At Girl Scout meetings I found that it was becoming difficult to remember which girl took home paperwork, who left theirs behind on the table, which girls were present at a given meeting and to bring forms for new girls. My solution was to create a hanging file system that I could easily carry to every meeting.
I have about 8 hanging file, one for each level and category. In the back I keep extra folders.
The file in front has a folder for all paperwork I need to send off to Council and a folder for my co-leader.
I have a hanging file for every level. If you only do a 1 level Troop then you can divide folders by patrols. There is 1 folder where I keep forms girls fill out when they earn a badge at home.
Information that girls need for Troop positions are kept in a separate file. This includes thank you cards, stamps, notebook, treasurer’s report and activity forms.
In the back are the folders for me. I have all the paperwork i need for new girls and parents. I always keep catalogs, even outdated ones. If nothing else they give parents a good idea of the uniform items I describe in the Troop handbook. I also have a folder to hold papers we use at meetings, or extra copies I have made of something. I go through this folder every few months and get rid of outdated items.
In the very front of the box I keep a notebook. When girls arrive they sign in on a new page. I used to use individual sheets every month but this is much simpler. After a meeting I can quickly job down what was accomplished and can reference it if there are any questions about who has earned a badge or missed an announcement. I have “sign here” stickers i place on papers that go home and need to be returned. There are fliers about Girl Scouts I can hand out. The protective sleeve holds sheets for every level that describe all the awards girls can currently earn at a given level. This is a great tool to show parents as well as the girls.
I sort all papers before meeting day and put them into each girl’s file. This way I do not have to remember who has what. Each girl or parent is responsible for checking their own file when they arrive or leave. Girls bring 3 ring binders they can put the papers in to take home. To make that easier I prepunch all papers for them.
The file is on a small table by the door. On the same table is the notebook the girls sing in on, as well as sign up sheets for future events/field trips and our dues can.
Please let me know if you have any questions!!