Are you a Parent Teacher Organization (PTO) or Parent Teacher Association (PTA) leader and wondering what you should be taking care of during the summer to really set yourself up for success come the new school year?
Believe it or not, the Summer months are the ideal time to start planning and getting organized for the new school year as a PTO leader.
Without the daily rigamarole to worry about, like what to pack for kid lunches, you have time to look ahead to the new school year and get everything ready for Fall.
The whole reason to spend time over the Summer focusing on anything PTO related is that it’s pretty much impossible to fly the plane you’re trying to build at the same time.
Instead, you’ll be much more well positioned for a year as a PTO leader that you’ll actually enjoy when you take care of these things ahead of time.
In this post, we’ll cover all the steps you should be taking over the Summer months in order to do just that!
And the resources to help make all of that work incredibly easier will be highlighted too.
Ready? Let’s get to it!
Review your PTO’s Bylaws and Standing Rules
First, the first thing you’re going to just have to get kind of nerdy, and look over your group’s bylaws and standing rules.
To do this, pull out the most recent version of the documents, read them and at the same time, think about how your PTO operates in a global sense.
Remember that bylaws address how your group works in the big picture and the standing rules spell out the details of how to put everything into action.
If you are an experienced PTO leader and you can’t remember the last time you consulted the bylaws or standing rules, then chances are your entire group is not living by these guidelines and rules, and that could spell trouble for your group.
Aim to change that and make the bylaws and standing rules fully incorporated into your PTO.
One thing to take a look at are all of the job descriptions for your parent group’s volunteer and leadership roles.
Are they what your group currently needs?
Have the needs of your group changed?
Have you gotten a whole bunch of volunteers, and so you have created new programs or new projects that kind of need a specific leader?
The PTO President really should look at what is on their plate and see what they can get off of their plate and onto somebody else’s in the form of a new volunteer taking on the leadership position.
Another thing to consider during the bylaws and standing rules update is if the issues that popped up over the past school year covered in either document?
If not, they should be whenever possible so the group has guidance on how to handle the situation going forward.
Also, maybe your PTO has gotten smaller, with fewer helpers, and so you have gotten rid of some programs out of necessity.
This was my experience with the lower elementary school PTA.
The school district re-aligned schools and merged three lower elementary schools into one.
So for a while, we had three times as many PTA volunteers because of the merger.
And the PTA really expanded activities and programs, including a school garden and after school activities too because of the broader and deeper volunteer base.
But by the time that my kids were wrapping up their time at the school, all of those kids who had been through the merge, they were in the upper level schools, and their parents had moved on too.
The result was fewer available helpers and the PTA had to cut back and get rid of things that we were no longer able to support or were no longer the passion of the particular volunteers.
No matter the reason for the change, it’s time to remove the programs and events your group is no longer running from the bylaws and standing rules.
Look for Opportunities to Simplify PTO Governing Documents
When you are reviewing the bylaws and standing rules, look for opportunities to simplify the language and make them approachable for all.
Many groups make the mistake of using complicated language, under the assumption that it’ll make the bylaws and standing rules “more official.”
But that’s wrong and will mean fewer people are using them to guide how the PTO operates, which is the exact opposite of what you want.
Why Summertime is the Best Time for a Bylaws and Standing Rules Review
One of the other reasons that it is so great to take care of this governing document review and update task over the summer is because it sets the process in motion so the changes can apply for the new school year.
If you’re putting together the updates and amendments during the Summer, you’re teeing it up so that they’ll be presented and approved in early Fall and fully adopted (assuming the changes are approved) by your October or November meeting.
If you’re waiting until the new school year to review and update, then the entire timeline shifts back and will likely take longer to finish due to everything else on your very full PTO plate.
Need help writing or updating your PTO’s Bylaws or Standing Rules?
I have a comprehensive kit that’ll help you through the entire process of either creating these documents for the very first time or updating and amending them in a simple, step-by-step process..
There’s a thorough template that you can use to easily pull in new systems and processes that’ll enhance how your PTO runs.
Sometimes you need some guidance, and so all of that goodness that is all wrapped up in the Bylaws and Standing Rules Made Simple kit.
Creating or updating bylaws shouldn’t be a nightmare.
Our Bylaws and Standing Rules Made Simple breaks down the process of creating or updating your PTO’s governing documents into easy to follow process anyone can do.
Written in straightforward English, the kit transforms your bylaws into off-putting legalese into powerful tools that’ll get everyone on the same page.
Take your school parent group from disorganized and unclear to professional and effective.
Create a PTO Communication Plan
The next thing that your PTO needs to figure out during the Summer is a communication plan.
Because lack of communication can be the downfall of your PTO.
It doesn’t matter how many fantastic things you are doing for the school if nobody knows about it.
The bottom line is that your PTO needs a plan on how you’re going to reach everybody in the school community.
Set up a way to communicate with them independent of the school’s communication methods. If you don’t have another method of effectively communicating, then you can get burned, like my PTO was.
One time, my PTO relied on the school to send all communications out to students and parents.
What we didn’t know, for many, many months, is that the school’s emails were getting marked as spam.
Anything that went out from the school was automatically ending up in the junk folder and pretty much no one was seeing our messages about PTO meetings, events or programs.
Eventually this was fixed, but it was at least 9 months before that happened.
During that time, our PTO noticed a marked decline in meeting attendance and event and program participation.
So, develop a communication plan to reach people.
It could be email, it could be a Facebook page or Facebook group.
It’ll be up to your group to decide the best way to reach those in your school community, but be sure to figure it out now.
