Before the coach begins to organize all of his materials a very important decision must be made. The method or system of organization is selected to match the objectives and expectations of the project. In today's office supply mega-stores, there is no shortage of organizational options and tools. Picking the right one for you is the key to becoming "The Organized Coach."
Due to my propensity to be organized from a young age I have become familiar with all types of organizational systems. By experiencing different systems I have come to a comfortable place in my organizational world. Each coach needs to select a system that works for him and that he will be most motivated to use. Being motivated to use your system once you get it into place is the most important element of this entire process. I've been frustrated in the past with coaches who take time to clear out the clutter and start over, just to abandon the system of choice shortly after turning over a new leaf.
The message you need to hear loud and clear is that all efforts without action are useless. Action is the spark plug that ignites any venture big or small. Let's review the steps that must be in place prior to the action step.
1. Decide you are unorganized and want to become an Organized Coach.
2. Commit to getting rid of everything that you do not need.
3. Divide and Conquer from Part 3 in this series. Placing information in piles according to label; i.e.--Offense, philosophy, drills, motivation, clinics.
4. Choose a system of organization which is the purpose of this article in Part 4.
5. Put ACTION behind your desire to be "The Organized Coach" and you will be amazed at the results.
Choosing a system depends on the individual and his preferences. No system is better than the other. Actually, the best system is the one that is best for you. If you can keep everything in its place and access it quickly, then that system is a great one for you. Your assistant coach or coaching buddy may use an entirely different system.
Try these exercises:
1. Think back to a time when you were most organized in your life. What system did you use and why was it a good system for you?
2. Identify a fellow teacher, coach, or businessman that you think is super organized and consult with them and their system. It may or may not be for you but you will learn a lot about what you do like by following through with this exercise.
3. Close your eyes and picture your office in its best, most organized state. Capture that mental image and re-create it through your own organizational project.
4. Go to Office Depot, Staples, or any large office supply store. Walk the aisles and check out all of the materials available. You will probably see some products that you had never seen before and like their potential in your system. Try not to overdo it and load up on a ton of materials, but if you see something you can use, buy it and give it a try.
TYPES OF ORGANIZATIONAL SYSTEMS
1. Filing System -- One of the oldest forms of organizing. Can be used for any purpose and for any profession. How you decide to arrange, separate and divide your folders is the biggest factor once this system has been chosen.
2. Notebook System -- This system has great advantages over the other systems. Notebooks are portable and with three-ring binders your materials will not get lost or misplaced. Just like the filing system, the most important item is to decide how to arrange, separate and divide the materials into notebooks. Section separators and removable tabs are also another consideration. You must have a heavy duty three hole punch to use the notebook system properly.
3. Computer System -- Everything we have can be computerized no matter how long ago we obtained it. The ability to scan materials now makes it possible to computerize all of your materials. This can be a very time consuming process, even more than files and notebooks. The test is how quickly you can access materials on your computer and the ability to print these materials. The possibility exists that your hard drive can be wiped out at any time, leaving you in bad shape. Lack of familiarity with computers forces many coaches to shy away from this system.
4. Card Catalog -- This system allows you to organize your materials by using key words such as OB, Offense, Half court defense, and shooting drills. By keeping a card catalog system you can access materials quickly and efficiently. The cards are the center of your entire system and can keep you organized as long as you stay with the system.
5. Storage Racks -- These are useful for displaying books, DVD's, video tapes, and scrap books. It is important to purchase storage racks that are functional. Beware that storage racks can become a place to store a little bit of everything and will become a garage sale item before long.
6. Combinations of one or more systems -- Due to the kind of materials you have, you may want to use some of a couple systems. This is a very acceptable method and is used by most organized people.
This brings us to a point in the organizing process where your efforts begin to pay off. Once you select a system of organization, the rest is downhill. Moving to the ACTION Stage will put the final touches on this worthwhile project. Look ahead to Step 5 for the last and productive step!
Randy Brown has passion for the game of basketball. He works as a basketball consultant and mentor for coaches. Visit him at http://www.coachrb.com for free resources, Q & A, newsletter, and coaching programs. A speaker and writer, he has authored 75 articles on coaching and is nationally published. His 18 years in college basketball highlights a successful 23-year career. Mentored by Basketball Hall of Fame coach Lute Olson at Arizona. Resume includes positions at Arizona, Iowa State, Marquette, Drake, and Miami of Ohio, 5 Conference Championships and 5 NCAA appearances. His efforts have helped develop 12 NBA players including Steve Kerr, Sean Elliott, and Jaamal Tinsley. To contact Randy, email him at rb@coachrb.com
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