Duarte Administration and Management in Pe and Health Programs
Duarte Administration and Management in Pe and Health Programs
DAEHAN COLLEGE OF
BUSINESS AND TECHNOLOGY, INC.
COLLEGE DEPARTMENT
Student’s Module in
Administration
and Management
of Physical
Education and
Health Education
Program
Coverage: Midterm
Prepared by:
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Bachelor of Physical Education – Module
Quarter 1:
Understanding
Administration and
Management
Introduction
In every school program, there should be a foundation or key persons
that will lead to operate the organization. This is a challenge to every
organization how to deal and how to cope with the changing situation of
their organization. Likewise in the field of P.E and Health Education,
there’s an administration and management that serves as nerves and
backbone to the organization. These regulators implements the rules, laws
and even for budgeting for some project that is going to conduct.
In this quarter you are going to understand the nature of
administration and management as they serves as the key persons leading
each organization.
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What is management?
Broadly speaking management is focused on managing resources, in
particular people, and how they are utilized by an organisation in order to
achieve a common goal or outcome.
Essentially a manager works in an environment where they need to
pool resources together, such as people, plant or equipment, financial
resources and industry knowledge into a cohesive unit that has the
capability to achieve this goal.
Functioning more as a coordinator, managers have to often juggle the
competing priorities of various stakeholders, limited or hard to attain
resources, all while taking account of competition and changing market
conditions, to achieve a positive outcome.
Beyond this process of management, there is also the human element
that brings with it: emotions, relationships, desires and fears that all need
to be managed. As can often be seen in sporting teams, you can have all the
right players on the field, but that still doesn’t guarantee a positive outcoe if
the mind set isn’t right.
This deficit in a manager’s ability to coordinate their human capital
can manifest itself in a lack of direction, poor planning or control, and a
decrease in motivation.
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What is administration?
As we have seen, management is focused largely getting things done.
While there is process involved in the management and coordination of
resources this is more often an art than a science.
The “science” of business is however more evident in the
administration of business. Essentially administration is concerned with
the process around which business operates. So while a manager may be
responsible for hitting a given revenue target, the administration of that
goal would focus on how sales opportunities are managed, forecast and
eventually closed.
Similarly, a manager may be responsible for the hiring and firing of
people on their team. The administration of that role, especially if the
company is of sufficient size, is often handled by an administrative focused
person in Human Resources. I.e. there is a policy or procedure that will be
followed that instructs them how the company should operate when
making these decisions.
As you can see administration is the establishment of procedures,
policies, plans, objectives, goals and enforcing not only rules but also
regulations. It comes up with an important organizational framework
through which the organization management functions. And this is where
the relationships between management and administrative exists.
In fact, in some smaller organizations you can have a manager who
switches, albeit subconsciously from being a manager i.e. leading and
motivating their team, to an administrator, i.e. developing and then
following the policies in place when hiring or firing staff.
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Meaning
Management – an art of getting things done through others by
directing their efforts towards achievement of pre-determined
goals.
Administration – concerned with formulation of broad
objectives, plans and policies.
Nature
Management – an executing function
Administration – decision making function
Process
Management –decides who should do it and how he should do
it
Administration – decides what is to be done and when it is to be
done
Functions
Management – is a doing function because managers get work
done under their supervision
Administration – a thinking function because plans and policies
are determined under it
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Skill
Management – technical and human skills
Administration – conceptual and human skills
Level
Management – middle and lower level function
Administration – top level function
Status
Management – constitutes the employees of the organization
who are paid remuneration
Administration – represents owners of the enterprise who earn
return on their capital invested and profits in the form of
dividend
Sports Industry
Health – PE programs, fitness
Leisure – travel, ecotourism
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Organizational Administration
Why is it important? – PE, sport, health, teachers and coaches are thrust
into administrative situations.
To Lead or Manage
Management
Working with and through individuals and groups to accomplish
organizational goals.
Leadership
Behavioral process, influence toward goals, interpersonal – anytime
one attempts to influence the behavior of an individual or group.
Manager – does things right (functional)
Leader – does the right thing (behavioral)
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Test Yourself
Student’s Activity 1
A – Write true if the statement given is correct and false if not.
_____1. Management consists of actions and plans whereby
administration entails setting objectives and policies.
_____2. Administration is focused on setting and creating policies and
procedures while management however is more likely to deal with the
broader functions of an organization and how tasks are planned.
