Regional Management Workshop #209 This course stresses the team concept and how we work as a team in AYSO. So, let’s first divide.
Download ReportTranscript Regional Management Workshop #209 This course stresses the team concept and how we work as a team in AYSO. So, let’s first divide.
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Regional Management
Workshop #209
2 This course stresses the team concept and how we work as a team in AYSO.
So, let’s first divide into teams at the various tables: Regional Commissioners Regional Coach Administrators Regional Referee Administrators Other Board Positions Has everyone signed the roster?
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Instructors
As the instructors for this course we would like to everyone to Regional Management
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What is Regional Management?
• • • • • • • A course to increase familiarity with and the understanding of the following: Succession Planning The Regional Board – Regional Assessment Program The Importance of Planning (Goals and Objectives) Budgeting and Calendaring Communication How To Run A Meeting Standard Regional Guidelines
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Who is this training for?
• • • • • • • • Regional Commissioners Regional Coach Administrators Regional Referee Administrators Child and Volunteer Protection Advocates Safety Directors Treasurers Registrars Additional and future Regional Board Members
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Are there prerequisites?
YES!
A DESIRE TO LEARN
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Please Note
This is an interactive class. You will be actively participating in the training – that’s part of the learning experience and …
i
t will be fun!
8 Before we get started please take a quick quiz.
What are the Six AYSO Philosophies?
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Did you know all six?
Everyone Plays ® Balanced Teams Open Registration Positive Coaching Good Sportsmanship Player Development
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Why is it important that you know the Six AYSO Philosophies?
Positive Coaching
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End of Module 1
How does your Region promote the Six AYSO Philosophies?
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Module 2 Succession Planning
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Succession Planning
What is the legacy you want to leave in your Region when you ‘retire’?
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Succession Planning
What are some tips that could be part of your succession plan if you planned to leave in one year?
15 • • • •
Good Succession Planning Tips
Know your job description.
Make a list of all the tasks and duties (action list) associated with your job.
Delegate simple tasks to other volunteers.
Appoint an assistant.
16 • • •
Good Succession Planning Tips
Give them the responsibility and authority to do these tasks.
Evaluate the members of your team. Recruit the best qualified person to be your assistant and hopefully your successor.
Once you have an assistant in place, then you are now ready to advance to other opportunities within AYSO .
17 Look for…
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End of Module 2
Why are these good tips for every AYSO volunteer?
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Module 3 The Regional Board – Regional Assessment Program
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Required Regional Board Positions
What are the required positions on a Regional Board?
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Required Regional Board Positions
• • • • • • • Regional Commissioner Regional Coach Administrator Regional Referee Administrator Child & Volunteer Protection Advocate Safety Director Treasurer Registrar
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What are some additional positions?
These positions are strongly recommended: • • • • • Division Coordinators Regional Auditor Regional Secretary Volunteer Coordinator Others?
23 • •
Two Questions
Does each Regional Board Member have the exact responsibilities and tasks?
What are the tasks that all Regional Board Members must do?
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The Regional Board
• • • • The Regional Board is the backbone of the Region.
Coordination of effort is essential.
Every team needs a leader. The leader of the Region is the RC. “The Buck Stops” with the RC.
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Brainstorming
Activity: Each attendee will write at least one job/task that is a responsibility of their Regional Board position on a Post-It-Note.
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Question
What happens when Regional Board Members don’t do what is expected of them?
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Regional Commissioner Tasks “The buck stops here.”
What is the key to success?
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DELEGATE DELEGATE
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Question
What is one of the best tools that AYSO gives a Region to help make it successful?
AYSO Tool Box
Regional Assessment Program
More than an award. It is a planning tool!
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31 • • • • •
Regional Assessment Program
New format since 2012-2013 reporting year.
The best delegating tool!
All Regional Board Members participate. It isn’t something that is done by just the RC.
It helps make RBMs accountable.
Everyone (players, parents, coaches, referees, volunteers, RBMs, community, etc.) benefits when a Region participates in RAP.
32 • • •
Teamwork
The stronger the team, the greater the chance for success.
Attitude vs. Ability? Which do you prefer?
We can teach them how to do their job through training and understanding of their job description.
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Job Descriptions
• Where do we find job descriptions?
• Why is it important for the RC to discuss duties and responsibilities with Board Members?
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End of Module 3
RAP encourages: TEAMWORK DELEGATION
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Debrief
Who does all of this?
Together we make a TEAM.
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Module 4 The Importance of Planning
38 Without goals, and plans to reach them, you are like a ship that has set sail with no destination.
39 Nothing happens until we plan.
Good plans have
Goals
and
Objectives
.
40 Goals A goal is a dream with a deadline.
Napoleon Hill
Goals determine what you're going to be.
Julius Erving
Goals help you channel your energy into action.
Les Brown
41 The
goal
is where we want to be. The objectives are the steps needed to get there.
Objectives
are the battle plan.
42 Every Region needs a plan to improve.
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Can you make these goals SMART and add objectives?
