Making School Finance Fun (and Understandable)

Note: This article originally appeared in the June 2023 School Business Affairs magazine and is reposted with permission of the Association of School Business Officials International (ASBO).
 
“Are we having fun yet?” That question asked in the context of work-life might elicit responses like “Are you kidding me?” “Are you really asking that question now, given the current environment in school business management?”
 
Despite the challenges and difficulties of this profession, the answer to the question, at least on most days, should be a resounding “yes.” Although every job has its share of bad days, your overall sense of the job should be positive. If this is not the case, you may want to consider other career options. Your happiness and health could be in jeopardy.
 
Having fun means something different to everyone. In some respects, it can be an activity, but it can also be an attitude. The activities of school operations may not seem like a lot of fun, but enjoying the overall responsibilities on a daily basis and having a positive attitude toward the work can bring enjoyment, which is an aspect of fun.
 

 

Fun Pays Dividends

Some contend that if you are having fun, you are not working hard enough. This attitude is misinformed. In fact, the contrary is true. Those who enjoy their job and enjoy working together are more successful and productive. Having fun with colleagues pays great dividends. In her book Broadcasting Happiness, Michelle Gielan shares a story about the president of Nationwide Brokerage Solutions (a Nationwide company) who partnered with an outside organization to develop a positive psychology-based workshop. Despite the president’s skepticism, the massive rollout of the workshop at Nationwide resulted in a tripling of the company’s revenues over a relatively short period.
 
Although the president initially considered this approach “fluffy,” he was quickly persuaded otherwise; the numbers spoke for themselves. His attitude changed from “if we hit our numbers, we’ll all be happy” to “if we are happy, we will meet, or most likely, exceed our numbers.”
 
Research shows that when we are filled with positive emotions, our brains actually work much better, and our results improve. We all can influence those around us by transforming how people think about work.
 
Lest you think the shared Nationwide example is one unique and unusual situation effective in that one particular situation, I can assure you that Gielan showcased many other organizations that experienced positive results when the concepts of happiness and joy were brought into the workplace.
 

Strategies for Positivity and Productivity

You can turn positivity into productivity in your workplace! Here are some strategies.
 

1. Reframe Your Mental Picture
   Amid challenging and confrontational situations, sit back, take a deep breath, and “don’t take it personally.” Easy to say, nearly impossible to do. Even though the person causing your grief may not have the best intentions, recognize that their experience, perspective, and educational background are likely different from yours.

   How they see the world and how it should function may run contrary to how you view things. Empathy and kindness in the midst of strife will go a long way to minimizing stress and can turn conflict into cooperation.

2. Live in a Culture of Positivity
   There are tangible and documented benefits to promoting and living in a culture of positivity. Number one on this list is health. Decades of studies have shown that a positive attitude promotes longevity and makes those additional years healthier and happier. Focusing on and implementing strategies of positivity will reduce stress levels.

   Second, positivity leads to better performance and success. According to Gielan, one documented predictor of success is work optimism. Research shows that we are more successful at work when we are rationally optimistic. The key words here are “rational” and “optimistic.” Gielan identifies a second predictor as positive engagement. Change your mindset to reframe stressors as challenges that you can overcome.

   The third benefit is support. It is interesting to note that the support you offer is more predictive of your success at work than the support you receive. These concepts tie into creating a more positive attitude and climate, which results in success. The team benefits from positive leadership. Research shows that teams are more productive when their leader has a positive mindset. Just as negativity is contagious, so is positivity. Perhaps negativity is easier. We are inundated with negative news. At best, the broadcasters throw one short, “good news” story in at the end of the broadcast.

   It might be easy at work to join others in commiserating about how bad things are. Getting sucked into the venting and negative conversations that sometimes pervade the office environment is easy. You can have an impact if you respectfully offer another viewpoint, seeing and sharing the potentially positive side of the situation. As a leader, you are responsible for creating an environment of rational optimism.

3. Make It a Habit
   Studies show that it takes two months for a new behavior to become automatic. You can train yourself to be more positive even if you believe it is not in your DNA. If you think you are wired to see the glass as half empty, change your behavior and your mindset with a disciplined effort to see the glass as half full. Two months is not a long time!
4. Journal
   Research shows that people who journal are healthier, live longer, are happier, and are less stressed. It is difficult to be disciplined enough to make the time to journal. Start small. At the end of the day, write down three things that went well and why they went well. If you can’t recall three positive events, find at least one. This small step will soon become a habit and will train your mind to focus on the positive.
5. Practice Reflection
   Practicing reflection is beneficial and effective in creating a positive mindset. Those of you who rolled your eyes at journaling will likely have rolled your eyes at this one, too. However, reflection is an important leadership characteristic that often makes it into the top 10 attributes of effective leaders.

Be encouraged to take the time to reflect on your words and actions thoughtfully. After conversations or at the end of the day, consider your responses and how you handled each situation, even casual conversations. Perhaps my comment about rolling your eyes should be reframed with more positivity. How about this: Here’s to encouraging you to try these practices that might be a bit outside your comfort zone!

