recreational sports Archives

Best Practices for Running a Youth Sports Club

April 11, 2023 Zac Herr Sports Office Resources No comments yet

It’s also necessary for all players and parents to know what is expected of each of them. Players and parents should each sign and read the team’s code of conduct.

In the U.S., about 37 percent of kids between the ages of 6 and 12 play an organized team sport on a regular basis.

While one-in-three kids seems like a high rate, this number – published in The Aspen Institute’s State of Play 2017 report – has been declining in recent years.

What does that tell us? There are many reasons why kids might be opting out of organized sports such as finances, skills and location. But that also means it’s more important than ever for sports organizations to ensure kids have a good experience when they do participate.

To do this, youth sports clubs need to be organized and well-managed. When evaluating your organization, take a look at the following best practices for running a youth sports club.

Establish leadership and governance

Youth sports clubs need organization, and this starts with establishing governance. Most clubs have a board of directors, usually comprised of parents and community members. Make sure your board is clearly identified and the roles of each person are made clear.

According to GoalNation.com, board members are needed from a leadership standpoint, but it’s also important they know when to let the director and coaches handle issues. Micromanaging staff members can hurt productivity and morale.

Also make sure the club’s mission, values and code of conduct are published and distributed. These will help define who the club is, what it stands for and what behaviors it will or will not tolerate.

Set expectations

Every person on the club’s staff and roster should know what is expected of them.

Before the season begins, make sure all staff members and coaches are aware of the club’s expectations. From a behavioral standpoint, this could include following the team’s code of conduct and embracing its mission and values. Coaches could also be expected to attend clinics and seminars to ensure they are enhancing their coaching skills.

It’s also necessary for all players and parents to know what is expected of each of them. Players and parents should each sign and read the team’s code of conduct. This will make each individual aware of what is expected of them throughout the season, and what rules they’re expected to follow. This also gives teams written documentation to fall back on if action needs to be taken during the season.

Establish lines of communication

Teams should make sure there are open lines of communication between the club and its members. Establishing communication creates transparency throughout the squad as players and their families know the team wants to hear their opinions. It also gives directors, coaches and staff members an organized way to talk to the athletes and their parents.

To ensure each person has a chance to be heard – and to prevent staff members from being bombarded with phone calls and emails – teams should set boundaries on communication. This includes how communication should take place and when. Determine if a specific team phone number or email address should be the go-to for communications from parents or players, or if coaches and directors can be contacted via a personal phone or email address.

SportsRecruits.com also recommends determining when communication can take place. Are parents and players limited to making contact during business hours, or are phone calls and emails during the evenings and weekends allowed?

Be transparent

Sports clubs need to be as transparent as possible with athletes and their parents. With so much emphasis being placed on fairness and openness in youth sports, teams need to give players and their parents as much visibility into their club and its processes as possible. This can include giving clear instructions as to how rosters will be determined and how tryouts will be run. It can also include communicating information as needed throughout the season as issues occur, including roster or schedule updates.

One way to add more transparency into your club is by using sports evaluation software. Apps like TeamGenius allow clubs to evaluate players during tryouts without listing player names. Instead, players are listed by only their tryout number. This can prevent evaluators from knowing the identity of the player they are scoring. This solution also allows coaches to send results to players after tryouts so each player knows how they scored and what criteria the staff will be using when creating the roster.

Hire the right coaches

Running a good youth sports club can come down to the people. How a player interacts with their coach could make or break an athlete’s experience with the sport and your club. Putting quality coaches in place and ensuring they have the support they need can create a successful environment for coaches and players. Coaches can be supported by receiving training, being allowed to attend clinics and seminars, and other events where they can enhance their skills. They should also know they have the support of the director and the board of directors and that the entire club wants him or her to succeed.

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Youth Sports Program Planning

February 28, 2023 Zac Herr Sports Office Resources No comments yet

Planning is the cornerstone of any well-run youth sports program. If you fail to plan, you plan to fail! Proper planning prevents poor performance! Planning is extremely important in coordinating any high-level program. Planning can come in many forms and most all plans are open and customizable to how you want to operate. Below are some tips on different plans you should have in place within your youth sports programs.

Scheduling: Schedule out your program dates at least a year in advance. If you run multiple sports leagues organize your dates in a program calendar to give you a picture of the entire year. If you are coordinating programs all year round, you also want to have a solid programming plan in place. Once your schedules are set for the year communicate it!
League Documents: No matter what types of documents you use in your league make sure you have your templates ready to go well before your next season. These include things like parents’ packets, rules books, forms, flyers, administrative spreadsheets, etc. Plan out all the documents you need and keep them accessible and organized in one area.
Marketing: Marketing plans can come in several forms but at the very least have a calendar or outline on when you want to start to market your programs and what marketing channels you want to use. Narrow your marketing efforts to each of your target markets for more effective marketing and communication. Market to past participants as well as the local community.

