the assistant principals’ mailboxes. She installed mailboxes for them in her
outer office, directly across from her secretary’s desk. She or a student as-
sistant could do this task without leaving the office. Ms. Valletta required
her assistant principals to check these mailboxes each day, giving each an
opportunity to informally drop in and discuss any matter with her.
Fourth, the principal must monitor all staff responsible for submitting
reports to other offices. A new principal will receive e-mails or calls from
the district office personnel whenever anyone on his staff is late with a
report. This reflects poorly on his managerial skills. He should have his
secretary keep an accordion file for both paper and electronic reports due.
Whenever the secretary forwards a report to be completed to any staff
member, she makes a copy and places it in the file under a date tab several
days before the report is due. On that day, she calls the staff member and
asks for a completed copy of the report and reminds him or her of the due
date. Over time, all staff will become more cognizant of due dates and few
items will be submitted late. A report-due calendar saved electronically
will serve the same purpose.
Fifth, a good administrative assistant is the office Cerberus, guarding
the principal from unwanted interruptions. Yes, his door will always be
open, but his secretary will be on guard outside. Teaching an administrative
assistant what cases truly should be seen by the principal is the most dif-
ficult task, as her natural tendency is to guard the time and privacy of the
principal. Over time and with training, a secretary will develop excellent
instincts. When a distraught student comes to see the principal, she will be
able to judge whether the matter could be handled by an assistant principal
or a guidance counselor or a dean rather than by him. She will sense when
the principal would be the best person to handle the matter. The same will
apply to parents and staff who come to the office every day.
As the office door will always be open, the school leader will be able
to hear who is outside and what is being said. When necessary, he can
“overrule” his protector and invite the visitor inside to see him.
- Do not Answer Every Phone Call/E-mail/Fax
The tendency of a new school leader is to pick up the phone every time it
rings, answer every e-mail as soon as it is received, or if she is in a system
a little behind the times, respond to every fax as it comes in. Experience
People Are More Important than Paper 61