1. Our Region will recruit more volunteers.
2. We will provide coach training.
3. We will stop parents who yell at referees.
4. Region 1999 will start a tournament.
5. All Regional Board positions will be filled.
6. Get more volunteers to attend the AYSO EXPO.
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Activity
A spokesperson from each group/table will present their goal and objectives and the application to SMART.
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End of Module 4
Successful goals and objectives can make the impossible possible.
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BREAK TIME Let’s take a break
Module 5
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Calendaring and Budgeting
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Region Success
Calendaring and budgeting are essential to a successful Region
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Calendaring and Budgeting
• • Calendars and budgets ensure goals and objectives are implemented properly.
Gives your Region a timeline for success.
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Calendar
• • A timeline is critical to achieve goals and objectives.
Work backwards to develop steps for completion.
55 1 2 3 4 5
Planning Form for Calendaring and Budgeting Responsibilities of Your Position/Action Items Put in Chronological Order (1-10) Delegate? Items Delegate to whom?
Budget Items?
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Calendar
Let’s begin developing a Regional calendar.
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Calendar Exercise
1. Complete list of five key responsibilities.
2. Put list in chronological order.
3. Identify at least two action items on the list that can be given to someone else.
4. If possible, list one person you could delegate this job to.
5. Put a $ next to any items that require money to be completed.
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Completed Regional Calendar
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Now that we have a calendar – let’s look at budgeting.
60 • • • • • •
Budget
Determine resources needed and how allocated Establish funding sources Require advanced approval Submit to the National Office on or before June 1, prior AD approval required Must be part of National Accounting Program (NAP) Two signatures required on budget
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Budget Let’s develop a Regional budget.
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Why Budget?
• • • For upcoming year: Determine player fees Plan expenditures Estimate revenue See the sample budget in your handouts. Let’s review this form.
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Budget Form Items
Estimated Revenues: Registration fees Tournament/Player camp Donations/Sponsorships Fund raising receipts Concessions Other Total estimated revenue (R) ______ ______ ______ ______ ______ ______ _____
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Budget Form Items
Estimated cash increase (decrease): ____ Cash balance from prior season: ____ Estimated ending cash balance: ____
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Budget Form Items
Estimated expenditures: Uniforms – players Uniforms – coaches Uniforms – referees Clinic training expenses – coach Clinic training expenses – referee Payments to AYSO EXPO/NAGM Total estimated expenditures ______ ______ ______ ______ ______ ______ ______ ______
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End of Module 5
Why are budgeting and calendaring so important?
Module 6
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Communication
68 • •
Communication Module
Define and clarify what effective communication is, and how it can affect everyone in the Region.
Identify and develop an understanding of the components of effective communication.
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Communication Module
• • Examine the importance of building trust in developing effective team communication.
Foster an awareness of the barriers and qualities of effective communication.
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Let’s listen to this communication
This is a conversation between the RC and the Registrar …
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Activity
This scenario is in the handouts, but listen first.
In the next five minutes find all the communication errors in the Region.
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Start finding the errors as a team.
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Let’s Review
What items did the teams find?
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Errors
• • • • Registrar was recruited a few months ago and the RC should have contacted her then.
Registrar obviously does not know what her job description is.
A brand new AYSO volunteer does not know what the acronyms stand for.
Email has limitations.
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Errors
• • • • There is not sufficient notice for the Board meeting.
There is no agenda for the Board meeting.
The RC did not give the address of the Board meeting.
eAYSO information needs to be current.
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Communication
Good communication skills = strong Regions with few problems.
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Communication
Poor communication skills = weak Regions with many problems.
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EBLAST The Best Methods of Communication
We will discuss situations in a minute. But first let’s review the methods of communication. Could more than one method work?
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The Situations
• • • Going over the job description for a new Board Member.
Sending a Board agenda out.
Thanking a volunteer for an outstanding job during a tournament.
80 • • • •
More Situations…
Suspending a coach.
Amending the Standard Regional Guidelines.
Promoting the AYSO EXPO.
Letting parents know when the season starts.
81 • • •
Verbal Communication
It takes two - a speaker and a listener.
Learn to listen actively. Give your full attention.
• Give verbal cues that you are listening.
• Summarize the communication.
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Non-verbal Communication
• • • Body language Eye contact Gestures
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Written Communication
• • • • Parent handbooks Regional newsletter/newspaper/calendar Standard Regional Guidelines Policies and Procedures
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Electronic Communication
• • • • Telephone/answering machines Email Website
keep it current
Call companies
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Communication with Families
86 • • •
End of Module 6
Communication impacts every aspect of our lives.
It’s important that we take time to examine and analyze just what communication consists of and ways to improve.
Hearing isn’t listening until you get the message.
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Break Time Let’s take a break
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Module 7 How To Run A Meeting
89 How many of you love to go to meetings?
How many of you have to go to meetings?
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What makes you crazy about “some” AYSO meetings?
91 • • • • •
Meetings make me crazy when...
They never start on time.
There is no agenda.
They don’t stay on track with the agenda.
One person dominates the discussion.
Too much time is spent on catching up Board Members who didn’t attend the previous meeting.
92 • • • • •
Meetings gone wrong...
