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School Business Management 101

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					School Business Management 101



  CASBO Certification Course SM101
  Wednesday, April 11, 2012
  Little Rock, Arkansas
  Presenter: Mike Mertens
SM101


   Are you Managing…

…or are you Managed?
SM101


   School Business Management can be a run-
    away dog…with YOU on the end of the leash.
SM 101


   To Manage……
       To   direct, control.
       To   administer.
       To   guide.
       To   handle, to train.
       To   “GET BY.”
SM101


   Basic ELEMENTS of
    School Business Management
STRUCTURE

     DUTIES

    PROCESS
SM101–Structure in School Business
Management


Structure, or organization, is the skeleton of
  school business management.
                        Board of Education


                         Superintendent

    Asst for Finance                 Asst for Curriculum


            Treasurer                     Principal High School

        Purchasing Clerk                Principal Middle School

                                          Principal Elem School

   Asst for Personnel               Asst for Maint/Transp
 SM101–Structure in School Busn Mngmt

Your organizational chart??
                               ABC SD
               The Boss

    Suzie Q                   Mr. Ed


   Lazy         Me
                        Dopey teachers
SM101–Structure in School Busn Mngmt


   You function as one or more of the
    following agents in the structure of
    school business management…
SM101–Structure in School Busn Mngmt



The              says…


I have something that needs to
 be done…
…I’ll hand it to you.
SM101–Structure in School Busn Mngmt



The              says…


You have something to do…
…I’ll do it for you.
SM101–Structure in School Busn Mngmt



The               says…


We have something to do…
…let’s do it together!
SM101–Structure in School Busn Mngmt



The                   (also know as
  supervisor) says…


You have something to do…
…I’ll see that you get it done.
SM101–Structure in School Busn Mngmt



The                  says…


What do you have…
…for me to do?
SM101–Structure in School Busn Mngmt


   You act and function, almost always, in
    more than one of the organizational
    agents in a school business structure.
   Everyone has a boss; someone or
    something they answer to.
SM101–Structure in School Busn Mngmt


   The chart is the skeleton of your
    organization but circumstances,
    changes, and challenges define the
    structure of your school business
    identity.

   You want WHAT?? WHEN????
 SM101–Structure in School Busn Mngmt




The secret to how a structure works is
 not the position of the agents…but the
 condition of the LINES IN BETWEEN!
SM101 –Structure in School Busn Mngmt


   The basic question…..

       How well do you interact and work with
        those around you????
       What condition are your “lines” in?
SM101–Structure in School Busn Mngmt


Sometimes
the lines
between are
re-drawn in
moments of
crisis or
conflict.
SM101-Structure in School Busn Mngmt


   An opportunity to excel!
SM101–Structure in School Busn Mngmt


So, pay attention to the Structure –
 Levels of authority

 Layers of influence

 Layout of duties

 These things affect the
   “lines between.”
SM101–Structure in School Busn Mngmt

                         Board of Education


                             Superintendent

       Asst for Curriculum


         Principal Middle School

         Principal Elem School

         Principal High School


                                        Asst for Personnel

                                       Asst for Maint/Transp

                                         Asst for Finance


                                                 Treasurer

                                              Purchasing Clerk




       Levels of AUTHORITY
“Chain of Command”


   Uh-oh…………….
SM101–Structure in School Busn Mngmt

                         Board of Education


                             Superintendent

       Asst for Curriculum


         Principal Middle School

         Principal Elem School

         Principal High School


                                        Asst for Personnel

                                       Asst for Maint/Transp

                                         Asst for Finance


                                                 Treasurer

                                              Purchasing Clerk




       Layers of INFLUENCE
 SM101–Structure in School Busn Mngmt
                          Board of Education


                              Superintendent

        Asst for Curriculum


          Principal Middle School

          Principal Elem School

          Principal High School


                                         Asst for Personnel

                                        Asst for Maint/Transp

                                          Asst for Finance




  Financial
                                                  Treasurer

                                               Purchasing Clerk


ACCOUNTING
            Layout of DUTIES
SM101–Structure in School Busn Mngmt
                         Board of Education


