Technology Tips for Office Workers

18th Annual PSBA
School Board Secretaries Conference
State College, PA
November 2, 2006
1:30-2:45 p.m.

“Tips and Technology for Making You More Efficient and Effective in Your Job”
Presenter: Dr. Mark T. Dietz

Utilizing the intelligence and experience of those in attendance, the presenter posed the following hypothetical situation

“Good news! You’ve just won a billion dollars that you’ll use to buy that beautiful island in the Caribbean you’ve always loved. You’re leaving work immediately and your niece (or nephew) is taking over your job. You may only give this person one bit of advice. What would you say?”

The following responses were gathered:

  • Communicate
  • Be efficient, communicate, & be courteous & friendly.
  • Communication is everything.
  • Communicate – when you have information, think of “who needs to know.”
  • Organization & good communication are key.
  • Communicate from “A to Z.”
  • Learn to communicate effectively.
  • Don’t take things personally & be kind to yourself.
  • Always conduct yourself with professionalism using good judgment and proper conduct.
  • Positive attitude: “I can do it!”
  • Make a “reference” 3-ring binder.  Every time you do a job, list the basic steps to complete the job then file it for later reference in your binder.  Include samples.
  • Be honest and open to everyone with whom you communicate on a timely and pleasant basis.
  • Patience – Always smile and always be pleasant.
  • Make a daily to-do list & don’t go home until it’s done!
  • Listen carefully and act cautiously in all your tasks & dealings with others.
  • Be a good listener.
  • Don’t be afraid to say, “I don’t know but I will try to find the answer.”
  • Phone number of tech help.
  • #1 – Don’t be afraid to ask questions.
  • Numbers don’t lie.  Always be truthful and upfront with your board.  They will respect you for it.
  • Don’t take it personally.
  • Run…  Do your best!
  • Keep a sense of humor!
  • Be patient throughout the day.
  • Trust yourself and do the best thing for the students.  Love, Uncle John
  • 1. List of things to do, prioritize.
  • 1. Fake it until you make it.
  • Expect to have to multi-task.
  • Organize/prioritize
  • Be open-minded to changes.
  • Stay strong; think positive.
  • Make sure you can read your own shorthand.
  • Think it over carefully before you react.
  • Use old records as an example, but don’t be afraid to change things to make them work better.  Don’t be afraid to try new ideas.
  • Listen to upset parents and get all info.  Stay calm and respond as a parent might with logical common sense.  Let them know you will research the incident & get back to them.  Return call.
  • Play nice with others.
  • Do whatever they ask of you to the best of your knowledge.  Be pleasant & helpful!  Have fun!
  • Be nice to the district computer tech because there are times you will need his/her help!  Always back-up your files!
  • 1. Stay calm.
  • Be confidential & courteous at all times.
  • Ask questions.  Use your resources.  Questions, questions, questions.
  • Be patient, kind, & courteous.  Let it go; let it pass.
  • Be an excellent role model and ambassador of the school district and representative of the office of the superintendent and school board.
  • Don’t be afraid to ask questions when you don’t know something.  “May I ask you a question?”
  • Everything you need is on my computer.
  • Treat everyone with respect.  Be flexible.  Be happy.
  • Organize data in computer for easy access – folders, etc.  Label appropriately for finding years later.
  • Be loyal to the superintendent and the board.
  • Consult PSBA if you have any questions.
  • Loyalty to the school district
  • Your job is to make your boss look good.  Do this and you will be appreciated.
  • The most important thing is finding the appropriate person to address your questions.
  • The success of the job is 10% what you know, 90% getting along with people.
  • Flexibility
  • The most important question in the English language: Why?
  • Don’t sweat the small stuff.
  • Keep calm, cool and always act professional even if it’s hard.
  • Listen!
  • Don’t take yourself too seriously or anyone else.
  • Be polite and respectful to all.  Customer service, customer service!
  • Stay very organized and keep caught up on minutes, etc.
  • Always verify information before you give the answer.  “I’ll check on that & get back to you.”
  • Continuously communicate with the superintendent, administrators and the board.
  • Detail – notes – ask questions.
  • Read the journal of notes left for you.
  • Start audio recording board meetings.
  • Be thorough, factual and honest.
  • Tickler file!  Follow up!
  • Don’t get in the middle of board politics.  Don’t get in between the board and the superintendent.  Say “no” with a smile.
  • Do each task by priority.
  • Be careful, correct and honest.
  • Listen to the staff.  They know all the details & history.
  • Be organized.  Document everything.  Don’t procrastinate.
  • Use your ears more than your mouth.  Listen & learn.  Remember God gave you two ears and only one mouth!
  • Stay organized.  Ask questions.
  • Be pleasant, listen and remember you are here to provide a service.
  • Everything you need is on the computer somewhere.
  • Use my procedure manual and ask questions.
  • Do one job at a time.
  • Do not roll your eyes when someone tells you to do something.
  • Take one day at a time.
  • Ask for someone to come in and train you.

Key words use most frequently

  • question(s)…24
  • ask…12
  • communicate/communication…9
  • organize(d)…9
  • listen…7
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