Youth Sports Administration 101: Effective Communication
The lifeline of a well-run youth-sports program
By Jason Schaitz
Running a program at a high level requires an effective communicator. One can never communicate too much! Keeping participants, staff members, referees, coaches, and other volunteers in the loop with every aspect of a program is the key and can only help an operation. Here are some tips on how to be a great communicator:
© Can Stock Photo / photography33
Use multiple platforms. Email, social media, apps, websites, phone calls, texts, and face-to-face meetings are all ways to communicate to interested participants. So, there should be no reason for someone to say, “I didn’t know.”
Communicate before and after the season. When releasing initial dates for a program, remind people as registration nears. Don’t assume they will remember. Once they are in the door, always let them know when the next program takes place.
Communicate during registration. Whether participants register online or in person, it is important they have all the necessary information for the upcoming season. If there is a registration window, be sure to send reminders leading up to the first date.
Send weekly updates during the season. At a minimum, send parents and coaches an email at least once a week recapping the week or providing important information for upcoming weeks. If there is nothing to report, simply say it was a great week and you look forward to the next week. It’s possible to turn this communication into a program newsletter, adding pictures or multi-media and showcasing all the special moments during that week.
Establish a line of communication with staff members and referees. Make sure everyone involved in the daily operation of a league is in the loop each week. Sometimes, the most frustrating thing for a staff member or referee group is being left out and having to figure things out themselves, with little or no direction. Prior to game day, review the schedule as a group to evaluate issues that may have come up from the previous week and to determine what is expected moving forward. In this way, everyone is on the same page and each field or court remains consistent throughout the season. Check with staff members when time permits throughout the day to ensure the plan is being implemented.
Be responsive. Whether a question or concern arrives in person, by email, or over the phone, be sure to respond to the inquiry as soon as possible. At the very least, acknowledge receipt of the message within 48 hours, even if more time is needed to research the situation. This will go a long way in keeping participants happy and trusting that their needs will be addressed.
Communication is a two-way street. Take it seriously and your program will be more organized, have far fewer complaints, run smoother, and operate at a higher level.
Jason Schaitz is a Parks and Recreation Director with 15 years’ experience managing youth sports and recreation programs. He also created and manages www.leaguesource.com, with the goal of providing free resources for any type of youth-sports program. Take your league to the next level by visiting League Source to check out our League Management App, League Resources, Youth Sports News, and Youth Sports Administration 101 educational series.