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out, assigning their duties, and assisting in their work. Chapter objectives: Students will be able to Appreciate the importance of volunteers/paid staff. Appreciate the important factors for recruiting staff. Explore important factors in assisting staff to

Getting people to help out, assigning their duties, and assisting in their work. Chapter objectives: Students will be able to Appreciate the importance

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Page 1: Getting people to help out, assigning their duties, and assisting in their work. Chapter objectives: Students will be able to Appreciate the importance

Getting people to help out, assigning their duties,

and assisting in their work.Chapter objectives:

Students will be able to Appreciate the importance of

volunteers/paid staff. Appreciate the important factors for recruiting staff. Explore important factors in assisting staff to fulfill

their responsibilities.

Page 2: Getting people to help out, assigning their duties, and assisting in their work. Chapter objectives: Students will be able to Appreciate the importance

Who does what?

• Intramural director

• Intramural council

• Intramural department– Organization

Page 3: Getting people to help out, assigning their duties, and assisting in their work. Chapter objectives: Students will be able to Appreciate the importance

Who’s on first

• http://www.youtube.com/watch?v=sShMA85pv8M&feature=related

Page 4: Getting people to help out, assigning their duties, and assisting in their work. Chapter objectives: Students will be able to Appreciate the importance

Three kinds of people:

those who make things happen, those who watch things happen, and those who wonder what happened.

Page 5: Getting people to help out, assigning their duties, and assisting in their work. Chapter objectives: Students will be able to Appreciate the importance

Flow charts

Page 6: Getting people to help out, assigning their duties, and assisting in their work. Chapter objectives: Students will be able to Appreciate the importance
Page 7: Getting people to help out, assigning their duties, and assisting in their work. Chapter objectives: Students will be able to Appreciate the importance

Involving the students

• Volunteers– Do and learn a lot--less paternalistic program.

• Elementary School Intramural Council:– Selected or totally open.– Accountability contract.

• Post-secondary council:– Help– Which activities are of most interest to other students, – Which times are most suitable for their peers, and– Which advertising and promotional techniques are

most effective.– Budgeting priorities.

Page 8: Getting people to help out, assigning their duties, and assisting in their work. Chapter objectives: Students will be able to Appreciate the importance

• Other ways to involve students:– Officiating– Team captains

• Sign up the team and pay any registration fees. • Confirm eligibility of team players. • Represent the team at meetings. • Distribute schedules to the team members.• Advice team of league rules.• Ensure that the team upholds the spirit of the intramural

program (fun active participation for all). • Advise team of facility rules (e.g., valid student ID needed for

admittance to the facility).• Advise team of program rules (e.g., proper game attire).• Pick up necessary equipment from the intramural director

and distribute to teammates.• Fill out game sheets before games.• Check weekly standings and scores, and notify staff of any

errors.• Coordinate scheduling with team members.

Page 9: Getting people to help out, assigning their duties, and assisting in their work. Chapter objectives: Students will be able to Appreciate the importance

Involving staff volunteers

• Do you remember staff volunteering to be involved in intramurals at schools you attended?

• Are their some highlights you remember of staff involvement?

• Which type of staff were involved? Which ones were not involved? What do you remember about both as teachers?

Page 10: Getting people to help out, assigning their duties, and assisting in their work. Chapter objectives: Students will be able to Appreciate the importance

Staff involved in implementation

• Lead and coach their home room team or house.• Give advice; for example, art and media faculty

could help out with marketing suggestions–perhaps a student(s) needs to complete a practical assignment and intramurals could be the forum.

• Be an advisor for a club (skiing, one of the martial arts, aerobics. . . .)

• Act as facility supervisors.

Page 11: Getting people to help out, assigning their duties, and assisting in their work. Chapter objectives: Students will be able to Appreciate the importance

How to get volunteers

• Good program

• Utilize volunteer gifts

• Keep recruiting

• Look at what motivates volunteers--what do you think motivates volunteers?