Budget: Your budget is the planning tool for your finances. Sound budgeting will ensure you only spend what you are able to spend based on your forecasted revenue and expenses. Once your budget is created, stick to it as close as possible and track EVERY expense that comes in to make sure you stay on track.
Staffing: If you are a larger organization and have the ability to staff your games with part-time staff or scorekeepers, have a plan to staff your programs. You may also have your own in-house referees or work with an officiating association. Falling short on staff will have a direct effect on your game days and may leave some fields unsupervised or canceled altogether. Make sure to know your optimal staffing levels and have a plan to ensure you never fall short!
Staff Training: Training and education is an ongoing process and should be taken seriously. You don’t have to do all your training in-house, as there are tons of resources out there to provide staff trainings. Regardless of how you want to do it, have an annual training program in place to make sure you get the most out of your most valuable investment, your staff.
Volunteer Management: Volunteer coaches are the heart of your league and no youth sports league can happen without them. It is extremely important to have a plan to recruit, retain, educate and train your volunteer coaches or any other volunteers that may be a part of your program. The best programs generally have the best volunteer base.
Parent Management: Plan on how you are going to manage your parents. This includes education, game day expectations, and your code of conduct.
Fundraising: Many youth sports leagues will rely on some type of fundraising to help subsidize your registration fees and provide enough revenue to keep the league running. Have a fundraising plan to keep your fundraising goals on track.
Maintenance: If your organization also maintains your sports facilities, create a maintenance plan that focuses on your preventative maintenance for every aspect of your facilities. A sound preventative maintenance plan will keep your facility aesthetically pleasing, increase the lifespan of your assets, and help you identify how long things are supposed to last and when they need to be replaced.
Risk Management: Regular inspections, having proper insurance, and creating emergency action plans are all part of your overall risk management plan. Limiting your liability will prevent a catastrophic incident from closing down your program for good.
Equipment Inventory: Have a plan for managing your equipment inventory so you always know how much you have on hand and when you need to order more.

To raise awareness about the benefits of youth sports programs, NRPA has also developed a communications toolkit, in partnership with the Walt Disney Company, to help park and recreation professionals make connections and encourage participation in park and recreation youth sports programs. This toolkit provides data-backed messaging, sample social media posts, template graphics and more.

All of the above can be put together to form part of your organization’s business plan and comprehensive strategic plans. Short-term planning can take place a year in advance with long-term plans going out 5-10 years. Regardless of how long you are planning out you should always review and adjust your plans on a regular basis. Lack of planning will always show, so remember if you put in the extra planning work up front, it will make your job easier, your operations smoother, and your overall programs better in the long run!

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How to be successful in online sport communication

Sticky | January 26, 2023 Zac Herr Technology No comments yet

As a sports enthusiast or professional the main way you engage with sports organizations and their content is likely online. Whether that be following your favorite team and sports stars on social media, browsing sports organizations’ websites, or listening to their podcasts.

The ways in which users want and expect to consume sports content is vast. That’s why before engaging in the numerous channels of online communication, sports organizations must consider the various factors which influence it and the essential components for success.

In this post, we explore said factors, adapted from Strategic Sport Communication.

Model for online sport communication

Conceptualized by Kim Miloch of Texas Woman’s University, the Model for Online Sport Communication (MOSC) addresses the key factors which influence online sport communication and the elements required to be successful. The model takes into account all aspects of an organization’s online communication including its social media, mobile apps, and digital video content.

The MOSC highlights seven factors that it sees to be most pertinent:

Individuals’ level of involvement with the respective sport entity
Individuals’ motives for internet use
Content of the sports entity’s online media
Design of the sports entity’s online media
Performance of the sports entity’s online media
Usability of the sports entity’s online media
The commerce of the sports entity’s online media

Image from Strategic Sport Communication

Factors 1 and 2:

Individuals’ level of involvement with the respective sport entity
Individuals’ motives for internet use

The first and second components of the MOSC illustrate the role of people’s involvement with the sports entity and their motives for using the Internet. These components are presented first because they form the basis for individuals’ desires, needs, and expectations when visiting a sports entity’s online platforms. In other words, depending on the person’s needs, one of the remaining components may influence the effectiveness of the entity’s communication more than another component. For example, if someone desires to download a podcast, the performance and usability components of the model may be most pertinent to that person. If the podcast takes too long to download, the individual will not be satisfied, and the opportunity for effective and enhanced communication will be lost. In contrast, if someone visits a sports entity’s website to retrieve game statistics for a specific player, then the site’s content, design, and usability components are likely to be most important in the online communication process. This person will want the content quickly, and the website should easily lead him or her to the desired content through its design and usability.