_____3. Beyond this process of management, there is also the human
element that brings with it: emotions, relationships, desires and fears
that all need to be managed.
_____4. Management is interchangeable with administration.
_____5. Management and administration are both important functions
that support the success of any business or organization.
B – Answer the following questions.
1. Why management is interchangeable with administration? Elaborate
your answer.
2. Without management, does administration will function well?
Explain your answer.
3. What is the difference of “to manage” between “to lead”? Explain your
answer.
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Quarter 1.1:
Administrative Philosophies
Introduction
To become ethical and principled administration, there are
philosophies that should manifest so that the goals of the different
programs become possible.
Philosophy dictates course of action. It is the foundation of all
decisions and actions needed to achieve the desired goal. But before we
continue to the main topic let’s talk about the advantages and
disadvantages of functions of all members of administration.
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Stops any further legal action being taken against the company
by the creditors
Employees jobs can be saved
Stops the financial position of the company becoming worse,
which in turn reduces the risk to directors of wrongful trading
claims
Disadvantages
Pressure, limited time and long work hours
Loss of personal contact with students
Reduce time for research
Pressure of responsibilities
Changes in association with faculty
Public scrutiny of decision
Lack of job security
Loss of personal time
Can result in the company being sold to a 3rd party
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own actions, ethical principles needs to develop. Here are the traditional
philosophies that defines and dictates the action of every person.
Idealism
A philosophical theory advocating that reality depends on the mind
for existence and truth is universal and absolute. Value and truth are the
foundation for life and remain static.
Since reasoning and mental processes are important in
understanding truth, the physical therapist uses idealism in working with
clients to set realistic goals, persist in their movement experiences, and
realize that only by dealing with temporary discomfort can they recover as
fully as possible.
The idealist and the sport psychologist understand reality is more
mental than physical, so helping elite athletes manage the mental side of
putting a golf ball or kicking a field goal is vitally important.
In idealism truth is universal and absolute. Reality depends on mind
and spirit, the mind is critical to all understanding since only through
reasoning and mental processes can truth emerge. Never-changing ideals
comprise the ultimate reality. Ideas, virtues, and truths are universal and
remain the same regardless of how individuals may interpret them.
The mind and the body are optimally developed simultaneously and
as a whole, although physical activity is secondary to the development of
the mind and thought processes. The idealist believes there is one correct
way to perform sport skills.
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Realism
The philosophical system stressing that the laws and order of the
world as revealed by science are independent from human experiences. For
an illustration, the exercise physiologist uses the scientific method in
investigating the effects of performance-enhancing drugs in order to
understand positive and negative effects on the body. Prior to begin an
exercise program, a personal trainer will assess the capabilities of the client
and as would a realist, continue to use measurements to determine
progress made in achieving personal fitness goal. Meaning, reality is based
on science and truth gained through physical world and experience.
The scientific laws of nature determine what truth is. The scientific
method provides the process for acquiring and applying truth (i.e.
knowledge originates in the physical world but emerges through
experimentation).
The physical education curriculum includes activities and experiences
that enable students to understand the laws of the physical world. Learning
is subject centered and includes progressions, drills, and objective
evaluation.
Naturalism
A belief that the laws of nature govern life and individual goals are
more important than societal goals. Lakes, mountains, and other outdoor
settings provide a wealth of opportunities where recreation specialist use
natural settings as learning laboratories so individuals can be expand their
skills while enjoying leisure time.
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Pragmatism
Reality is a total of individual experiences. An American movement in
philosophy emphasizing reality as the sum total of each individual’s
experiences through practical experimentation. Athletic directors are quite
pragmatic in understanding they must generate increased revenues from
ticket sales, broadcast rights, corporate sponsorships, and private
donations to adequately support their teams.
Directors of recreational facilities realize participants are practical
and pragmatic about use of leisure time as they seek to enjoy pleasurable,
convenient activities with friends, such as playing on a softball team or
using walking trails.
Ultimate reality must be experienced and is ever-changing rather
than absolute. Truth and values are functions of the consequences of the
time and context. Social responsibilities are essential as every individual
functions with and contributes to society. Students develop social efficiency
as they experience solving the problems of life and learn how to become
better functioning members of society. A student-centered curriculum
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encourages students to develop social and interpersonal skills and set and
achieve personal goals.