Page 12: Getting people to help out, assigning their duties, and assisting in their work. Chapter objectives: Students will be able to Appreciate the importance

• Help others and contribute to the community.• Use skills in a new setting.• Gain work experience.• Find new friends and new relationships.• Develop a sense of accomplishment and self-

worth.• Learn new skills.• Challenge oneself.• Work for a cause.• Gain recognition for one's abilities.• Help improve the quality of a community (May

2000)

Page 13: Getting people to help out, assigning their duties, and assisting in their work. Chapter objectives: Students will be able to Appreciate the importance

• Hiring volunteers– Their responsibility

• Be sincere in the offer of service.• Be loyal to your organization and staff.• Maintain the dignity and integrity of the organization.• Understand the job they undertake.• Carry out the duties promptly and reliably.• Accept guidance and decisions.• Maintain a smooth working relationship.• Contribute to supervision by self-evaluation and a willingness

to ask questions.

– Institution’s responsibility• Treat the volunteer as a coworker and not just free help.• Assign volunteer tasks based on personal preferences,

temperament, education and skills.• Ensure a well-planned program of training and supervision.

(May 2000)

Page 14: Getting people to help out, assigning their duties, and assisting in their work. Chapter objectives: Students will be able to Appreciate the importance

• Volunteer agreement

• Confidentiality of information form

Page 15: Getting people to help out, assigning their duties, and assisting in their work. Chapter objectives: Students will be able to Appreciate the importance

Everybody, Somebody, Anybody, and Nobody

• There was an important job to be done and Everybody was sure Somebody would do it. Anybody could have done it, but Nobody did it. Somebody got angry about this because it was Everybody's job. Everybody thought Anybody could do it, but Nobody realized that Everybody wouldn't do it. It ended up that Everybody blamed Somebody when Nobody did what Anybody could have done.

Page 16: Getting people to help out, assigning their duties, and assisting in their work. Chapter objectives: Students will be able to Appreciate the importance

Group assignment

• Assume that the weight room on your campus is being under-utilized, how would you increase use of this room?

Page 17: Getting people to help out, assigning their duties, and assisting in their work. Chapter objectives: Students will be able to Appreciate the importance

Job responsibilities• Work site specific items. This section includes the title of the

position, whom the person reports to, the classification level of the position (for purposes of pay), the department, the division within the department, the date the position was created.

• The main purpose of the position. This should only be a sentence or two in length.

• The qualifications a person in this position should have. • The essential functions of the position. • Identifies any additional responsibilities a person in that position

might need to undertake. • Spells out exactly what a person in this position must complete. As

an example of a job description one is included below for a head official. An intramural director should have a detailed job description for each employee.

Page 18: Getting people to help out, assigning their duties, and assisting in their work. Chapter objectives: Students will be able to Appreciate the importance

Staff leadership traits

• For a campus recreation director what would you look for?

Page 19: Getting people to help out, assigning their duties, and assisting in their work. Chapter objectives: Students will be able to Appreciate the importance

• 73% Strong interpersonal skills in communication• 73% Self-motivated, flexible and creative• 45% Realistic and honest attitude• 45% Organized and capable time manager• 45% Competent, responsible and accountable• 36% Courage to be a change agent and problem solver• 36% Dedicated and determined• 36% A mature role model• 27% Sense of humor• 27% A nurturing, encouraging cheerleader • 18% Vision• 18% Goal oriented• 9% Exemplify a wellness lifestyle•

Page 20: Getting people to help out, assigning their duties, and assisting in their work. Chapter objectives: Students will be able to Appreciate the importance

Hiring staff

• Assessing qualifications?

• Interviewing and first impressions?

Page 21: Getting people to help out, assigning their duties, and assisting in their work. Chapter objectives: Students will be able to Appreciate the importance

• How to interview (like a good book):– Start on time.– Ask questions that evoke personal responses.– Ask open-ended questions.– Use brief questions and ask only question at a time.– An interview is not a dialogue.– Ask delicate questions towards the end.– Give the person time to think– Don’t interrupt the interviewee.– Don’t suggest your answer.– Prompt for elaboration.– End with interviewee summarizing their position.