Therefore, the influence of individual motives in the online sport communication process should not be overlooked. These motives influence people’s needs, and online sport communication should address those needs. The remaining five components of the model—factors three to seven—address the online needs of sports consumers. These five factors are not limited to websites; rather, in today’s ever-expanding technological environment, they also apply to other forms of online communication such as social media, digital videos, podcasts, and smartphone apps.

Factor 3: Content of the sports entity’s online media

The third component of the MOSC focuses on content. A sports entity’s digital communication should deliver content that not only meets users’ needs but also reflects positively on the mission and values of the organization. That said, users desire a range of content, and the sports entity should provide it quickly.

Factor 4: Design of the sports entity’s online media

The fourth component of the model reflects the importance of design in online sport communication. Whereas sports entities are bound by the design and interactivity features of social media platforms such as Facebook or Twitter, the design of their own website can influence user interaction. Interactivity differentiates online sport communication from other media and, when well enabled, can greatly enhance communication with sports consumers.

Factor 5: Performance of the sports entity’s online media

The fifth component of the MOSC focuses on the performance of online sport communication platforms and the importance of enabling users to access and download certain features in a timely manner. When sports entities rely on third parties to deliver their messages, it is incumbent upon the organization to choose partners that provide a consistent and reliable service. For example, if an organization has its own podcast, it may choose to make it available for download via its own website as well as through third-party applications such as iTunes or Stitcher. The organization must select these third-party applications carefully.

Factor 6: Usability of the sports entity’s online media

The sixth component involves usability—that is, people’s ability to use the features of the site to gather the desired sports information. If a sports entity’s communication mechanisms are not readily usable, communication becomes much more challenging, and the sports entity struggles to get its messages out to its public.

Factor 7: Commerce of the sports entity’s online media

The seventh and final component of the model focuses on commerce. The internet is not only a highly effective communication tool but also one with great potential to promote and market products; the role of online sport communication in marketing the entity is examined as part of this component.

Summary

The components of the Model for Online Sport Communication are instrumental in cultivating high-quality communication and helping the sports entity develop an effective online presence. It is a model which will be useful for students and practitioners alike.

Recruiting Volunteers for Youth Sports Programs: 4 Tips

Sticky | August 4, 2022 Zac Herr General, Sports Office Resources No comments yet

Your club’s volunteers are essential to keeping your youth sports programs running smoothly. They’re the coaches, assistants, and other cheerleaders that create a positive experience for the young athletes in your community, helping kids develop lifelong skills and friendships.

But as a park and recreation professional, it can be challenging to recruit enough qualified volunteers to help out. You must find individuals who not only want to support your programs but also have enough free time in their schedules to actually do so.

In this post, we’ll highlight four effective tips for recruiting volunteers for your youth sports programs:

Reach out to a wide range of audiences.
Use a multichannel approach.
Share the benefits of participation.
Set volunteers up for success.

Effective volunteer recruitment starts with connecting with the right people using the right message. What does that look like in reality? Read on to learn more!

1. Reach out to a wide range of audiences.

The first people you probably turn to recruit volunteers for your youth sports programs are the athletes’ parents and guardians. But as you know, these individuals are often busy and may not always be looking to take on the responsibility that comes with volunteering.

Therefore, make sure your recruitment strategy is wide-ranging and inclusive to give parents a break and ensure you aren’t overlooking any enthusiastic potential volunteers. Target your recruiting efforts to reach:

Past volunteers: This includes past coaches, assistants, concession workers, referees, and other supporters who might have let their involvement lapse. You never know who might be interested in coming back!
Former youth sports program participants: Depending on how long your program has operated, you might have program alumni who are willing to contribute their time to create a great experience for this generation’s athletes.
High school or college student volunteers: High school and college students are often looking for ways to get involved in the community to earn service hours. Volunteering in a youth sports program can be a fun way to earn these hours.

While these individuals might be a highly receptive audience for your recruitment efforts, don’t leave parent/guardian recruitment out of the picture entirely! Caregivers are often excited to engage in their child’s sports journey, making them a perennially helpful audience to turn to.