Existentialism
A twentieth-century philosophy that centers on individual choices
and advocates that truth and values are uniquely personal. While health
educators stress the importance of making selections of nutritious foods
and physical educators emphasizes engaging in daily physical activities,
each individual makes choices with the full realization of the consequences
of these choices on their health and well-being.
While an athletic trainer can inform an athlete about the
rehabilitation program to be completed, athletes must accept personal
responsibility and demonstrate self-discipline to complete the exercise and
adhere to the rehabilitation programs to return to competition.
Human experiences and individual determinism (choices) construct
reality. Each person’s experiences determine truth, which is uniquely
personal. An individual’s value system, which is uniquely chosen, is
tempered by an understanding of social responsibility. The desired
educational outcome is the self-actualizing person, who must accept the
consequences of action taken. Individualized activities in physical
education and sport encourage creativity and self-awareness and personal
responsibility for learning.
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also discuss what are the advantages and disadvantages of each type of
administrators.
Test Yourself
Student’s Activity 2
A – IDENTIFICATION: Answer the following question.
__________1. It dictates the course of action of administration.
__________2. This the philosophy where reality depends on mind and
spirit, value static, resist change and follow traditional paths.
__________3. Reality is experienced, truth is discovered by experience,
go with what works, just adjust and be practical – what philosophy is this?
__________4. This philosophy believes that reality is based on science
and truth gained through physical world and experience.
__________5. Human experiences and individual determinism (choices)
construct reality and each person’s experiences determines truth, which is
uniquely personal.
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Quarter 1.2:
Types of Administration
Introduction
“A good leader should always…” How you finish that sentence could
reveal a lot about your leadership style.
Leadership is a fluid practice. We’re always changing and improving
the way in which we help our direct reports and the company grow. And the
longer we lead, the more likely we’ll change the way we choose to complete
the sentence above.
But in order to become better leaders tomorrow, we need to know where we
stand today. To help you understand the impact each type of leader has on
an organization, here are the different types of administration, pros, cons
and how effective they are.
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she makes the final call, each employee has an equal say on a project’s
direction. It is also known as participative leadership or shared leadership,
a type of leadership style in which members of the group take a more
participative role in the decision-making process. This type
of leadership can apply to any organization, from private businesses to
schools to government.
Everyone is given the opportunity to participate, ideas are exchanged
freely, and discussion is encouraged. While the democratic process tends to
focus on group equality and the free flow of ideas, the leader of the group is
still there to offer guidance and control. The democratic leader is charged
with deciding who is in the group and who gets to contribute to the
decisions that are made. Researchers have found that the democratic
leadership style is one of the most effective types and leads to higher
productivity, better contributions from group members, and increased
group morale.
Democratic leadership is one of the most effective leadership styles
because it allows lower-level employees to exercise authority they’ll need to
use wisely in future positions they might hold. It also resembles how
decisions can be made in company board meetings. For example, in a
company board meeting, a democratic leader might give the team a few
decision-related options. They could then open a discussion about each
option. After a discussion, this leader might take the board’s thoughts and
feedback into consideration, or they might open this decision up to vote.
Some of the primary characteristics of democratic leadership include:
Group members are encouraged to share ideas and opinions, even
though the leader retains the final say over decisions.
Members of the group feel more engaged in the process.
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roles are unclear or time is of the essence, democratic leadership can lead to
communication failures and uncompleted projects.1
In some cases, group members may not have the necessary
knowledge or expertise to make quality contributions to the decision-
making process. Democratic leadership can also result in team members
feeling like their opinions and ideas aren't taken into account, which may
lower employee satisfaction and morale.
Autocratic Leadership
Autocratic leadership is the inverse of democratic leadership. In this
leadership style, the leader makes decisions without taking input from
anyone who reports to them. Employees are neither considered nor
consulted prior to a direction, and are expected to adhere to the decision at
a time and pace stipulated by the leader. It is also known as authoritarian
leadership, is a leadership style characterized by individual control over all
decisions and little input from group members. Autocratic leaders typically
make choices based on their ideas and judgments and rarely accept advice
from followers. Autocratic leadership involves absolute, authoritarian
control over a group.
Like other leadership styles, the autocratic style has both some
benefits and some weaknesses. While those who rely on this approach to
heavily be often seen as bossy or dictator-like, this level of control can have
benefits and be useful in certain situations.
When and where the authoritarian style is most useful can depend on
factors such as the situation, the type of task the group is working on, and
characteristics of the team members. If you tend to utilize this type of
leadership with a group, learning more about your style and the situations
in which this style is the most effective can be helpful.