Page 22: Getting people to help out, assigning their duties, and assisting in their work. Chapter objectives: Students will be able to Appreciate the importance

Five specific questions

• Tell us about yourself.

• Why did you apply for this job?

• What is your greatest strength?

• What is your greatest weakness?

• What are your interests?

Page 23: Getting people to help out, assigning their duties, and assisting in their work. Chapter objectives: Students will be able to Appreciate the importance

Applied question

• Write down the steps you would take to organize a major event.

• If your organization needed an extra $10,000 how would you organize fund raising to get that money?

Page 24: Getting people to help out, assigning their duties, and assisting in their work. Chapter objectives: Students will be able to Appreciate the importance

Group problem solve

• There are 47 teams that signed up for an opening weekend (Friday night beginning at 6:00 pm, and all day Saturday) co-recreational softball tournament. You have three unlit diamonds and a soccer field. How would you successfully implement this tournament?

• Student senate wants campus recreation to organize some activities on Saturday afternoon as part of your institution's orientation to incoming students. The event will be followed with a barbeque and dance. How would you successfully implement this event?

• Assume that the weight room on your campus is being under-utilized, how would you increase use of this room?

Page 25: Getting people to help out, assigning their duties, and assisting in their work. Chapter objectives: Students will be able to Appreciate the importance

Helping leaders

• Get organized and get moving.• Do some unpleasant task first.• Be decisive and don't be afraid to make a mistake.• Divide your project into identifiable and manageable

steps.• Don't get in a tail spin dealing with unimportant matters.• Meetings (have documents distributed will in advance,

keep the meeting focused, leave the meeting with each person knowing which action steps they as individuals and as a group need to accomplish during the meeting.)

Page 26: Getting people to help out, assigning their duties, and assisting in their work. Chapter objectives: Students will be able to Appreciate the importance

Appreciating success

• Begin each meeting with success stories--”Best thing that happened this week in intramurals....”

• Create a leadership brag book....• Keep a photo album of memorable moments....• Post a source of pride chart in the meeting area.• Create an appreciation board for notes of

thanks....• Plan group celebrations.• Self-fulfilling prophecies, “The best thing that can

happen in the next two weeks is....”

Page 27: Getting people to help out, assigning their duties, and assisting in their work. Chapter objectives: Students will be able to Appreciate the importance

• Use your calendar effectively--computer calendar, for example:– Put down key events, and also the steps which need

to be completed by certain dates. Tournaments and sign- up days are important, but so are birthdays and weddings of employees.

– Note when you contacted someone and write down on the day when you need a reply–this way you don't have to think about it, but are reminded on your calendar when to some follow-up if necessary.

– Use your calendar to prioritize your tasks for the day.

Page 28: Getting people to help out, assigning their duties, and assisting in their work. Chapter objectives: Students will be able to Appreciate the importance

Goal setting

• Step 1: Identify areas for professional growth.– List four areas of your professional

responsibilities that you would like to improve during the course of the coming year. The following are sample responses that might be appropriate: develop budgeting skills, learn new activities, and share successes with colleagues from other institutions. Thinking about your own responsibilities, which areas would you like to improve?

Page 29: Getting people to help out, assigning their duties, and assisting in their work. Chapter objectives: Students will be able to Appreciate the importance

• Step 2: Identify specific goal statements.– Examine each of the areas you identified in

Step 1, and use the space below to rephrase each of your responses in the form of a goal. The more specific you can make your goal statements now, the easier it will be able to judge your achievements. For example, if you had written "share successes with colleagues from other institutions" in Step 1, you might write the following goal statement below: "to volunteer to lead a workshop on . . . at the upcoming intramural/physical education conference." What are your goals?