Develop Supportive Systems and Processes
The next thing you want to get clear on over the Summer are your procedures for running the PTO.
In addition to being documented in your bylaws and standing rules, develop some forms to bring the processes and systems to life.
Forms are a beautiful thing and can save you and your group a lot of time and headaches.
For example, if your group does not have a formal process for making check requests it’s beyond time to get one so that your Treasurer is not chasing down the receipts or information they need to accurately account for the expense.
If you’re unclear on what sorts of systems or processes you should have, you’ll want to take a look atto different resources, the first being the President’s Success Kit.
The systems baked into this kit help get essential information out of volunteer’s heads and down onto paper to make running every aspect of the PTO easier.
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!
The other resource that has a ton of grab and go systems and procedures is the Treasurer’s Success Kit.
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!
Definitely go check out both of those resources if you are interested in making your life a heck of a lot easier and not having to figure out the procedures that you need; that’s all been figured out for you.
Develop a Mentoring Program
The next thing you probably want to consider implementing for the upcoming school year is a mentoring program, and that is not for kids; it is for adult volunteers to be mentoring upcoming volunteers.
A lot of times, potential volunteers count themselves out before ever giving a leadership role a try.
It boils down to a self-confidence issue.
If you are really mentoring less experienced volunteers, then you can help them really grow and blossom into the leaders that they’re capable of being.
It is really lovely when someone else recognizes this about you, and so that it’s not coming from you, like, it really can be a confidence booster.
Before I first got involved as PTO President, a friend leaned over during one meeting and whispered to me that she thought I could be the next PTO President.
And while I don’t necessarily struggle with self-confidence issues normally, my friend’s comment was pretty influential in my decision to raise my hand for the position.
This can be the same case for other parents in your school who haven’t yet stepped up.
They might just need a little boost and see that others have confidence in them, so give the idea of a PTO mentoring program a whirl!
Get Organized
Next up on the PTO Summer Action Plan is to get organized.
Establish a place for your digital records to live that’s not on your personal computer.
Setting up a PTO Google Drive or other cloud-based file storage system will serve you well in the end, since if you don’t know the resources that you have, or you don’t have them right at your fingertips, then you’re not going to be able to use them, which means that you’re going to have to recreate things from the wheel.
And that’s just a waste of your valuable time!
Read more on organizing your PTO’s digital files right here.
And be sure to go through your PTO binder and get it organized too.
Establish Fundraising and Membership Plan for the New School Year
The next part of your PTO’s Summer Action Plan is to get plans in place for both fundraising and membership / parent involvement.
You absolutely need to have a plan for both of these areas because you need to be clear on what you’ll be doing before you’re actually doing it!
Set up PTO Fundraising Plans Early
For PTO fundraising, you’ll need to choose a fundraiser and schedule it for when it is least likely to conflict with other requests for money in your community and fits in the school schedule and general calendar.
When it comes to product fundraisers, you’ll also need to be sure the fundraising company has capacity to handle your fundraiser.
No matter what kind of money maker you line up, you’ll also have to do advance publicity to promote the fundraiser to tweak the interests of your school community.
All of this takes time and it’s best to using the time you have in the Summer.
If you’re new to the PTO fundraising game, or your past profits have been less than ideal, it’s time to get some solid strategies in place and turn your fundraising game around.
Ready to dive more into the work of PTO and school fundraising, but wish you could have a plan of action ready at your fingertips?
Time to learn more about the Fundraising Success Kit!
It’s never been easier to hold highly profitable school fundraisers using these customizable strategies and step by step plans that work for every type of parent group, and any type of fundraiser, from a traditional catalog to A-thon Fundraisers and everything in between.
This resource is guidance plus a complete plan walking through the entire process of fundraising for your school, including a publicity plan, templates, forms and a planner kit to help you get outrageously organized in a snap!
Plan out Your Membership Drive
For membership, you’re going to want to come up with a plan to welcome in new families as well as new members because everyone’s a new member every year.
You need to have a plan more so than them just paying their membership dues.
Your PTO really needs to have a plan for how you’re going to welcome the new parents and families in, and get them involved.
If you don’t, then you’re losing out on a huge opportunity and will see a smaller pool of volunteers and helpers.
To avoid this situation, the best resource for boosting membership and overall engagement is the Parent Involvement Success Kit.
Stop struggling to recruit PTO members.
Get results with the Parent Involvement Success Kit.
This comprehensive toolkit provides everything you need to attract, recruit, and engage families effectively.
Forget generic flyers; we’re talking customizable action plans, proven engagement strategies, and ready-to-use templates for welcome packets, back-to-school information, and new member orientation.
Streamline your membership drive, build a strong parent community, and make a real difference in your school.
Get organized, get results.
Staff Appreciation
The last thing that I would encourage you to do over the summer is get a game plan mapped out for staff appreciation.
What are you going to be doing to celebrate the teachers and staff, the custodians, the office secretaries, the ISAs, all the specialists?
It takes all of these people to make the school run, so your PTO should be really acknowledging and celebrating everybody.
Figure out your game plan for appreciation events now and then you’ll just be making those plans happen throughout the year!
Check out this resource for teacher and staff appreciation inspiration!
Watch this!
This video walks through the Summer game plan for your school parent group, so give it a watch!
Over to you
I hope that article has given you so many concrete ideas about what you can do this summer to prepare for the new school year.
By reviewing your PTO’s bylaws and standing rules, creating a communication plan and mentoring program, establishing some processes and procedures, getting organized and developing a plan for fundraising, membership and staff appreciation, you now have an action plan that you can step into and make happen come Fall.
Happy planning!