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Provides Direction
Autocratic leadership can be effective in small groups where leadership is
lacking. Have you ever worked with a group of students or co-workers on a
project that got derailed by poor organization, a lack of leadership and an
inability to set deadlines? If so, the chances are that your grade or job
performance suffered as a result. In such situations, a strong leader who
utilizes an autocratic style can take charge of the group, assign tasks to
different members, and establish solid deadlines for projects to be finished.
These types of group projects tend to work better when one person is either
assigned the role of leader or simply takes on the job on their own. By
setting clear roles, assigning tasks, and establishing deadlines, the group is
more likely to finish the project on time and with everyone providing equal
contributions.
Relieves Pressure
This leadership style can also be used well in cases where a great deal
of pressure is involved. In situations that are particularly stressful, such as
during military conflicts, group members may prefer an autocratic style.
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Laissez-Faire Leadership
Laissez-faire leadership, also known as delegative leadership, is a type
of leadership style in which leaders are hands-off and allow group members
to make the decisions. Researchers have found that this is generally the
leadership style that leads to the lowest productivity among group
members.1
However, it is important to recognize that this leadership style can
have both benefits and possible pitfalls. There are also certain settings and
situations where a laissez-faire leadership style might be the most
appropriate. Knowing your dominant leadership style can be helpful for
understanding your own strengths and potential weakness.
Laissez-faire leadership is characterized by the following:
Hands-off approach
Leaders provide all training and support
Decisions are left to employees
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sure about their role within the group and what they are
supposed to be doing with their time.
Poor involvement with the group: Laissez-faire leaders are
often seen as uninvolved and withdrawn, which can lead to a
lack of cohesiveness within the group. Since the leader seems
unconcerned with what is happening, followers sometimes pick
up on this and express less care and concern for the project.
Low accountability: Some leaders take advantage of this
style as a way to avoid responsibility for the group's failures.
When goals are not met, the leader can then blame members of
the team for not completing tasks or living up to expectations.
Passivity: At its worst, laissez-faire leadership represents
passivity or even an outright avoidance of true leadership. In
such cases, these leaders do nothing to try to motivate
followers, don't recognize the efforts of team members, and
make no attempts at involvement with the group.
This autonomy can be freeing to some group members and help them
feel more satisfied with their work. The laissez-faire style can be used in
situations where followers have a high-level of passion and intrinsic
motivation for their work.
Because the laissez-faire style depends so heavily on the abilities of
the group, it is not very effective in situations where team members lack the
knowledge or experience they need to complete tasks and make decisions.
This can lead to poor job performance and less job satisfaction.
This is leadership style is also not suitable for situations where
efficiency and high productivity are the main concerns. Some people are
not good at setting their own deadlines, managing their own projects, and
solving problems on their own. Under this leadership style, projects can go
off-track and deadlines can be missed when team members do not get
enough guidance or feedback from leaders.
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Adaptability to environment
Talented (quality)
Test Yourself
Student’s Activity 3
A – Write true if the statement is correct and false if not.
_____1. Hands-off approach and the leaders provide all training and
support is one of the characteristics of democratic leadership.
_____2. Laissez-faire leadership discourages creativity and out-of-the box
thinking.
_____3. Autocratic leaders typically make choices based on their ideas and
judgments and rarely accept advice from followers.
_____4. Democratic leadership is one of the most effective leadership
styles because it allows lower-level employees to exercise authority they’ll
need to use wisely in future positions they might hold.
_____5. Democratic process tends to focus on group equality and the free
flow of ideas, the leader of the group is still there to offer guidance and
control.
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Quarter 2:
Management Function -
Organization
Introduction
There are different concepts in managing Physical Education and
Sport Programs. In this quarter you are going to know what is all about
organization, theories in organization, and structures that are present in
most organizations today.
Process of Organization
Step 1: Determination and classification of firm’s activities.
Step 2: Grouping of the activities into workable departments.
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Organizational Theory
The Organizational Theory refers to the set of interrelated concepts,
definitions that explain the behavior of individuals or groups or subgroups,
who interacts with each other to perform the activities intended towards
the accomplishment of a common goal.
In other words, the organizational theory studies the effect of social
relationships between the individuals within the organization along with
their actions on the organization as a whole. Also, it studies the effects of
internal and external business environment such as political, legal, cultural,
etc. on the organization.
