The Art of Managing Multiple Facilities and Programs at Livonia Parks & Recreation
Learn about the strategies for effective time management, challenges in managing multiple facilities, techniques to prepare and manage staff across facilities, and approaches to minimize stress. Explore the mission and vision of Livonia Parks & Recreation, focusing on creating a community through various programs like swim lessons. Discover the mission of providing quality health and fitness experiences for the whole family.
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The Art of Juggling Multiple Facilities and Programs ETHAN ENGEL AND STEPHANIE MANOOGIAN LIVONIA PARKS & RECREATION
Introduction ETHAN ENGEL ATHLETIC COORDINATOR Outdoor Facility Rentals 40+ Baseball & Softball Diamonds 10+ Soccer Fields 10+ Sand Volleyball Courts Outdoor Picnic Pavilions Adult Leagues Softball Basketball 5v5 Soccer Sand Volleyball Archery Range Classes Open Shooting Youth Leagues T-Ball Coach Pitch Camps & Independent Contractors
Introduction STEPHANIE MANOOGIAN AQUATICS COORDINATOR Pools 4 facilities Water Exercise Rentals Lane Rentals Outdoor Pool Reservations Swim Meets 1 Indoor 3 Outdoor 7 pools 1 Splash Pad Special Events Swim Lessons Indoor/Outdoor lessons
Identify two strategies to improve time management in managing multiple facilities. Recognize three challenges to managing multiple facilities Objectives & Outcomes Identify and establish two techniques to effectively prepare and manage varying staff level across all facilities Establish two approaches to manage and create less stress
Program/Facility Mission & Vision Connects employees to a unified understanding of the division/program they work for Identify a vision or mission statement for your program or facility Gives purpose to work and training within facility and program.
Program/Facility Mission and Vision LIVONIA PARKS & RECREATION LIVONIA SWIM LESSON PROGRAM Creating community through people, parks and programs. It is our goal to give participants the necessary knowledge and physical skills to become safe and efficient swimmers. Our instructors will provide the instruction, safety, trust and discipline skills for all students to develop into successful swimmers. Come Out and Play!
Mission Statement Our mission is to provide an educational, entertaining, friendly & inviting, functional & innovative experience of uncompromising quality that meets the health & fitness needs of the entire family. Staff Living the Mission Staff required to memorize mission statement and be able to recite at any time No development or engagement into personal connection from upper management/corporate into everyday work
Staff demographics Technology & change Ongoing Process & Challenges What currently exists? What resources are available to use? Staff Training and Development Opportunities / Go-to-Person Development opportunities for others Leadership Within Current Staff Investing and Developing Your Team
Preparation, Preparation, Preparation! Consistent preparation is key to laying down a solid foundation Map out seasons or sessions based on department needs/timelines Plan ahead- know what your routine items are and create deadlines Create tasks lists and sticking to them Visual Aids Know what tools work for you to help you succeed
1.Prioritize 2.Blocking Time 3.Create Focus 4.Track Progress 5.Review Workload 6.Be Flexible 6 Strategies to Create Less Stress
1. Prioritize Determine which programs or facilities are top priorities Will fluctuate depending on season or time of year Effective prioritizing will result in a more efficient work day Emergency situation/unexpected
Eisenhower Method Important activities are those that have outcomes that lead us to achieving our goals Urgent activities require immediate attention and usually lead us to achieving other s goals. Consequences of not dealing with them are immediate.
2. Blocking Time Know yourself and how you work best Paper vs. Computer vs. Other TED Talk Design and Distraction - Tristan Harris Interruption is a learned behavior Average employee 23 minutes to refocus attention after becoming distracted Emails are like slot machines
3. Create Focus Determine what you need to focus so you can be productive What works for someone else may be a distraction to you Techniques to increase focus: Eisenhower Method Use a timer Concentrate on one task instead of multi-tasking Noisy environment vs. quiet environment Cell phone out of sight and out of mind
4. Tracking Progress S.M.A.R.T. Goals Accountability Individual Team Small Wins Daily Motivation Lists and completion
5. Review Workload Delegate Routine tasks are easiest to hand off Uses your team strengths to their fullest potentials Break bigger projects into smaller ones Small daily victories for large projects Ask for help! Know who or where to go
Unexpected items, issues, and tasks will happen. Know what tasks have a hard deadline and which have more wiggle room for completion. Facility emergencies and/or injuries Staff issues Tasks from supervisors Upset patron 6. Be Flexible
Site/Facility Visits Have a presence Support your staff Provide a face to your programming Consistency and Unpredictability Programming vs. Preparation Reoccurring issues with staff or programming
Audit Programming and Facilities Create staff manuals to set staff expectations Can range from staff evaluations during programming to a site evaluation during a facility visit Utilize leadership staff within your division to implement audits Can indicate areas where staff are excelling and areas where they are struggling and may need more training on
Effective and clear communication between all staff is key to success Communication Staff Meetings/Trainings Frequency, Size, Purpose
Planning for the Unexpected Planning for the Unexpected Some events can have a plan even though you may not know what, where, when, or how they may occur Weather Have written policies for patrons and staff City of Livonia Weather Hotline Mechanical issues Shelden Pool Summer of 2017 Staffing issues One step at a time
Invest In Yourself Work-Life Balance Find what works for you and keep to it Look for opportunities for self-growth and development both in and out of work USA Archery Instructor Certification USSF Soccer Grade 8 Certification
Group(s) Discussion What are some strategies you have used to overcome challenges? How does your department s mission/vision fit into the daily routine of your work? Of your staff s work? What are the challenges you have at your facilities? How do you train your staff, if possible, to manage those challenges? How do you manage your own stress levels and unexpected items and tasks that come your way?
