #2See Article #2

Detailed Wall Calendar Saves Valuable Detailed Wall Calendar Saves Valuable Time by Karl Heimbach.Time by Karl Heimbach.

Time Saving Idea #8Time Saving Idea #8

Filing Cabinet #1Filing Cabinet #1TV on top (weather TV on top (weather station)station) Top Shelve (Find in one Top Shelve (Find in one

minute)minute) Pins (alphabetical order)Pins (alphabetical order) Varsity CertificatesVarsity Certificates JV CertificatesJV Certificates 3.25 Certificates3.25 Certificates Academic Team Academic Team

CertificatesCertificates Two Sport\3.5 pinsTwo Sport\3.5 pins Athletic Department Athletic Department

Appreciation Appreciation

Time Saving Idea #6Time Saving Idea #6 Multi-Level Shelves (Three)Multi-Level Shelves (Three)

Books\LTC Course ManualsBooks\LTC Course Manuals 1. Catalogs1. Catalogs 2. Videos/CD’s2. Videos/CD’s

County\Coaches FormsCounty\Coaches Forms 1. ICB (Building use)1. ICB (Building use) 2. Injury Reports2. Injury Reports 3. Handbooks3. Handbooks 4. Booster Club Requests4. Booster Club Requests 5. Volunteer Coaching Forms5. Volunteer Coaching Forms 6. Bus Tickets6. Bus Tickets 7. P.E-22 Applications7. P.E-22 Applications 8. Medical Cards8. Medical Cards 9. County Meeting Agenda9. County Meeting Agenda 10. Copy of E-Mails10. Copy of E-Mails

Money\SportsmanshipMoney\Sportsmanship 1. Check Request1. Check Request 2. Deposit Slips2. Deposit Slips 3. Transfer Forms3. Transfer Forms 4. Financial Obligations4. Financial Obligations 5. Sportsmanship Forms5. Sportsmanship Forms 6. Grade Sheets6. Grade Sheets 7. Security Plan7. Security Plan

Time Saving Idea #8 Cont.Time Saving Idea #8 Cont.

Level 2Level 2 FoldersFolders

Monthly financial Monthly financial papers (one for income papers (one for income and expenses)and expenses)

SportsSports Each sportEach sport Each coachEach coach

Topic-Alphabetical orderTopic-Alphabetical orderClean twice a year-Clean twice a year-beginning of each beginning of each semester!!!!semester!!!!

See handoutSee handout

Time Saving Idea #8 Cont.Time Saving Idea #8 Cont.

Shelve 3Shelve 3 Varsity lettersVarsity letters Years for bannersYears for banners

See Article #3See Article #3

Effective Filing System for Athletic Effective Filing System for Athletic Directors by Karl Heimbach.Directors by Karl Heimbach.

Time Saving Idea #8 Cont.Time Saving Idea #8 Cont.

Level 4 (Bottom)Level 4 (Bottom) Stationary items.Stationary items.

Pens, paper, etc.,Pens, paper, etc.,

Tools for quick repairsTools for quick repairs Hooks for bannersHooks for banners Hooks for goal postsHooks for goal posts Nails, screws, tape, bull Nails, screws, tape, bull

horn, different types of horn, different types of screw drivers, paint screw drivers, paint brushes, security tape, brushes, security tape, duck tape, portable duck tape, portable carpet sweeper…….carpet sweeper…….

Too Many Phone Calls for Too Many Phone Calls for InformationInformation

Who wants Who wants information:information:

PressPress ParentsParents StudentsStudents TeachersTeachers Other schoolsOther schools CollegesColleges Etc……………..Etc……………..

Time Saving Idea #9Time Saving Idea #9

Detailed website that Detailed website that myself, coaches, booster myself, coaches, booster club board members can club board members can use:use: Top Heading of WebsiteTop Heading of Website

Fields and DirectionsFields and Directions Contact Us (me)Contact Us (me) Files and FormsFiles and Forms Camps and ClinicsCamps and Clinics BoostersBoosters Photo GalleryPhoto Gallery Links Links

Time Saving Idea #9 Cont.,Time Saving Idea #9 Cont.,

Additional InformationAdditional Information Right SideRight Side

Each team (Junior varsity Each team (Junior varsity and varsity has a page)and varsity has a page)

Includes:Includes: Roster and numbersRoster and numbers ScheduleSchedule Photos and storiesPhotos and stories Game summariesGame summaries Season SummariesSeason Summaries Individual and team Individual and team

awardsawards

Time Saving Idea #9 Cont.,Time Saving Idea #9 Cont.,

Direct link to “Athletic Department”Direct link to “Athletic Department” Recent ArticlesRecent Articles Important Dates and EventsImportant Dates and Events News From ADNews From AD Calendar of Games and EventsCalendar of Games and Events Game CancellationsGame Cancellations

Who To ContactWho To Contact

Big Teams at:Big Teams at: www.BigTeams.comwww.BigTeams.com Jeff Gilbert, Managing PartnerJeff Gilbert, Managing Partner 45 Main Street, Warrenton, VA 2018645 Main Street, Warrenton, VA 20186 866-968-3267866-968-3267

Visit our website at: Visit our website at: www.magruderhs.orgwww.magruderhs.org Click on Athletics and it will take you to our pageClick on Athletics and it will take you to our page

School StoreSchool Store

Problems and headaches with running a store:Problems and headaches with running a store: InventoryInventory BudgetBudget Time selling itemsTime selling items Deposits and checksDeposits and checks OrderingOrdering No junk food…biggest money makerNo junk food…biggest money maker

Whole thing became a job in itself……..Whole thing became a job in itself……..

Time Saving Idea #10Time Saving Idea #10

Online School StoreOnline School Store www.magruderhs.orgwww.magruderhs.org Click on M Online Store Click on M Online Store

iconicon

Season PassesSeason Passes ClothingClothing PE UniformsPE Uniforms Graduation VideosGraduation Videos Prom TicketsProm Tickets Senior Banquet TicketsSenior Banquet Tickets Homecoming TicketsHomecoming Tickets Team StoresTeam Stores

Time Saving Idea #10 Cont.,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 People buy online with a credit card or check using a flier

the company sends me.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 Tickets are passed out after checking for financial

obligations from the list sent by the company.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.

See Article #4See Article #4

Store’s Open by Karl Heimbach.Store’s Open by Karl Heimbach.

Who To ContactWho To Contact

FieldhouseFieldhouse Carl Lombardi, JrCarl Lombardi, Jr 155 108155 108thth Ave, NE Ave, NE Suite 340Suite 340 Bellevue, WA 98004Bellevue, WA 98004 425-458-4200425-458-4200 www.fieldhouse.comwww.fieldhouse.com www.magruderhs.orgwww.magruderhs.org Click on icon with M Online Store…….Click on icon with M Online Store…….

Thank you for attending this workshop and Thank you for attending this workshop and

have a great holiday season.have a great holiday season.