has anyone here ever had to organize their clubs office? Cancel The title field is required!

1. James Smith

   

   113 posts
   
   11/12/2011 6:11 AM

   If so is there any advice that can be passed on?
   
   While this has not been the best of years business wise for us we have lost two anchors to our organization which should help us improve from here on out. The first and biggest lost was our Pro/GM who was let go during July and the other was our accountant/events coordinator who quit about two weeks ago after taking a weeks sick leave. The first lost will enable us to reconnect with our membership since it was his weakest point and most did not like him for far too long while the second turns out to not have very much organizing skills whatsoever.
   
   I was put into the main office two weeks Fridays ago to start organizing it and I will say while I love a challenge this was a doozy. Luckily I had a female employee on my crew that was in charge of the cup duties who also worked as a sub teacher and in the summer she did the books for the schools summer camp. I took her in there with the intentions of letting her take over if she showed the skills to operate our software and books which she has done wonders with. While I am loosing one of my best workers from the course I am smart enough to realize she is just as if not more valuable to me in the office since I cannot improve the course if our books are not kept up properly.
   
   I spent the better part of the week just going through the paperwork that was poked and stuffed anywhere the previous person could stick it and then going through all of the files and pulling out 2010 and before and storing it in our attic. I will say that most of the issues was not completely her fault because she was moved from the kitchen to the office by our genius Pro/Gm without being properly trained as well as they ended up turning over all of the functions for her to do also. she was just overwhelmed but she was also lazy which did not help.
   
   I do have a couple of Board Members helping out with paying the bills but overall they have given no direction. I am aware of a couple of needs for us to learn such as taxes and keeping records of member charges and payments and still have another worker that helped the last person and knows a few of the programs to some extent.
   
   Any ideas of what I may need to look at in setting the office back up properly? We are a small private member owned club without a lot of the normal rules and regulations that most clubs may have. This is partly due to the clubs set up and also to the area in which we live (not having a lot of codes or even enforcement to worry about).
   
   Thanks for any advice that may help.

   
   
   
   
2. Andy Jorgensen

   

   1 posts
   
   11/12/2011 5:11 PM

   Hire an accountant.

   
   
   
   
3. Peter Bowman

   

   11 posts
   
   11/12/2011 6:11 PM

   If you find a piece of paper that says INVOICE or STATEMENT, save it and act on it on Monday. Most anything else you can shred.

   
   
   
   
4. Homme David R

   
   11/13/2011 3:11 PM

   Sounds like you're the new GM / Super / Pro. Best you hire some good help or it will be you that's overwhelmed soon.
   
   JMO
   
   Dave Homme
   Falls Resort

   
   
   
   
5. Christopher Boldreghini

   

   0 posts
   
   11/17/2011 9:11 AM

   I agree hire help. I've done this in the past and it isn't any fun. Luckily I would fill in for a couple of month's while the BOD interviewed new people. I also sat in on the interviews to help the BOD make their decision. Good luck and be prepared for more hours.
   
   Charlie Boldreghini

   
   
   
   
6. Ronald Kirkman

   

   42 posts
   
   11/17/2011 3:11 PM

   Randini;
   
   I see you have a multiple of problems. My suggestion would be to look into Quick Book on line. It is an excellent program. As for your kitchen you can set up something like Micros and you will be able to track all your food and beverages and member balances. I would not use Micros in the pro shop because it does not work very well in the pro shop with what the golf professional has to input.
   
   Good Luck
   
   Capt. Kirk
   Retired Alien
   Needham Golf Club
   Needham, MA

   
   
   
   
7. James Smith

   

   113 posts
   
   11/18/2011 6:11 AM

   Sorry guys but I should of given more information but my post was already getting long. We are operating with Quickbooks but the last person basically stopped doing most of her work around June and I know that was when our last Pro/GM was telling her he was going to get rid of her before he was fired. We have a separate POS system that runs the kitchen/bar/pro shop.
   
   I have no intentions of being the GM/Superintendent, while I know many here would like that position in order to move forward in their careers it is not my goal. I love being a Superintendent and being able to go home early (compared to golf pros and GM's). I do not have any problem helping my club get straight again.
   
   I have now completed the organization of the office and moved into organizing the storage rooms/kitchen area and next will be the bar area. I am really good at doing this type of work and do not mind it at all. My club is not looking at hiring another GM position. the last Pro was given the position with a hefty raise and only made a mess of everything. My club had never had a GM before that and this last episode has left a bad taste in their mouth. I really believe we do not need a GM but a food and beverage person that can also handle the events and functions of the club house. Our problem is lack of income to pay the position. the slow economy had put the crunch on our club years back.
   
   I guess you have to consider us the small club that squeaks by. We have a great golf course product but everything else is 50yrs old and shows it. We will get by with help from our board and members because that is how it always been.
   
   thanks for the suggestions.