6. Be Accountable
   If you are determined to change how you see the world and your job, find someone who can hold you accountable, someone on staff who can protest when you make negative statements or react in negative ways. Having someone call you out will make you more aware of your responses to situations. It is a way of retraining your mental processes to take time to think and rethink your comment before it leaves your lips.

 

Have Fun Communicating Budget Decisions

Maintaining a positive attitude is possible even when you communicate not-so-positive budget news, such as deficits and reductions in force. Let’s take a look at how you might be able to share budget decisions in a positive light.
 

Communicating Challenging/Difficult/Unpopular Decisions

The best way to communicate a difficult decision is to be upfront and honest. One of the definitions of fun is “interesting.” Here is an opportunity to provide interesting information.
 
Set the stage by stating up front what the decision is and then provide the rationale and details in an interesting way. Use charts, graphs, and other visuals to convey the message. Avoid massive amounts of words and spreadsheets. Be confident without being arrogant. Be unapologetic without being disrespectful.
 
You have the job because you have the capacity and capability to make good decisions. You cannot control the audience’s reaction or behavior; you can only control your own approach, conduct, and performance. Be positive, confident, and unapologetic.
 
You have a responsibility to be prudent with funds. Still, you also have a commitment to support the organization’s mission: using resources effectively to improve student achievement and educate the next generation. Don’t be seen as the person who immediately says “no” or lists the obstacles to any and all initiatives. Approach each challenge with a positive attitude, asking, “How can I support you in reaching your goals?”
 

Presenting Regular Financial Reports

Provide reports that are pleasing to the eye, easy to understand, and relevant. Yes, there are legal requirements for reporting information; however, that doesn’t mean that the information has to be presented in an uninteresting format.
 
Often, change is not implemented because there is no push from “outside.” A great leader will instigate change that moves the organization forward. A positive approach and a revamped financials presentation can make the information interesting and fun.
 
Figure 1 shows a portion of a monthly financial report that reflects school district revenues received year to date. It is simple to understand and presents a positive visual. Compare this to the same data presented in spreadsheet form (Figure 2). Which one is more interesting and easier to read? You might prefer the Excel spreadsheet as a school business professional but remember that most of your community members don’t have your background. Present reports that are designed with the audience’s perspective in mind.
 
Figure 1. Colorful graphics can help tell the budget story of your school district in a more engaging way.

 
Figure 2. Standard spreadsheets may not clarify for community members the district’s financial picture.

 
Educating Stakeholders Criticism often comes as a result of ignorance or unfamiliarity. Unmeasurable, positive benefits come from helping stakeholders understand the challenges and opportunities inherent in school business operations. Here’s one suggestion that pays big dividends. Meet with groups of teachers or other staff groups to explain the world of school finance; provide basic financial information that illustrates district budget and funding.
 

Make the information interesting. Keep it basic, light, and positive.

Make the sessions fun. Share a pie chart reflecting major revenue sources and let audience members guess which part of the pie is represented by each revenue source. Do the same for the expense side. They may be shocked to see how much of the pie is represented by salary and benefits. On the revenue side, they may be surprised at how little the annual revenues change compared to the expenses.
 
Helping them understand doesn’t guarantee that they will embrace or agree with the information, but if they understand it, they will be less likely to spread incorrect information and place blame where it doesn’t belong. Figure 3 provides an example of an effective way to share information.
 
This same approach can be used with key stakeholder groups, including legislators, realtors, senior citizens, business leaders, and any other influential entities in your community. Again, make the information interesting. Keep it basic, light, and positive. Turn it into a trivia challenge or “test” their knowledge before the presentation.
 
Education is a critical part of society; although there are many things wrong with it, many positive things are happening. Promote those good things without hiding facets that are less than positive.
 

Now What?

Effective leadership, even when defined, is an elusive guide on life’s journey. Effective leadership looks different for each person and in each organization; however, all effective leaders share some characteristics.
 
Figure 3. Sample Revenue “Pie” for Stakeholder Meetings. Which color represents the portion of our budget that is supported by Federal revenue sources? State sources? Local sources?

 
One of the most critical components of effective leadership is the quest to be a lifelong learner, constantly growing, changing, and stretching skills. Effective leaders push themselves, leaving their comfort zones to promote their own growth. That sometimes means allowing themselves to have fun on the job and constantly finding ways to enjoy their work.
 

Here are some suggestions to get you started toward fun and positivity on the job:

• Revamp your financial reports. Make them interesting and easy to understand.
• Start a practice of journaling or reflection. Take small steps; don’t put unnecessary pressure on yourself to jump all the way in.
• Schedule a few meetings with teacher groups throughout the district to present an interesting look at school finance. After all, teachers and students are the reason we do what we do.

 
Have fun at work. Life is too short to approach it any other way.