Transcript Developing a Regional Calendar

Developing a Regional
Calendar
Course Goals
• To help Regions understand the importance
of Regional calendars in achieving the success
of attaining goals and objectives.
• To give the Regional representative(s) the
opportunity to begin their Region’s calendar.
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Course Goals
• To understand the process of
developing a Regional calendar.
• To help board members understand
their integral part in developing a
Regional calendar.
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Course Goals
• To demonstrate an understanding of
the process of developing a calendar
by beginning a generic Regional
calendar in class.
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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 4, 2013.
Eileen Lowe, the Registrar will need to arrange for the
advertising of this event. On March 23, 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 Hoyer
will need to register the Referee clinics that will be
August 15, and order the course materials required 30
days before the clinic.
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~ You have 30 seconds to remember this ~
 Group Activity
How did you do?
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Is there another
format or procedure
that could keep 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 makes retention and recruitment
easier by providing a “how and
when” timeline.
• It helps prevent miscommunication
about events.
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A Regional calendar is
helpful because…
• It serves as a reminder of tasks
that need to be done.
• It creates a permanent history
for future planning.
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Who could receive the
Regional calendar ?
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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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•
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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 strip 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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An 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.
Specific tasks are assigned to individuals.
2013-2014 To Do List
7/31/2013
4:27 p.m.
2013 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
Daniel Diez has
been a board
member since 2011;
he joined to assist
with the Region’s
website and online
needs.
Chris Remund is the RC of the Pass Area Region 641 and has
served in various positions since getting that famous “we need
coaches” call in 2005. He has been a member of the board since
2008 and the RC since 2009. In 2011 he invited Daniel to come
aboard together they built the dynamic website you will see on the
next few pages.
Social
Media
logos
Four tabs
show all
events,
game
related
events,
registration
events and
a calendar
grid page
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Count
Information
down
clocks
easily create
sense
visible
of
anticipation
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Interactive links
lead to more
information
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• Billie Jo Lash has been with
AYSO for 13 years as a team
parent, coach and board
member. Currently the RC of
Region 350, she developed the
calendar you will see on the
next few pages.
• “I love AYSO because as a
teacher I understand what
AYSO stands for, not just
(teaching) soccer but teaching
responsibility, respect,
commitment and many other
life skills!”
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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.
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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Conclusion
• What you have learned today is a valuable tool
only if you implement it in your Region to develop
a Regional calendar.
• Use the calendar you started today along with the
Implementation Kit to help your Region set and
obtain 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 to learn how
your Regional calendar can
also be used to establish a
Regional budget.
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And NOW…
A Customer
Service
Announcement
41
Customer Service Advice
From an Expert
“Whatever you do, do it well.
Do it so well that when people see you do it
they will want to bring others and show them
how well you do what you do.”
Walt Disney
Great AYSO Soccer Starts with
Great Communication
Each player and parent should know
how to reach their Region leadership from
a tool provided for them to reference at home
Business
Card
Magnet
Bookmar
k
Brochure
Flyer
Each year, the AYSO National Office receives
thousands of calls from concerned families
who can not reach their local AYSO Region
or do not get replies to questions about…
…player registration/VIP program
…coach, team, practice time, location
…volunteer points, referee points
…playoff criteria and participation
…refunds, uniform returns, next registration
They would rather be
communicating with you!
-
Reachable phone
and email publicized
800-555-AYSO
[email protected]
Make sure
there is
room for
messages
REPLY
ASAP
Thank you for your
participation.
Good luck in developing
your Regional calendar!
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