The term organization refers to the group of individuals who come
together to perform a set of tasks with the intent to accomplish the common
objectives. The organization is based on the concept of synergy, which
means, a group can do more work than an individual working alone.
Thus, in order to study the relationships between the individuals
working together and their overall effect on the performance of the
organization is well explained through the organizational theories. Some
important organizational theories are:
1. Classical Theory
2. Scientific Management Theory
3. Administrative Theory
4. Bureaucratic Theory
5. Neo-Classical Theory
6. Modern Theory
An organizational structure plays a vital role in the success of any
enterprise. Thus, the organizational theories help in identifying the suitable
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The other difference between these two is, the administrative theory
focuses on improving the efficiency of management first so that the
processes can be standardized and then moves to the operational level
where the individual workers are made to learn the changes and implement
those in their routine jobs. While in the case of the scientific management
theory, it emphasizes on improving the efficiency of the workers at the
operating level first which in turn improves the efficiency of the
management. Thus, the administrative theory follows the top-down
approach while the scientific management theory follows the bottom-up
approach.
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Test Yourself
Student’s Activity 4
A – IDENTIFICATION: Answer the following questions.
__________1. It is a collection of people, who are involved in pursuing
defined objectives and referred as the second most important managerial
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Quarter 2.1:
Management Functions –
Leadership, Communication
Introduction
Leadership is the art of motivating a group of people to act toward
achieving a common goal. In a business setting, this can mean directing
workers and colleagues with a strategy to meet the company's needs.
Here's what you need to know about leadership, and some examples
of how it can benefit businesses.
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people working under them, but a leader must inspire those who follow
them.
Another difference between leaders and managers is that leaders
emphasize innovation above all else. Whereas a manager seeks to inspire
their team to meet goals while following company rules, a leader may be
more concerned with setting and achieving lofty goals—even at the expense
of existing corporate structures. When a worker has a radical new idea for
how to tackle an issue, a leader is likely to encourage that person to pursue
the idea.
Managers may be more likely to preserve existing structures because
they themselves operate within that structure. They may have bosses above
them, so they have less freedom to break rules in the pursuit of lofty goals.
Leaders, on the other hand, often operate fairly independently. That allows
them to tolerate a greater amount of chaos, so long as they believe it will be
worth it in the end.
However, the leader's devotion to innovation can sometimes come at
a cost. Chaos and high-pressure work environments can create
interpersonal issues. When such issues arise, a manager is more likely to
see it as their duty to smooth over problems between employees. Leaders
can sometimes be so singularly focused on achieving lofty goals that they let
interpersonal issues and employee welfare fall to the wayside.
Leadership is the art of motivating a group of people to act toward
achieving a common objective.
Organizations refer to upper-level personnel in their management
structures as leadership.
To be an effective leader in business, you must possess traits that
extend beyond management duties.
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Importance of communication
We use communication every day in nearly every environment,
including in the workplace. Whether you give a slight head nod in
agreement or present information to a large group, communication is
absolutely necessary when building relationships, sharing ideas, delegating
responsibilities, managing a team and much more.
Learning and developing good communication skills can help you
succeed in your career, make you a competitive job candidate and build
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Types of communication
There are several different ways we share information with one
another. For example, you might use verbal communication when sharing a
presentation with a group. You might use written communication when
applying for a job or sending an email.
There are four main categories or communication styles including verbal,
nonverbal, written and visual:
Verbal
Verbal communication is the use of language to transfer information
through speaking or sign language. It is one of the most common types,
often used during presentations, video conferences and phone calls,
meetings and one-on-one conversations. Verbal communication is
important because it is efficient. It can be helpful to support verbal
communication with both nonverbal and written communication.
Here are a few steps you can take to develop your verbal communication
skills:
Use a strong, confident speaking voice. Especially when
presenting information to a few or a group of people, be sure to use a
strong voice so that everyone can easily hear you. Be confident when
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speaking so that your ideas are clear and easy for others to
understand.
Use active listening. The other side of using verbal communication
is intently listening to and hearing others. Active listening skills are
key when conducting a meeting, presentation or even when
participating in a one-on-one conversation. Doing so will help you
grow as a communicator.
Avoid filler words. It can be tempting, especially during a
presentation, to use filler words such as “um,” “like,” “so” or “yeah.”