Negative influences Poor preparation (not enough handouts, etc.) Poor facility (too hot, too cold, not enough chairs, noisy) Boring And…?
93 Offer to help the Regional Commissioner run a more effective meeting.
Be part of the solution!
94 • • •
You have options!
Have a one-on-one, frank discussion with “your friend” the RC about ways to shorten the Board meetings, or get them more organized.
Ask the RC for buy-in and if the RC wants, offer to make the presentation to the Board.
Confidentially contact the AD and ask for a surprise meeting visit. After that the AD can offer suggestions.
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Move It Around
• • • What are the pros and cons of same night, same time, same place each month?
Ask the RBM who always travels the farthest to pick a location once a year. Treat everyone to dinner in the off season. Do a quick meeting and then just socialize. Invite the spouses.
96 • • • • • •
“Start the Clock”
How long should the meeting be?
Start on time regardless of who is missing.
Use a countdown clock.
Use a timekeeper to keep all reports to the allotted time. Ring a bell or use a red card.
Put times in the agenda. Respect everyone’s time commitment.
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Seating Arrangements
Classroom Round/ Rectangular
98 • • • •
“National” Exposure
“Start Your Laptops”! You can share at your meetings.
At your monthly Board meeting, do a live presentation of the Region Toolkit, eAYSO or ayso.org.
Talk about the eNewsletters each meeting. Each Board Member should share information.
Check out other Region’s websites.
99 • • •
Making Things Better
Now let’s look at the list.
Each group will look at a negative situation and in the next five minutes come up with a positive and proactive solution to the negative.
Think outside the box and be creative.
100 • • • • •
Good Meetings
Prepare agendas in advance Start and end on time Control deviations from the agenda Minimize distractions Create an atmosphere conducive to getting the business conducted in a fair and impartial manner
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The Meeting Question
Why have meetings at all?
102 • • • • •
Debrief
Meetings are necessary.
Every Board Member is involved in meeting planning and facilitating.
Be proactive in your preparation.
Value people’s time, it is the most valuable asset.
Thank your volunteers for attending the meeting and be appreciative of their efforts.
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End of Module 7
Make your next meeting a great meeting!
Module 8
AYSO Tool Box
Standard Regional Guidelines
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Standard Operating Procedures
• • • • Reduce the occurrence of common pitfalls Avoid recreating the wheel Save time and energy Provide consistency
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But Don’t Forget
A reasonable measure of flexibility is also necessary in operating guidelines to allow freedom to adjust where needed.
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AYSO Standard Regional Guidelines
• • • • What are the Standard Regional Guidelines?
Does every Region have Regional guidelines?
Where can they be found?
Can they be changed?
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Activity
Each group is given a scenario – what is the reference in the guidelines that addresses this?
Let’s discuss your group’s answer.
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Regional Commissioners
At a Regional Board meeting the RC asks the Board to vote on a player registration fee increase. Eight of the 15 Board Members are in attendance. The vote is taken and the fee increase has passed. At the next Board meeting, the vote is challenged by the Registrar. Is the vote valid or should it be rescinded?
Article Five.3(e) - .4(c)
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Regional Coach Administrators
• A coach requests to keep the same team from one season to the next. The RCA refuses to allow it. The coach is volatile and is threatening to take the team to a club program. How would the RCA defend the decision using the SRG?
Article Seven.1 (c)
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Regional Coach Administrators
During half time of a very competitive U-19 game, the coach gives each member of the team a can of Red Bull (a highly caffeinated stimulant drink). A parent observes this and confronts the coach saying this is not allowed.
Article Seven.8
112 •
Regional Ref Administrators
At a Sunday soccer game, a coach and referee get into a shouting match over a questionable call which ultimately affects the outcome of the game. On Wednesday night the coach calls the RRA with proof from the Laws of the Game that the referee’s call was wrong. He is filing a protest. Debate the issue.
Article Seven. 6 (a) (b) (c)
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Other Regional Board Members
At registration, pizza has been delivered for the workers’ lunch. The delivery person will not accept a check for payment. The Registrar wants to take money from the funds collected during the registration. The Treasurer says “No can do!”
Article Eight.3 (b) (d)
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Other Regional Board Members
A parent at registration demands to know what is done with all the money collected. The Treasurer says “We are a non-profit organization and we do not have to divulge that information.”
Article Eight.1 (b)
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End of Module 8
• Can the guidelines be modified?
• If the Region amends the guidelines who needs to approve the amendments?
Module 9
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CONCLUSION
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Did you learn something that will help you be successful?
• • • Hopefully everyone learned something to help them do a better job running their Region.
Improving management skills is a worthy goal.
Don’t stop with this course – take advantage of additional management training.
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Learning
• • What one thing did you learn that will make a difference in how you manage your Region?
What is your most memorable moment from this workshop?
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Before we end, we would like you to take a quick survey.
What is the one word that would describe how you are feeling right now as a result of completing the Regional Management Workshop?
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One last thought!
121 These players are counting on you to do the best job possible to manage their Region.
Conclusion
122
Thank you for attending !
Workshop #209