The Together Teammate Build Strong Systems, Make the Work Manageable, and Stay Organized Behind the Scenes

Strengthen and enhance your school support staff

Are you a supporting team member who is tasked with both planning ahead and answering the phone every time it rings? In The Together Teammate, The Together Group Founder and CEO Maia Heyck-Merlin delivers a step-by-step action plan for school and nonprofit behind-the-scenes team members who keep things running smoothly! With clear advice, samples from operations and support roles, reflection questions and modifiable templates, this book will help teammates to strengthen their systems and keep all the trains running on time!

Readers will also find:

• Strategies for refining their organizational and time management systems in order to best support the missions of their organizations
• Techniques for planning ahead and prioritizing accordingly
• Ways to juggle multiple proactive projects and maintain strong customer service

A comprehensive and practical guide for anyone who works behind-the-scenes in a mission-driven environment, such as nonprofits, schools, and foundations, The Together Teammate will also prove invaluable for project managers, IT associates, office managers, finance coordinators, executive assistants, chiefs of staff, and anyone who has both proactive and responsive aspects to their roles.

MAIA HEYCK-MERLIN is the Founder and CEO of The Together Group, where she trains educators on time management, efficiency, and more. Previously, Maia served as Chief Talent Officer and Chief Operating Officer for Achievement First, a charter school management organization. She is author of The Together Teacher and The Together Leader.

CHAPTER 1:

INTRODUCTION – The Who, What and Why of Togetherness for Teammates

WHAT IS TOGETHERNESS, ANYWAY?

WHY THIS BOOK MATTERS TO ME

WHO, SPECIFICALLY, THIS BOOK IS FOR

WHY TOGETHERNESS MATTERS BEHIND THE SCENES

TOGETHER TRY-ITS

HOW THIS BOOK IS ARRANGED

HOW TO MAKE THE MOST OF THIS BOOK

LET’S GET THE TOGETHER PARTY STARTED!

CHAPTER 2:

Get Crystal Clear -- Roles, Priorities and Targets, Oh My!

WHAT IS YOUR ACTUAL JOB? GET CLEAR ON THE OUTCOMES AND INPUTS

DEFINE SUCCESS IN YOUR TOGETHER TEAMMATE ROLE—SET THOSE PRIORITIES & TARGETS

GET YOUR OWN PRIORITIES IN ORDER

TRACK FOR YOURSELF AND SHARE PROGRESS

YEAR-AT-A-GLANCE – MAP IT ACROSS A CALENDAR

Shelly’s Year-at-a-Glance

Eryn’s Year-at-a-Glance

BUILD YOUR YEAR-AT-A-GLANCE

TURBO TOGETHERNESS

Manager Moment

TOGETHER TOUR

What is your most used Together Tool to keep YOURSELF Together?

¬How do you re-Together yourself when unexpected things pop up?

When is a time you had to adjust your Togetherness practices and why?

How do you handle working with colleagues who are slightly less than Together?

Why does Togetherness matter to you at work and at home?

Together Teammate Self-Assessment: Consider your current organizational tools, habits, and routines.

CHAPTER 3:

Look Far Forward – Create a Comprehensive Calendar

WHY INVEST IN A LONG-TERM CALENDAR?

COMPREHENSIVE CALENDAR SAMPLES

SELECT A CALENDAR TOOL

BUILD YOUR OWN COMPREHENSIVE CALENDAR

[optional for those who want to get ahead now] Make sure the Meetings are in Place

HOW TO USE YOUR COMPREHENSIVE CALENDAR

TURBO TOGETHERNESS

CHAPTER 4:

Build a Long-Term List – Yup, This is Everything!

WHY KEEP A LONG-TERM LIST

LONG-TERM LIST SAMPLES

SELECT YOUR LONG-TERM LIST TOOL

BUILD YOUR LONG-TERM LIST

ROUTINES TO MAKE USE OF YOUR LONG-TERM LIST

TURBO TOGETHERNESS

MANAGER MOMENT

Together Tour

What is your most used Together Tool to keep YOURSELF Together?

¬How do you re-Together yourself when unexpected things pop up?

When is the time you had to adjust your Togetherness practices and why?

How has Togetherness helped you communicate and work with others?

How do you balance the proactive focused part of your job with the reactive tasks that pop up?

How do you handle working with colleagues who are slightly less than Together?

Why does Togetherness matter to you at work and at home?

CHAPTER 5:

BREAK DOWN THE BIG STUFF -- PROJECT PLANNING

DETERMINE WHAT NEEDS A PROJECT PLAN — AND WHAT DOESN’T!

CREATE A PROJECT SUMMARY

Project Name: Dean’s Excellence in Research Awards

PROJECT PLAN SAMPLES

BUILD YOUR PROJECT PLAN

COMMUNICATE ABOUT THE PROJECT WITH OTHERS

PLAN FOR THE UNEXPECTED BECAUSE IT ALWAYS HAPPENS – TRUST ME

INTEGRATE WITH YOUR TOGETHER TOOLS

TURBO TOGETHERNESS

Chapter 5: Manager Moment

CHAPTER 6:

Fill with Staples, Make Room for Snacks – Build a Weekly Worksheet

THE PURPOSE OF PLANNING FOR A WEEK

COMPONENTS OF A WEEKLY WORKSHEET

WEEKLY WORKSHEET SAMPLES

PERSONALIZE YOUR WEEKLY WORKSHEET TOOL(S)

PRACTICE A BUILD OUT YOUR FIRST WEEKLY WORKSHEET

PUT YOUR WEEKLY WORKSHEET INTO ACTION

TURBO TOGETHERNESS

CHAPTER 7:

Host a Meeting with Yourself – and Prep for the Week Ahead!