2. Use a multichannel approach.

You won’t be able to reach all prospective volunteers by marketing your opportunities on just one platform. Take a multichannel approach and pursue a variety of recruitment platforms, including:

In-person: Recruit ahead for next season by talking with attendees at games and practices.
Traditional advertising: Post recruitment ads in your local newspaper, create flyers to hang in popular areas such as your local library or create direct mail postcards to send to prospective volunteers.
Online marketing: Use your social media pages and email newsletters to spread the word about open positions.

Use each platform to reinforce your message, boosting the chances that your target audience members will see and engage with your outreach content.

3. Share the benefits of participation.

Although they won’t be getting paid, that doesn’t mean your sports program volunteers won’t receive anything from their volunteer efforts. Your recruitment marketing materials should highlight volunteering benefits, including opportunities to:

Help youth members of the community thrive in a constructive environment.
Fulfill volunteer hour requirements for a club or class.
Get to know more people in the community.
Access any special volunteer perks you offer, such as free concessions or appreciation gifts.
Potentially be able to contribute a monetary donation to your organization via a volunteer grant.

These benefits might provide the motivation some individuals need to not only get involved but also stay involved in your program for years to come.

4. Set volunteers up for success.

Your program’s volunteers won’t want to head into a new sports season feeling unprepared, especially your new volunteers who are participating for the first time. Ensure your recruitment materials describe the type of support volunteers will receive before the season starts, including:

Training: Offer a thorough pre-season training session for new coaches and assistants.
Equipment/supplies: Provide volunteers with training equipment, such as cones, pinnies for scrimmages, goals, whistles, clipboards, etc.
Participant waivers: Offer an online waiver system for participants’ guardians to sign digitally, taking the stress of getting waivers signed off your volunteers’ shoulders.

Be responsive to questions early on in the recruitment process. Also, once volunteers sign up, use your volunteer management software to offer them a streamlined scheduling process that makes it easier to know where to be and when to be there.

Enthusiastic, empowered volunteers can make all the difference when it comes to running your youth sports program. Be sure to reach out to a diverse group of potential volunteers and equip them with the proper resources to succeed.

Valuing Volunteers

Sticky | May 25, 2022 Zac Herr General No comments yet

With the exception of 2020, which wiped out youth sports, one of my favorite moments each year is reviewing the final applications from the NAYS volunteer coach- and parent-of-the-year nominations. Applications come in from around the world from member organizations on almost every U.S. military installation that organizes youth sports.

Recognizing volunteers has always been one of the top priorities of youth-sports administrators. It is always on top of the list when we survey members about the best ways to attract more volunteers to programs. I don’t know of a better way to recognize volunteers than with awards that shine a spotlight on all the hard work and effort they put into programs in their communities.

Reading about the moms and dads who spend hours before, during, and even after a season concludes is truly inspiring. I think about the military mom who won the Parent of the Year award a couple years back. A number of her children were enrolled in sports, and she took on the responsibility of coaching because many of the other parents were active duty and could not dedicate the time. The fact that she not only coached her own team of 7- and 8- year-olds, but also acted as a team mom for another team because of a lack of parents available, made her an easy selection. I think of a Coach of the Year recipient from a number of years ago who had contracted a flesh-eating virus, lost both of his hands and legs, and still returned to coach kids in a basketball league. And he’s still coaching today.

I also think of my own coaches and team moms from many years ago. Instead of going home from work, these hard-working men and women volunteered their time to work on drills with me and my teammates, and then would sit in the parking lot until dark discussing game strategy and line-ups. I didn’t appreciate it back then, but I sure do now.

These are the people who truly make youth sports operate. Just think about that for a second. If we had to pay these individuals for their true value, consider how much youth-sports participation would cost in this country. You really don’t have to wonder; just look to the school system and see what it costs to have qualified, caring individuals in charge of our children’s education. It truly is astounding when you think about it.

What’s even more astounding is not every organization we work with actually takes the time to participate in the award program. Of course, there is only one winner for each category nationally, but that doesn’t limit the impact that can be made locally. One doesn’t need a national award to make an impact. We encourage all organizations to give multiple awards during the season. A weekly or even a mid-season event, where volunteers can be nominated and recognized, can have a tremendous impact on a program and show volunteers they are valued and appreciated for their efforts. Plus, if recreation leaders are going to submit a nomination for an annual award or a national award, they have already done all the work.

We have always stressed to administrators that volunteers should be regarded as employees. Part of that process is screening to ensure you have only the best people with the best intentions; monitoring and recognizing those individuals is the best way to ensure volunteers will be willing to show up when the next season rolls around. Plus, what better way is there to inspire the next wave of parents who will be joining the program?

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