Proactive Planning
Steps to ensure a smooth-sailing, pre-season meeting
By John Engh
One thing hasn’t changed since I started working in youth sports more than 30 years ago—administrators at every level say parents are the biggest challenge to the success of a program. One of the best ways to ensure a smooth season for coaches in dealing with parents is to make sure everyone is on the same page. And one of the best places to do this is at a pre-season meeting.
Photo: © Can Stock Photo / (ToP Left) kasto
First, make certain that all volunteer coaches are operating with the same materials, whether a pre-packaged program or printed materials to be covered completely before the season starts. Here are some great tips from other youth-sports administrators to share with volunteer coaches to help make that pre-season meeting productive:
1. Plan the meeting early. Most parents juggle chaotic schedules, so the more notice given about the meeting, the greater the chance they’ll attend. When you obtain the team roster, contact each child’s parents to introduce yourself and let them know the date, time, and location for the meeting.
2. Pick a convenient location. The most convenient meeting spot may be at the recreation department that runs the league. It should be easy to reserve a room. If the recreation department doesn’t have the available space, check with a public place like a local library.
Photo: © Can Stock Photo / amysuem
3. Stress the importance of attending. During conversations with parents, make it known that all the important information about how the season is going to be handled will be shared at the meeting.
4. Decide what to cover. Ask yourself what you would want to know if you were turning your child over to a coach you didn’t know for a full season. Some of the questions that immediately come to mind include:
• How often will the team be practicing?
• How is playing time determined?
• How will be positions be chosen?
• Are parent volunteers needed to assist coaching or helping in other areas?
5. Practice your presentation. Because this meeting is significant, approach it with the same enthusiasm and preparation as giving an important presentation to a boss. Don’t worry, no one expects you to be a professional speaker. However, you should be able to clearly explain the topics you want to cover. Rehearse your presentation in front of a family member or friend whom you can rely on for honest feedback.
6. Open with introductions. After introducing yourself to kick off the meeting, have the parents introduce themselves and share the name of their child.
7. Use notes. Jot down the main topics you want to cover on a notepad. Don’t go overboard and read a short novel word-for-word; you don’t want to bore parents and have them question how much fun their child is going to have before the season has even begun.
8. Take questions. Wrap up by answering any questions parents may have. Also, make sure you are available for parents if they have questions of a more private nature.
9. Have a backup plan. If some parents can’t attend the meeting, make arrangements to meet with them separately to go over the topics.
John Engh is executive director of the National Alliance for Youth Sports (NAYS) in West Palm Beach, Fla. He can be reached via email at jengh@nays.org. To join more than 3,000 communities by starting a NAYS Member Organization, visit www.nays.org, email nays@nays.org or call (800) 729-2057.