                             Superintendent

       Asst for Curriculum                                     INSTRUCTION
         Principal Middle School

         Principal Elem School

         Principal High School


                                        Asst for Personnel

                                       Asst for Maint/Transp

                                         Asst for Finance


                                                 Treasurer

                                              Purchasing Clerk




           Layout of DUTIES
SM101–Structure in School Busn Mngmt
                         Board of Education


                             Superintendent

       Asst for Curriculum


         Principal Middle School

         Principal Elem School

         Principal High School


                                        Asst for Personnel

                                       Asst for Maint/Transp

                                         Asst for Finance



BUSINESS                                         Treasurer



 Support
                                              Purchasing Clerk




           Layout of DUTIES
SM101 – Duties in School Busn Mngmt


   DUTIES are the responsibilities, tasks,
    and outcomes that are desired in the
    performance of a job in a particular
    position in School Business
    Management.
   SM101 – Duties in School Busn Mngmt



               MANAGING…


Major Assets                Materials




         Money        Manpower
                    WoManpower
SM101 – Duties in School Busn Mngmt



          Managing &
           DOING…
SM101 – Duties in School Busn Mngmt



         Managing &
          Doing &
        EXPECTING…
SM101 – Process in School Busn Mngmt


   Process is how tasks and responsibilities are
    performed within the structures of school
    business.


            Knowing & Growing People
             Doing & Inspecting Work
           Mastering & Managing Time
SM101 – Process in School Busn Mngmt


   Knowing & Growing People

    Personality Types
    Personal Circumstances
    Perceptions & Preferences
SM101 – Are you a Driver?


   Like to be in control, to make the rules.
   Results oriented, quick to set goals.
   Tend to work long, hard hours.
   Lots of drive, make good leaders.
   Assertive and outspoken.
SM101 – Drivers


   Strengths:
       Quick thinker, focuses on results.
       Makes decisions quickly.
       A natural leader; takes responsibility.
       Big picture person; a visionary.
       Is generally successful.
SM101- Directors


   Weaknesses:
       Impatient.
       Does not always trust the work of others.
       Does not listen well, “wants bottom line.”
       Judgmental.
       Control freak.
       Tells people what to do.
SM101- Drivers


   How can drivers be more effective in
    working with others?
       Practice patience.
       Keep a lid on your frustrations.
       Provide options.
       Recognize effort and good work.
       Learn to trust.
SM101 – Drivers


   If you work for a Driver?
       Get to the point fast.
       Ask for ideas. Drivers love to brainstorm.
       Make practical suggestions. Ask, “Have
        you thought about this?”
       Initiate the “human factor.”
SM101 – Are you a Presenter?


   They know everyone.
   They love to talk to anyone about
    anything, anytime.
   Can communicate; very persuasive.
   Sometimes impulsive.
   Others confide in them.
   Comfortable being the center of
    attention.
SM101 - Presenters


   Strengths:
       Always upbeat, energetic.
       Good communicator and motivator.
       An idea factory!
       Enjoys working on new projects.
       Thrives socially, open to others.
       Very intuitive, empathic with people.
SM101 - Presenters


   Weaknesses:
       Not the best at following through.
       Gets bored easily.
       May overpromise and under-deliver.
       Would rather talk than listen.
       May try to dominate team meetings.
       Does not manage time well.
       May not manage finances well.
SM101 – Presenters


   How can presenters be more effective
    in working with others?
       Hold back; let others establish the pace.
       Avoid doing the work of others.
       Practice, practice, PRACTICE listening!
       Co-workers enjoy the close trusting
        relationship with you. Use but do not
        abuse.
SM101 – Presenters


   If you work for a presenter?
       Get them focused!
       Help them narrow their focus and delegate
        the follow-through.
       Help them stay on task and maintain focus.
       Help them clarify expectations of all
        involved on a project. Ask questions
        regarding who’s responsible for what.
SM101 – Are you a Fixer?


