Organizational Efforts During Summer Make for an Easier Year

There is a maxim that points out that when someone does not plan, it is a plan to fail. In like fashion, the better you organize your efforts, the more efficient and perhaps effective you can be. Not surprisingly, the summer is the best time to get a head start and to organize not only for the beginning of the school year, but well beyond.

There are three sequential stages that you should consider to improve your organizational efforts.

1. Create a master list of due dates for the year.

2. Tackle all tasks and responsibilities that you have to complete to be ready for the start of fall practice sessions and the season.

3. Start working on tasks and responsibilities in a priority order after everything is in place for the fall season. These efforts might include long-range or year-long projects.

Now that you have your road map, what does this actually mean and how do you go about it?

Creating a Master List
In order to create your master list, go back to all of the items that you had to complete in the previous school year. Add all documents and projects that had to be completed, or events other than games such as major meetings, and put them in sequential order in a Word or Excel document: For example, add the following:

• Hosting a pre-season parent meeting

• Submission of team eligibility forms

• Drafting your budget proposal

• Completing coaching evaluations

• Ordering team awards

This is not meant to be an inclusive list but merely a few examples. By keeping a list on your computer, you simply go in during the summer and change the dates for the upcoming year. In addition, delete items that are no longer necessary, and add any new tasks or responsibilities. In this manner, you have a list of all major items and due dates for the year.

Items to Complete for the Fall
Just like creating your master list, there are always reoccurring tasks that have to be completed in order to start the fall season. For example, your list should include:

• Submit your home game schedules to all assignors of officials. Normally, these submissions have a definite due date.

• Provide your dispatcher, or whoever is in charge of transportation for your district, with a list of buses or vans that are needed for your fall teams. This document should list not only the location of the contest, but also the departure time. If you use buses other than from the school fleet, a list of your needs should also be sent to the bonded carrier that you use.

• Provide your grounds crew with a comprehensive, sequential list of all home games for all of your venues. If there are postponed contests due to weather-related issues, you send them the rescheduled dates as they are established. It is also a good idea to send an email on a Friday with a reminder for the following week during the fall season.

• Determine the number of security personnel needed at fall contests, and send this list to your local police department or whatever agency supplies these individuals.

• Follow-up and check that all new ordered uniforms and equipment have been delivered.

• Test the score clock and sound systems in the stadium, gymnasium and other venues, and schedule repairs and normal maintenance.

• Review work orders to judge progress to ensure that repairs of your facilities and equipment will be completed prior to the fall season.

• Prepare your agenda for your pre-season coaches meeting. In addition, print hardcopies of any documents that you will distribute during this session.

• Put together or revise your PowerPoint presentation for your pre-season parents meeting. Even though you may need to cover many of the same points, it is vital to change the slides in order to maintain the attention of those in attendance. Also, print handouts as needed. Make sure you also follow your normal procedures to schedule the auditorium, or whatever facility that you use for your meeting.

• Schedule an organizational meeting with the officers of the booster club. In this session, review the constitution, bylaws, the duties of the officers, and any changes with district policies, procedures or expectations.

After finishing these items, they should be added to your master list for the year.

Summer Projects for the Upcoming Year
Once you complete all items that are necessary to start the fall season, you can now work on some long-range projects. These might include some of the following:

• Revise and update your coaches handbook.

• Revise and update your handbook for parents of athletes.

• Develop a proposal for adding a new sport.

• Start a plan to refurbish an existing venue or to possibly build a new one.

• Explore new, additional fundraising possibilities.

The more that you accomplish with these three summer organizational stages, the result may be a less hectic and difficult year. At least, you will be able to attend to new items as they appear.