While it might feel natural after completing a sentence or pausing to
collect your thoughts, it can also be distracting for your audience. Try
presenting to a trusted friend or colleague who can call attention to
the times you use filler words. Try to replace them by taking a breath
when you are tempted to use them.
Nonverbal
Nonverbal communication is the use of body language, gestures and
facial expressions to convey information to others. It can be used both
intentionally and unintentionally. For example, you might smile
unintentionally when you hear a pleasing or enjoyable idea or piece of
information. Nonverbal communication is helpful when trying to
understand others’ thoughts and feelings.
If they are displaying “closed” body language, such as crossed arms or
hunched shoulders, they might be feeling anxious, angry or nervous. If they
are displaying “open” body language with both feet on the floor and arms by
their side or on the table, they are likely feeling positive and open to
information.
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Here are a few steps you can take to develop your nonverbal
communication skills:
Notice how your emotions feel physically. Throughout the day,
as you experience a range of emotions (anything from energized,
bored, happy or frustrated), try to identify where you feel that
emotion within your body. For example, if you’re feeling anxious, you
might notice that your stomach feels tight. Developing self-awareness
around how your emotions affect your body can give you greater
mastery over your external presentation.
Be intentional about your nonverbal communications. Make
an effort to display positive body language when you feel alert, open
and positive about your surroundings. You can also use body
language to support your verbal communication if you feel confused
or anxious about information, like using a furrowed brow. Use body
language alongside verbal communication such as asking follow up
questions or pulling the presenter aside to give feedback.
Mimic nonverbal communications you find effective. If you
find certain facial expressions or body language beneficial to a certain
setting, use it as a guide when improving your own nonverbal
communications. For example, if you see that when someone nods
their head it communicates approval and positive feedback efficiently,
use it in your next meeting when you have the same feelings.
Written
Written communication is the act of writing, typing or printing
symbols like letters and numbers to convey information. It is helpful
because it provides a record of information for reference. Writing is
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Visual
Visual communication is the act of using photographs, art, drawings,
sketches, charts and graphs to convey information. Visuals are often used
as an aid during presentations to provide helpful context alongside written
and/or verbal communication. Because people have different learning
styles, visual communication might be more helpful for some to consume
ideas and information.
Here are a few steps you can take to develop your visual communication
skills:
Ask others before including visuals. If you are considering
sharing a visual aid in your presentation or email, consider asking
others for feedback. Adding visuals can sometimes make concepts
confusing or muddled. Getting a third-party perspective can help you
decide whether the visual adds value to your communications.
Consider your audience. Be sure to include visuals that are easily
understood by your audience. For example, if you are displaying a
chart with unfamiliar data, be sure to take time and explain what is
happening in the visual and how it relates to what you are saying. You
should never use sensitive, offensive, violent or graphic visuals in any
form.
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can also benefit from common practices like pre-game meetings, when the
team and coaching staff can come together to give feedback, discuss
strategies and set goals for the day.
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Test Yourself
Student’s Activity 5
A – IDENTIFICATION: Answer the following questions.
__________1. This is the art of motivating a group of people to act
toward achieving a common goal.
__________2. It is one of the most common types, often used during
presentations, video conferences and phone calls, meetings and one-on-one
conversations.
__________3. This communication is the use of body language, gestures
and facial expressions to convey information to others.
__________4. It is often used as an aid during presentations to provide
helpful context alongside written and/or verbal communication.
__________5. It is the act of writing, typing or printing symbols like
letters and numbers to convey information.
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Quarter 2.2:
Financial Management in
Sports and Physical
Education
Introduction
As a physical educator, you also need to know how to manage
finances especially in every sport programs like intramurals, district meet,
municipal meet, division meet, regional meet, athletic meet, and national
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games like Palarong Pambansa. You should know how much budget are
allocated in the whole year expenses in every sports event, sports
equipment, facilities and maintenance. It is very important to know how to
communicate to your superiors like admins and finance administrators
especially when requesting financial assistance. But before that, let us
know more about financial management.
Budgeting
All organizations have a budget. The money they are allotted is
broken up differently according to region and location, so it is important to
be aware of how the money should be spent. Some areas prefer a stronger
emphasis on one sport over another, or the budget is simply not large
enough to accommodate very many alternate athletics options. This is
where strict budgeting can come in handy. When you’re making your
budget, remember to assess what areas require the most money, and to cut
out any unnecessary expenditures. This frees up money for other athletics
programs and keeps your organization from overspending where it isn’t
needed.