MEETING WITH YOURSELF: THE WHY

MEETING WITH MYSELF CHECKLIST SAMPLES

Weekly planning checklist

BUILD YOUR OWN MEETING WITH MYSELF CHECKLIST

CREATE THE CONDITIONS TO SUCCESSFULLY MEET WITH YOURSELF

COMMUNICATING AFTER YOUR MEETING WITH MYSELF

TURBO TOGETHERNESS

Manager Moment

Together Tour

What is your most used Together Tool to keep YOURSELF Together?

¬How do you re-Together yourself when unexpected things pop up?

When is a time you had to adjust your Togetherness practices and why?

How has Togetherness helped you communicate and work with others?

How do you handle working with colleagues who are slightly less than Together?

Why does Togetherness matter to you at work and at home?

PUT IT ALL TOGETHER: BUILD YOUR TOGETHER TOOLS

CUSTOMIZE YOUR OWN TOGETHER SYSTEM

CHAPTER 8:

GET THOSE INBOXES IN CHECK – SET UP YOUR DIGITAL LIFE!

SET UP YOUR INBOXES FOR SUCCESS

Katie’s Outlook Inbox Ready for Action

GET YOUR DIGITAL DOCUMENTS IN ORDER

ALL THAT OTHER DIGITAL CLUTTER

Turbo Togetherness

CHAPTER 9:

Plan for the Pivot – Deal with the Daily Deluge

THE INNOCENT INTERRUPTION

MOVE SWIFTLY THROUGH YOUR INBOX(ES)

SYSTEMATICALLY CAPTURE INCOMING NEW REQUESTS

PAUSE TO PLAN YOUR PIVOT – AND THEN COMMUNICATE

TURBO TOGETHERNESS

Manager Moment

Together Tour

What is your most used Together Tool to keep YOURSELF Together?

¬How do you re-Together yourself when unexpected things pop up?

When is a time you had to adjust your Togetherness practices and why?

How has Togetherness helped you communicate and work with others?

How do you balance the proactive focused part of your job with the reactive tasks that pop up?

How do you handle working with colleagues who are slightly less than Together?

Why does Togetherness matter to you at work and at home?

CHAPTER 10:

Craft Clear Communications – To Move Others to Action

WHAT METHODS DOES YOUR ORGANIZATION USE TO COMMUNICATE?

WRITE YOUR MESSAGES WITH A BIAS TOWARD RESULTS

SEND THE NEWSLETTERS, MEMOS AND NOTES—OH, MY!

Wister’s Weekly Newsletter

TURBO TOGETHERNESS

MANAGER MOMENT

CHAPTER 11:

Make the Most of your Meetings– Before, During and After

GET CLEAR ON YOUR ROLE IN EACH MEETING YOU ATTEND

MAKE THE MOST OF MEETINGS WITH YOUR MANAGER

MANAGE MEETINGS FOR A GROUP OR TEAM

Wednesday: May 11, 2022

Note Taker: Elizabeth

PLANNING FOR THE NEXT SEVERAL MEETINGS – AND NOT JUST TODAY’S!

TAKE NOTES IN MEETINGS – AND OWN THE FOLLOW-UP

BE THE MEETING MANAGER: OWN THE MEETING START TO FINISH

TURBO TOGETHERNESS

Manager Moment

CHAPTER 12:

Peek Around the Bend—Forecasting into the Future!

SUPPORTING OTHERS TO FORECAST

Kendra’s Pre-Vacation Forecast

SUPPORT STAKEHOLDERS WITH FORECASTING

TURBO TOGETHERNESS

Together Tour

What is your most used Together Tool to keep YOURSELF Together?

¬How do you re-Together yourself when unexpected things pop up?

When is a time you had to adjust your Togetherness practices and why?

How has Togetherness helped you communicate and work with others?

How do you balance the proactive focused part of your job with the reactive tasks that pop up?

How do you handle working with colleagues who are slightly less than Together?

Why does Togetherness matter to you at work and at home?

CHAPTER 13:

Systems Spotting – If You See Something, Say Something!

TURN UP YOUR SYSTEMS ANTENNAE

TURN PAIN POINTS INTO SMOOTH SYSTEMS

CREATE SYSTEMS TO SUPPORT OTHER HUMANS

Shannon’s Supply Order Form

THE CALL TO CODIFY – WHY?

TURBO TOGETHERNESS

Manager Moment

CHAPTER 14:

Own the Outcomes: Take Charge, Especially When You are Not the Boss!

WHAT IS OWNING THE OUTCOME AND WHY DOES IT MATTER?

ASK QUESTIONS TO CLEAR THE COBWEBS (AKA GET CLEAR ON THE OUTCOME)

TRACK PROGRESS TOWARD THE OUTCOME

TURBO TOGETHERNESS

MANAGER MOMENT

TOGETHER TEST

CHAPTER 15:

Togetherness is a Journey, Not a Destination

RECALL THE MEANING OF YOUR WORK

WALK THE TOGETHERNESS PATH WITH OTHERS

YOU ARE NOW A TOGETHER TEAMMATE! (YOU PROBABLY ALREADY WERE)

Total Together Tours

GOODBYE, BE WELL AND BE TOGETHER

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