Problem
Scenario
Context: An Assistant Head of School is responsible for managing various accounting and financial tasks for the school, in addition to admissions and other operational duties. There are times in which competing priorities demand attention and less urgent tasks may need to be deprioritized. We utilize a system called Smartcare to store student information such as allergies, emergency contacts, as well as bill our families monthly. Tuition is due on the first of every month and late fees are applied on the second. Prior to a child's first day, it is important everything is updated in Smartcare for health and safety and billing purposes.
Scenario: Five newly enrolling children have started school today and you recognize that not all of the updates that needed to be made in Smartcare were completed, so you cannot yet print out emergency contact or allergy reports for their classrooms. All other systems have been updated and all required paperwork was received for all children.
Additionally, 15 currently enrolled families have not yet paid tuition and it is the third of the month. Since this is a Monday, the late fees have not yet been applied to their accounts. You have also received a check which is supposed to be deposited same day whenever possible, and you have new families to start setting up in the systems who start in 4 weeks. The tasks you need to complete include:
1) Add the new families into Smartcare who are not starting for 4 weeks.
2) Add emergency and allergy information for each new student starting today to Smartcare and print out emergency and allergy reports for each classroom.
3) Deposit the check received into our bank account.
4) Help a prospective parent who has walked in for a tour of the school without scheduling an appointment.
5) Update the five new families' billing accounts for their first month's tuition
6) Add late payment fees to the account of each family who has not yet paid.
In what order would you prioritize these tasks? What is your plan?