Page 30: Getting people to help out, assigning their duties, and assisting in their work. Chapter objectives: Students will be able to Appreciate the importance

• Step 3: Identify actions to take in pursuit of goals.– For each of the goals you have written in Step

2, list two specific actions you could take to reach your goals. Following the example in Step 2, you might list these actions. Action 1: "Decide which successes you would most like to share." Action 2: "Contact NIRSA to see if you can lead a workshop at their upcoming conference." What actions might you take to reach your goals?

Page 31: Getting people to help out, assigning their duties, and assisting in their work. Chapter objectives: Students will be able to Appreciate the importance

• Step 4: Identify actions for the administrator to take to assist the pursuit of your goals.– For each of the goals identified in Step 2, list

two actions that your athletic administrator could take to assist you in reaching your goals. Again following the example in Step 2, you might list these actions. Action 1: "Suggest which program successes the administrator feels would be most suited to sharing with others." Action 2: "Provide time and money to prepare and present the material." What actions will your administrator take to help you reach your goals?

Page 32: Getting people to help out, assigning their duties, and assisting in their work. Chapter objectives: Students will be able to Appreciate the importance

Helping your staff help clients

• Clients seek:– Tangibles in the little things.– Reliability in providing services consistently.– Responsiveness to needs.

• Okay?– 95% don’t complain.– Yes will tell three times.– No will tell nine times.

Page 33: Getting people to help out, assigning their duties, and assisting in their work. Chapter objectives: Students will be able to Appreciate the importance

Train, empower and standardize

• Task importance

• Goals

• Flexibility to solve problems

• Formative feedback

• Positive rewards

• Standardize repetitive activities

Page 34: Getting people to help out, assigning their duties, and assisting in their work. Chapter objectives: Students will be able to Appreciate the importance

Dealing with clients

• Face-to-face– Look into eyes and smile– Undivided attention– Client ends encounter

• Mad response– Be likeable and smile– Be open to concerns– Lean forward– Try to end with a win/win– Keep eye contact– Nod

Page 35: Getting people to help out, assigning their duties, and assisting in their work. Chapter objectives: Students will be able to Appreciate the importance

• Overcoming errors– Acknowledge error– Correct immediately– Be empathetic– Use symbolic atonement– Follow up

Page 36: Getting people to help out, assigning their duties, and assisting in their work. Chapter objectives: Students will be able to Appreciate the importance

General suggestions for dealing with conflict

• 1. Get your "emotions" under control, then immediately deal with the conflict.

• 2. Be honest (level).

• 3. Use "I" messages instead of "you" messages.

• 4. Actively listen (instead of hearing).

• 5. Seek a win/win solution, if possible.

Page 37: Getting people to help out, assigning their duties, and assisting in their work. Chapter objectives: Students will be able to Appreciate the importance

• 6. Agree to disagree and immediately seek resolve from the immediate supervisor.

• 7. Always try to resolve conflicts in private.• 8. Honor the concept and importance of

confidentiality.• 9. Always treat each other with courtesy and

respect.• 10. Remember, in the end all are judged by

peers using three, simple, universal questions (Murray 1995):– Can I trust you?– Are you really committed?– Do you care about me?

Page 38: Getting people to help out, assigning their duties, and assisting in their work. Chapter objectives: Students will be able to Appreciate the importance

Management

• Job satisfaction– Meaningful work– Positive relationships with colleagues– Thank

• Periodic evaluation– Formative– Informal– Formal

Page 39: Getting people to help out, assigning their duties, and assisting in their work. Chapter objectives: Students will be able to Appreciate the importance

Running meetings

• Purpose:– Information sharing– Discuss concerns– Planning

• Roberts Rules of Order or Perry’s Call to Order.– www.robertsrules.com/

• Agenda

Page 40: Getting people to help out, assigning their duties, and assisting in their work. Chapter objectives: Students will be able to Appreciate the importance
Page 41: Getting people to help out, assigning their duties, and assisting in their work. Chapter objectives: Students will be able to Appreciate the importance

Project

• Flow chart• Volunteers

– Get– Train– Monitor– Keep

• Paid staff– Get– Train– Monitor (five job descriptions)– Keep

• Agreements and forms