   Personable people that everyone likes.
   Have expertise; others ask for advise.
   They like being around others but are
    generally reserved.
   Patient, thorough, and tolerant of
    others.
   They instill trust in those who work with
    them.
SM101 - Fixers


   Strengths:
       A very good listener.
       Open and honest with others.
       Appreciates and encourages co-workers.
       Creative; lots of ideas.
       Good sense of humor.
       Everyone “loves” a fixer.
SM101 - Fixers


   Weaknesses:
       Sometimes difficult to get to know; they
        like their privacy.
       Reluctant to correct difficult problems.
       Doesn’t take risks; doesn’t like surprises.
       Listens to both sides of the issue, so
        decisions may not come easily.
       Doesn’t like to “rock the boat.”
SM101 – Fixers


   How can fixers be more effective in
    working with others?
       Provide the creativity since you are so
        good at it.
       While you like to have others advance at
        their own pace, make sure they “advance.”
        Don’t take care of them and don’t let them
        off the hook.
       Let people get to know you.
SM101 – Fixers


   If you work for/with a fixer.
       Encourage their creativity. Remember,
        they are very good at it.
       Help them set clear expectations.
       Don’t let them get sidetracked by trying to
        please others too much.
       Help them turn their visions and goals into
        action steps.
SM101 – Are you a Designer?


   Thorough and hardworking.
   Expert analysts and problem solvers.
   Hate to be wrong and make mistakes.
   You always know where they stand.
   You can trust that no stone has been
    left unturned!
   They won’t quit until the job is done.
SM101 – Designers


   Strengths:
       Like people, but not in large groups.
       Confident and thorough.
       Fair and unbiased.
       Good communicator; likes to give advise.
       Enjoys structure but will take calculated
        risks.
       Think things through and takes others’
        input seriously.
SM101 – Designers


   Weaknesses:
       Difficult to stop pursuing perfection.
       Fear of mistakes creates time consuming
        tasks. Slow to action.
       Tends to be critical or opinionated.
       Worries a lot.
       May over-focus on operational task
        oriented items.
SM101 – Designers


   How can designers be more effective
    working with people?
       Identify what is “missing.” When people
        ask for your ideas, give them.
       Practice the art of endorsement. Others
        need that from you.
       Learn to accept innovative ideas from
        others. You might learn something.
       Avoid being distant.
SM101 – Designers


   What if you work for/with a Designer?
       Don’t rush them. Allow plenty of time for
        preparation and data collection.
       Use their wealth of information.
       Help then know that acknowledgement of
        others leads to getting tasks completed.
       Support them in setting appropriate goals
        and time lines.
SM101 – Process in School Busn Mngmt


   Knowing & Growing People

    Identify Need
    Instill Desire
    Insure Opportunity
SM101 – Process in School Busn Mnmgt

   Doing and Inspecting Work

    Measure the workload
    Evaluate the work environment
    Assess the worker’s skills
    Nurture the workers & the work
    Share the accountability
SM101 – Process in School Busn Mnmgt

   Doing and Inspecting Work

Streamline the task
Simplify the procedure
Substantiate the need
Evaluate the product
SM101 – Process in School Busn Mnmgt

   Mastering and Managing Time
 Like money, there are two ways to make
 TIME work better for us….increase its
 amount, or increase its value.
SM101 – Process in School Busn Mnmgt

   Mastering and Managing Time
 Increase time’s VALUE…
      Limit INTERRUPTIONS
      Control CLUTTER
      Schedule YOUR work HOURS
      Prioritize PRIMARY TASKS
      Plan VISIBLE GOALS & DEADLINES
      Get TRAINING & HELP
SM101 – School Business Management


   School Business Management is as
    complex an area to work in as any
    profession known. The variable and
    complicated elements of human
    resources, changing legislation, and a
    technological society make our duties
    challenging and sometimes
    overwhelming.
SM101 – School Business Management


   To do our jobs, we must prepare
    ourselves not just to be managed, but
    to pull together resources and
    solutions to produce opportunities for
    kids to learn and grow in our schools.
SM101 – School Business Management


   Webster’s
    Dictionary
    defines a word
    that applies to
    our job fairly
    well…
SM101 – School Business Management




Yes, you are not a School Business Manager…
  You are a School Business MUSTERER!

				
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