Transcript Developing a Regional Calendar

Developing a
Regional Calendar
Workshop #203
Course Goals
• Regions understand the importance of
Regional calendars in achieving the success of
attaining goals and objectives.
• Regions understand the process of
developing a Regional calendar.
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Course Goals
• Regional Board Members
understand their integral part in
developing a Regional calendar.
• Regional representatives have the
opportunity to begin their Region’s
calendar.
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Let’s prepare
for the
group activity
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 Group Activity
Our first day of registration will be held on May 2, 2015.
Eileen Lowe, the Registrar will need to arrange for the
advertising of this event. On March 21, which is six weeks
before registration she will need to order the Registration
Kit from the National Office. Bill Barton the Coach
Administrator will need to schedule the coach clinic that will
be held on August 27. He has a training opportunity out of
state on August 28, so he isn’t sure if he can be there. On
July 13, Peter Johnson will need to request the referee
courses that will be August 15, and order the course
materials required 30 days before the course is held.
~ You have 30 seconds to remember this ~
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 Group Activity
How did you do?
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Is there another format
or procedure that
could keep the
details in the
message pure?
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Regional calendars are
helpful because…
• Our memories are not always reliable.
• They are vital to achieving Regional
success by providing a timeline of
events to achieve goals and objectives.
• Timelines help volunteers complete
their responsibilities.
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A Regional calendar is
helpful because…
• It serves as a visual reminder of tasks
to be done.
• It makes retention and recruitment
easier by providing a “how and
when” timeline.
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A Regional calendar is
helpful because…
• It creates a permanent history
for future planning.
• It helps prevent
miscommunication about events.
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Section Director
Who could receive the
Regional calendar ?
Website
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How will the content of
a calendar differ among
the groups we just
discussed?
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Who should help develop
the Regional calendar?
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Decide who will be the
keeper of the calendar
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What items should go on a calendar?
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RAP deadline and timeline checks
AYSO EXPO
NAGM
Opening day
Coach/Referee clinic dates
Registration
Coach orientation
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More Calendar items…
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Parent orientation
Team Parent orientation
End of season
Regional Board meeting dates
Area meetings
Super Camps
Road Shows
Volunteer appreciation dinner
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Items that should be on a
Regional calendar
TIP:
Watch for conflicts on the calendar –
such as scheduling two events on the
same day that may tax the volunteer
base.
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What does a Regional
calendar look like?
The following slides show a few sample
calendars in use by Regions now.
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Regional calendars can have
different looks
Color coding by name
or position can make it
easier to identify at a
glance if you have a task
for the month.
Visit
www.calendarsthatwork.com
to download template for
this calendar.
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Another example of
how color coding can be
used to delegate tasks
so they are easily noted.
Notes at the top of the
page indicate important
tasks which must be
accomplished during the
month.
Items noted (RAP)
count for points on the
Regional Assessment
Program.
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A closer look shows a very
detailed calendar in Excel.
Specific tasks are assigned to individuals.
2014 = 2015 To Do List
7/31/2014
1:27 p.m.
2014 Date
Task
Assigned
Status
2/08
Confirm the reservation of Liberty Park for Otto Orf clinic
Jan
Done
3/08
Confirm if Otto Orf is doing foot skills clinic at in person
registration
Order additional registration forms
Pre-printed registration forms in
Print mailing labels
Change registration form
Otto Orf coaches clinic details and dates finalized
Token for coaches for meeting
Follow up date for next planning for Fall season
Contact Parks and Rec to get registration dates marked on
calendar.
Bob
Done
Joe
Joe
Joe
Brett/Joe/Bob
Bob
Leila
Board
Jan
Done
Done
Done
Done
Done
4/01
4/01
4/20
4/25
4/30
4/30
4/30
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Done
Social
Media
logos
Four tabs
show all
events,
game
related
events,
registration
events and
a calendar
grid page
Count
Information
down
clocks
easily create
sense
visible
of
anticipation
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Interactive links
lead to more
information
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One of the
opening
pages to a
hand out
calendar
for parents
to help
keep your
Region
information
close at
hand as
well as
promote
AYSO!
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Let’s Get Started
Let’s calendar the
Regional Board’s
tasks:
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1. Write down five key things that
you need to do as part of your
responsibility in your Regional
Board position during the year,
one per Post-It Note.
Don’t worry about the order at
this time.
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2. Put these activities in
sequence/chronological order,
noting the approximate date of
the activity. Even just a
month or time of year
will help (Spring, Fall…)
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3. Find at least two things on the
list that you could get someone
else to do.
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4. Put a dollar sign ($) next
to any items that require
money to get the job done.
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Question
How does this process help
in developing the Regional
calendar?
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Another Question
What are some
additional things you
will need to do?
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The Answers…
• Finalize dates.
• Determine who is responsible for
all activities.
• Expand the list to include all
activities that your position
would need to do, not just five.
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The Answers…
• Use the tasks with the $ signs to
start your Regional budget.
• Use your budget to confirm your
calendar is complete.
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Conclusion
• What has been discussed today will help
your Region to develop a Regional calendar.
• Use the calendar you started today to help
your Region set and attain goals.
• Show your Regional Board how calendaring
can help to retain and recruit volunteers.
• For continued Regional success, the Region
should update its calendar yearly.
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Conclusion
A successful calendar
takes team work!
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Bridge
Take Budgeting for the
Regional Board course to
learn how your Regional
calendar can also be used to
establish a Regional budget.
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Thank you for your
participation.
Good luck on developing
your Regional calendar!
Workshop #203
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