Practical Time-Management for the AD.

THE ATHLETIC DIRECTOR'S position is constantly growing more complex. Responsibilities are added almost monthly and hardly anything is ever subtracted.

And sooner and later, but mostly sooner, the AD has to raise his lonely voice: Where do I find the time to do everything?

The answer has to be: Give up your teaching responsibilities (if you have any) and any other extra duties you have.

There is an alternative solution, of course: Put in a request for an assistant or a secretary. But chances are you have gone that route any number of times--and have never been able to score.

So what do you do? What almost everyone finally does: Develop some ways and means of becoming more effective. And that always starts with a flood of popular refrains:

Don't spend time worrying about things you cannot control.

Don't spend time thinking about the past.

Don't procrastinate. The longer you take to handle a problem, the less likely you are to solve it.

Delegate whenever possible, if you are lucky enough to have anyone to delegate to.

While these concepts can improve efficiency, they are not always easy to implement, and so what is easy to implement? Allow us to offer a number of time-tested time-management ideas.

1. Start each day with a "To Do List," featuring a little twist called "block scheduling."

For example, my first block of time is from 7:10 to 7:45 a.m., when homeroom begins. I want to be available during this period to help answer questions and be of assistance to coaches and athletes.

I always prepare a list of helpful suggestions that won't require any great concentration because I realize that I am going to be frequently interrupted and that I will have to have all my inter-office correspondence done by our 9:00 a.m. pick-up.

Another block of time that has to be considered is our mail pick-up at 12:00 p.m. and all the coaches and athletes who like to pop by the AD's office at lunchtime. I feel obliged to make myself available to them.

2. Maintain an accurate "Due Date List," including such things as the preliminary budget, eligibility lists, and various reports.

You have to plan such lists for your weekly and daily "To Do" periods.

For your larger projects, you may have to develop a timeline of small workable steps that will enable you to work on a step everyday. This will prevent you from being overwhelmed by the project and enable you to complete them on time.

3. Post the most frequently used phone numbers on the wall immediately in front of the phone.

Don't waste time looking through business cards or directories.

Included on this wall should be the numbers of all the AD's in your league or county, the bus company, and the officials' assigners.

4. On the bulletin board in front of my desk is also posted a list of upcoming dates, a list of our coaching staff (for quick spelling of their last names), a copy of the seasonal payment fee schedule for officials, the indoor practice rotation and the field-lining schedule.

These provide a quick and handy reference for parents, coaches, or media calls or for the completion of various forms.

5. In a plastic milk crate in the left-hand corner of my desk are all the files used most frequently

These include the Coach's Checklist, the accounting form for the gate, a folder for each in-season sport, etc. They are all within easy reach and I never have to leave my chair.

6. I also keep a file cabinet immediately next to my desk.

In the lower two drawers are my next two most frequently used files, including the folders for in-season eligibility, coaches' personnel files, and anything I may have to refer to but perhaps not on a daily basis. By using the lower two drawers for the most-used files, I again do not have to leave my chair. Two other file cabinets on the other side of the office are used for past records and inactive files.

7. On the top of the file cabinet immediately beside my desk are several loose-leaf binders.

One is used exclusively for anything dealing with scheduling: A copy for each of our teams, the county-wide sports schedules, the transportation schedule, the field-lining schedule, the gym usage schedule and the building-use forms.

8. The other binders on the file cabinet, all labeled on the outside spine, contain all memos in chronological order for references, master copies of forms to be used for duplication, copies of weekly press releases in chronological order, and monthly budget reports.

9. Even though filing is my complete downfall, I try to do some filing while the printer is finishing a document, while on hold with the phone, or five minutes before my next class or appointment. I try to use every available minute.

10. On one side of my desk (I actually have pushed two desks together for a larger work space), I maintain three stacks of papers. One each for items to be photocopied, things to stuff in coaches' mailboxes, and anything to be filed.

11. Check the mail when it arrives and deal with anything that requires immediate attention. Put the rest in the "To Do Pile" and attend to it according to your "Daily To Do List."

12. Write the coach's name on any mail that has to go directly to him or her. Also include any brief instructions for handling it.

13. Answering the phone and extended conversations can be a great drain on one's time.

If you are stuck on the phone, use the following responses: "I'm sorry, I have to run to class," or "I have to go, my next appointment is at the door."

14. Develop checklists and guidelines for everything and anything that can facilitate your job. We use the following at Eastern Tech: Chaperone guidelines, ticket-selling directions, rainy-day check-list (reminders of who to call for cancellations), schedules for team photo sessions, an end-of-season checklist for coaches.

These forms are kept on file in the milk crate and, of course, also exist on the computer, so that the changes can be made in minutes, providing you with a current and accurate document.

15. Don't rely on your memory Always carry paper, notecards, or a small notebook to record observations, sudden inspirations, or reminders.

This is useful to have on the sidelines at games, walking down the hallway, and even during the drive home. As soon as possible, put the note in the appropriate folder for say, coaching evaluations, things to do, or a special report or project.

Remember, even though you may be extremely busy, you are the only one who controls your time. The more efficient you can become at time management, the more that can be accomplished and with all the increasing demands on you, this is extremely important and must be an ongoing process. There is never enough time. Practical time-management is your only answer.