A few tips for budget preparation:
When are membership fees/dues, fundraising, and donations coming
in? In spite of a set day for fees or dues, or when a fundraiser or
donation is scheduled to come in, it may be late. It may take time for
the money to be gathered and delivered, so allow your budget wiggle
room for this. Are the expenses set a realistic level?
Use prior reports to determine if the amount of money going out
makes sense. If too much money is spent in one area, you won’t have
the budget for other opportunities. Does the number of members
effect the expenses?
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Forecasting
A forecast is a financial plan or budget that you create for your
specific business. In this case, for the athletics program or organization that
you are the financial administrator for. A large part of a successful
organization is planning ahead for expenses while incorporating expected
income. When you create your forecast, you form one for projected income
and one for expected expenses.
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After, you combine the two which gives you a cash flow forecast that
will show you exactly how much money you need to have coming in to give
you the money needed for all your expenses. It can also help to have these if
you are applying for any government assistance or looking for sponsors. It
will show them exactly, down to the dollar amount, what you need the
money for. Be practical and responsible in what you deem as necessary,
because potential sponsors and government officials will as well.
Planning
There is no specific way to create a budget, do forecasting, or to create
a financial plan. This, while it would normally seem to make it more
difficult, actually gives you room to create a plan that fits your specific
organization. A financial plan notes predicted cash flow, assets, and works
in accordance with net worth, tax liabilities, insurance, and much more.
The plan you create will set out the ground work for all the money coming
in and out of your organization.
Tips to remember when creates a strong financial plan:
•Determine where you want the organization to go.
Set long-term end goals so that you know what direction to take your plan.
•Build your plan in increments.
You won’t know immediately what plan works the best; trial and error is
necessity.
•Set monthly goals.
Give your plan some wiggle room. Determine what goals you want met on a
monthly basis and do what you need to in order to meet them.
•Assess the impact.
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Before making any large changes, assess what those changes will do to your
budget, forecast, and plan.
•Cover the difference.
If you have to take money from one expenditures, find a way to make it up
somewhere else.
•Adjust your plan.
When something comes up, adjust your plan. It takes time to create a
successful financial plan, so don’t be afraid to make changes along the way.
•Is the income higher than the expenses?
It is important to pay attention to how much money you have coming in
versus how much you have going out. If you don’t have enough, then you
will have to make the appropriate adjustments.
•What other funding options do I have?
There are many other funding options available to sports administrations.
Government funding, sponsors, donations, fundraising opportunities. Try
new things and don’t hesitate to look for the money you need in even the
unlikeliest of places.
Financial Reporting
This varies from city to city and state to state, so it is vital to know the
regulations relating to the area you are in. Some states require up-to-date
financial reports be sent to them, as well as the IRS and city governments.
If you work within a school that has different regulations than an NFL
sports team, for example, knowing what is required to stay within the
appropriate legal realms can save you unnecessary hassle and fines.
Purchasing
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required and the price being paid. It will also identify delivery address and
any terms and conditions that relate to the order. Click here for our guide
on how to create a Purchase Order template using Excel
4 Fulfillment
The supplier will then dispatch the goods to the buying organization. Lead
time might be required to allow the supplier to manufacture the item or
receive deliver from Mitsubishi own suppliers.
5 Goods receipt
Once the goods arrive at the buying organization they will typically go
through some form of goods receipting process where the goods are
checked to ensure that they match what was ordered and that they are of
the correct quality.
6 Supplier invoice/payment
At time of dispatch the supplier will typically issue an invoice – which
either accompanies the goods or is sent separately. This will be received by
the finance department – processed and paid (assuming the goods are
received and are correct).
Summary
While these are the basic steps in the purchasing process all companies are
different – some will wish to automate as much as possible replacing paper
forms with electronic messages- others may have complex approval rules –
despite these variations however the fundamentals remain the same.
Written Communications
Budget Request Letter – this letter is all about the budget concerned in a
specific event like intramurals, Sport’s Fest, repair or facility maintenance
etc.
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Test Yourself
Student’s Activity 6
Scenario: Assume that you are the Sport’s Coordinator of your school or
organization and there will be an upcoming Athletic Meet or Sporting event
in your district.
Instruction: You are going to prepare a request letter with itemized
expenses focusing on the budget allocation to every delegates (meals,
snacks, uniform, and transportation).
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