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

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. ~ You have 30 seconds to remember

this ~

2013

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.2013 9

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.2013 11

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? 2013 14

Decide who will be the keeper of the

calendar

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What items should go on a calendar?

• RAP deadline and timeline checks• AYSO EXPO• NAGM• Opening Day• Coach/Referee Clinic dates• Registration• Coach Orientation

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More Calendar items…• Parent Orientation• Team Parent Orientation• End of season• Regional Board Meeting dates• Area Meetings• Super Camps • Road Shows• Volunteer Appreciation Dinner2013 17

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.2013 18

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

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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.

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

Bob Done

4/01 Order additional registration forms Joe Done4/01 Pre-printed registration forms in Joe Done4/20 Print mailing labels Joe Done4/25 Change registration form Brett/Joe/Bob Done4/30 Otto Orf coaches clinic details and dates finalized Bob Done4/30 Token for coaches for meeting Leila4/30 Follow up date for next planning for Fall season Board Done

Contact Parks and Rec to get registration dates marked on calendar.

Jan

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A closer look shows a very detailed calendar. Specific tasks are assigned to individuals.

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.

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Social Media logos

Four tabs show all events, game related events, registration events and a calendar grid page

Count down clocks create sense of anticipation

Information easily visible

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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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QuestionHow 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.2013 37

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

Announcement41

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

Brochure

Flyer

Bookmark

Business Card Magnet

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 - region2014@net.netW

ebsi

te u

p to

dat

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Make sure

there is room for message

sREPLYASAP

Thank you for your

participation.

Good luck in developing your

Regional calendar!2013 46