Prioritize Relationships
Get to know the staff you’ll be working with. In my first days on the job, I developed a list of questions (both personal and business), emailed them to my department members and local school bookkeepers, and asked them to set up an appointment so we could meet face-to-face.
During those meetings, I shared personal and business information about myself and gave them the opportunity to share information about themselves using the emailed list of questions as a guide. I was able to meet with all those staff members in the first few weeks and learned a lot of history about the district and the staff. I felt like I had connected with each person.
We now meet monthly as a group to stay connected. We share personal victories and struggles and discuss regular business matters and updates related to our policies and processes.
Be sure to look beyond your immediate department. Others who can help you learn and grow in your position include district leaders, such as principals and directors; vendors, such as bankers, employee benefits providers, and suppliers; community members, such as school board members and city leaders; and members of employee organizations.
Prioritize Learning
It was easy for me to start making lists of improvements that I thought were warranted in my department. I examined all the processes and procedures, critiquing along the way. Those ranged from how the mail was opened to changing major software and systems. Nothing was wrong, but in hindsight, I think I wanted to “leave my mark” on things.
I told my hairdresser about all the things I wanted to change, and she poured some wisdom on me!
She challenged me to make no changes for three to six months. Let the business continue to operate and flow “normally,” ask questions, learn from staff, and keep making that list, but keep it to myself. After my waiting period, I realized that several things on my list really weren’t top priorities. In fact, they didn’t need to be changed at all.
While you’re learning from your department processes and workflows, also learn about your district. What hardships and major changes and initiatives did the district go through in the past? The leaders, the vision, and the community are all important, and learning more about each of the areas deepens your understanding of the district as a whole.
Prioritize Deadlines
Use a digital or printed calendar to map out your major deadlines, such as accounts payable, payroll, month-end processing, monthly financial statements, board meetings, budget submission, annual financial statements, audit process, federal funds drawdowns, capital plans, continuing professional education requirements, and debt payments.
Prioritizing deadlines can be the most challenging task in the beginning because sometimes you just don’t know what you don’t know. Deadlines that you are unaware of can surprise you and derail your plans for the day or week. But purposefully thinking through them in advance could save you from derailment nine months down the road.
Share these deadlines with your staff members to keep them on the same page. Knowing what you have on your plate each day can help them decide on an appropriate time to approach you about an issue.
Prioritize Access
Make sure that you have access to all the software, logins, and data you need. Eleven months into my job, having no access came back to bite me when I found out our Sam.gov registration expired and I had to go through the lengthy process of updating our registration. Lesson learned!
List all the websites you’ll be responsible for managing and updating regularly. Even if a staff member is responsible for this task, ensure that you have the information as well. Think of it as a more complicated version of a name change. Once you’re older and have more accounts, changing something like your name or address takes intentionality. Be purposeful about making sure that you have access to everything you’re responsible for.
Prioritize Teaching
For those of us who did not travel the education path to become an SBO, teaching can sometimes be difficult. As you grow into and learn your role, don’t be afraid to teach others along the way. They may be staff members you take under your wing and train. They may be colleagues who don’t have the same resources you do. They could be peers and leaders in your district who’ve been hungry to learn, but have been afraid to ask.
Make it your mission to teach the world about school business! Those who want to learn will grab that knowledge and move forward with it.
Teach yourself something as well. Most often for me, such teaching comes in the form of professional development and networking. Learning how others perceive things and handle similar situations may shed new light on strategies you had not previously considered.
Remind yourself that you don’t know everything, your way may not be best, and you still have a lot to learn. Remaining humble in your SBO role will help you learn from others along your career path. Listen to learn!
Prioritize to Realize
The day-to-day job of an SBO can be challenging and demanding. On those challenging days, remember that you were recommended, sought after, recruited, selected, and positioned to do great things for your district. You are making a difference in the lives of your district’s students and staff. Every day, prioritize your time, your spending, and your focus on what helps the district realize its vision.