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Have you just been handed a bag full of papers purporting to be everything you need to know about how to do your PTO volunteer job?
Do your PTO board members waste time recreating event flyers because the digital file can’t be found?
Does your PTO have communication issues that make the entire process more frustrating that it needs to be?
If you’ve answered yes or you’re looking for PTO organizing tips, then this post is for you!
This post covers the main areas to focus on for fast results!
Get a Mailbox
If you don’t have one already, establish a PTO mailbox at school for incoming mail and document exchanges to go.
In schools where PTO volunteers are in the building often, use a portable file box* as a mailbox.
Inside the mailbox, label one folder for each officer and committee chair.
Instead of running around to each others’ homes to trade receipts, or get a reimbursement check, the file box can meet those same needs.
Keep it easy to find things in the file box by arranging the folder tabs alphabetically in one position (left, center, or right) instead of staggering them from left to right.
Create Procedure Books
Each Officer, Committee Chair and event needs their own procedure “book” aka binder .
The binder should have all the information about what their job entails and what’s been done in the past.
What Information do PTO Binders need?
What information should go in each binder varies based on the office or event.
All the information should answer the basic Who, What When Where and How for the specific position, namely:
- Contact information for PTO, school and district administration members
- Copies of flyers and planning documents for past programs and events relevant to the position
- Forms (think reimbursement requests, check request forms, etc.)
- Current copies of Bylaws and Standing Rules
- And anything else that helps the officer or committee chair do their job.
For more information about how to set up organized officer binders, check out this post.
Keep documents and information for the right amount of time
In short, it depends on which officer or committee chair we’re talking about!
Recording Secretaries and Treasurers have to comply with IRS document retention rules.
But most other PTO officers and committee chairs don’t.
Secretaries have Special Rules…
For PTO Secretaries, retain bylaws, meeting agendas and minutes, plus documents relating to the formation of your PTO permanently.
And So Do Treasurers
PTO Treasurers should keep some documents permantly:
- anything relating to the tax-exempt status
- IRS determination letter
- year end treasurer reports
- plus audit and financial review documents
Seven years is the right amount of time to keep cancelled checks, check registers, 990 forms and bank statements.
Monthly treasurer reports should be kept for three years.
More advice for getting organized as Treasurer.
All Other Officers and Committee Chairs
For all other officers and committee chairs, keep enough on hand to guide you…
but not so much that you need more than a 2 or 3 inch binder to hold everything!
Officers with a lot of information (hello, Presidents!) should establish an archive binder full of reference material that isn’t needed on the daily.
Establish a Permanent Address
Ask if your school will set up an email address for your PTO.
If not, set up one on Google for free.
Make sure you’ll always be able to access the account, even if the password is lost.
Do this by setting up the recovery email address to your personal email account.
Then start using this email address for all PTO work.
It’ll make it easier for you when you transition!
Here’s why:
Email will go to the dedicated PTO email address, and not to your personal email address.
This means your personal inbox will be less cluttered with information you don’t need.
Which means no worrying about forwarding emails to the new officer and new officers.
And if you’re the new officer, no worrying about what’s not being forwarded to you!
Plus, there won’t be any question about who to email, everyone can continue to email the permanent email address.
This just makes too much sense to pass up!
Centralize File Access
Develop an online archive of materials for your PTO, organized in a secure, cloud based system.
Having a dedicated place for all files to live ensures everything is in once place.
A bonus to having this system is that it “disaster proofs” your PTO in case of lost binders or files.
My PTAs use Google Drive, and the files are organized by topic, not by year.
Organizing files by topic means you can see everything on that topic in one place.
No need to rather hunt for the right files in different files years.
To make this system work, remind volunteers to upload the documents and files throughout the year into the online storage system.
This ensures the filing system grows into a robust archive!
Watch this
Over to you!
You now have the basics of how to whip your PTO into shape organizationally!
Have more questions on this topic? Let me hear from you in the comments.
Resources You’ll Love
Transform your school’s parent engagement with the Powered Up Parent Engagement System.
This isn’t just a resource bank; it’s a comprehensive, all-in-one platform designed to elevate your PTO, Booster Club, and all parent groups.
Provide your volunteers with the exact tools and training they need, tailored to their specific roles.
Watch your parent groups thrive and your school community flourish.
Empower Your Role as Treasurer. Effective financial management shouldn’t be stressful. Instead of piecing together systems on the fly, imagine having a proven framework at your fingertips.
The Treasurer’s Success Kit provides that framework. This expertly designed system empowers you to manage your group’s finances with confidence and ease, saving you valuable time and eliminating unnecessary stress.
Experience the difference:
- Certainty and Peace of Mind: Know you’re covering all your bases, every time.
- Clear, Actionable Roadmaps: Follow a simple monthly plan for consistent success.
- Streamlined Organization: Enjoy a perfectly organized system that keeps everything in its place.
- Increased Confidence: Feel in control and prepared for any financial task.
- Simplified Record Keeping: Effortlessly manage past and present records.
- Instant Organization: Get set up and running in minutes.
Transform your treasurer experience!
Picture this: you, the PTO/PTA President, taking charge like a boss, armed with a treasure trove of resources that will make everyone else wondering exactly how you manage it.
Your secret weapon? The President’s Success Kit!
This isn’t a bunch of busywork templates that look really pretty, but don’t actually amount to anything.
This kit is a collection of game-changing, mind-blowing arsenal of systems, tools, and templates designed to make your life easier and turn your dreams of doing fantastic things for your school community into reality.
The President’s Success Kit is jam-packed with bite-sized nuggets of guidance that will empower you to lead with confidence.
Get your copy today!
Get Organized Instantly: The Ultimate Secretary Success Kit for PTO Secretaries!
Don’t waste another minute juggling paperwork.
This complete bundle provides the exact resources you need to build a powerful officer binder, simplifying meeting preparation, execution, and post-meeting tasks.
Designed for both Recording and Corresponding Secretaries, this kit is your key to efficient record-keeping and streamlined communication.
Take control of your PTO role now!
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