Operations Best Practices

Efficient Ways for Busy Recreation Managers to Handle Administrative Tasks

May 23, 2024

Recreation Managers are jacks of all trades! They wear a million hats, do a million tasks, and do it all with a smile on their face while caring for their residents.

Balancing the demands of running programs while staying on top of paperwork can feel like an uphill battle. However, with the right strategies and mindset (and Welbi, of course), you can navigate your administrative tasks efficiently and manage your time effectively.

Let’s explore some practical tips to help you stay organized and manage your time amidst the chaos of a busy senior living environment.

Organize and Prioritize Ruthlessly

  • Start each day by identifying the most critical tasks that need your immediate attention
    • Suggestion for Welbi users: Check out Welbi’s Overview Page, its a great starting point.
  • Use a prioritization system that works for you to categorize tasks based on urgency and importance (Ex: use a planner, schedule time in your digital calendar, to-do lists, etc.)
  • Maintain a clutter-free workspace to enhance productivity and minimize distractions.
  • Focus on completing high-priority tasks first before tackling less critical ones.

Harness the Power of Time Blocking and Batching

  • Allocate dedicated blocks of time in your schedule specifically for administrative tasks.
  • Avoid multitasking and set aside distractions during these blocks to maintain focus.
  • Batch your work to avoid task switching. For example, set aside time to just do program planning for the upcoming month, then time to design your print calendar, then time for resident documentation, instead of trying to manage all of them within the same period.

Delegate Effectively

  • Identify tasks that can be delegated to other team members or support staff.
    • Suggestion for Welbi users: If you document attendance on paper first before entering it into Welbi, can your receptionist help with this task? 
  • Communicate expectations and provide necessary training or guidance to ensure successful delegation.
  • Trust your team members to handle delegated tasks, allowing you to focus on higher-level responsibilities.

Embrace Technology

  • Utilize software like Welbi to streamline administrative processes to help with scheduling programs, calendar design, resident assessments, and attendance

Implement Efficient Workflows

  • Develop standardized procedures and workflows for common administrative tasks, such as monthly reporting, prepping for care conferences, etc
    • Suggestion: Document this somewhere, in case you’re ever away, so someone can do this work too!
  • Encourage feedback from staff members to ensure workflows align with their needs and preferences.

Practice Self-Care

  • Recognize when to ask for help or seek support from colleagues or supervisors when feeling overwhelmed.
  • Understand your workload capacity and learn to say no when necessary. Politely declining tasks that you can't handle at the moment is essential for maintaining quality of work. If saying no isn't an option, ask for clear timelines and expectations when new tasks are assigned. Knowing when a task needs to be completed helps you manage your time effectively and prevents last-minute rushes.
  • Be open and honest with your manager about your workload and feelings of overwhelm. They can't help you if they don't know there's an issue.
  • Establish clear boundaries between work and personal time to prevent burnout. Avoid checking emails or taking work-related calls outside of designated hours whenever possible.
  • Communicate your boundaries to colleagues and stakeholders so they understand when you are available and when you are not.

Running a recreation department is a challenge. Following these tips will help you stay on top of those administrative tasks so you can spend less time behind a desk and more time with your residents.

Ready to Get Started with an all-in-one Life Enrichment Platform?

Join the countless recreation teams who have already made the switch to Welbi and experienced the difference firsthand. Say goodbye to administrative headaches and hello to more time, more efficiency, and more time with residents.

Katie Stewart

Katie is a member of Welbi’s Customer Experience team! She has a background in communications and recreation and is passionate about older adults, exercise, coffee and people.

Holly Mathias

Holly is a member of Welbi’s Marketing team! She has a background in communications and marketing, and is a compassionate individual who loves team work, story telling, and wellness.

Wendy Riopelle

Wendy is a student in the Honours BA in English program at the University of Ottawa, where she has won numerous awards for her writing.

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