Developing a Regional Calendar This is a self-paced presentation As much as possible, explanations...

Developing a Regional Calendar

This is a self-paced presentation

As much as possible, explanations and answers are interjected throughout the slides

2010 2Developing a Regional Calendar

Course Goals

To help Regions understand the importance of Regional calendars in obtaining goals and objectives.

To give each Regional representative the opportunity to begin their Region’s calendar.

2010 Developing a Regional Calendar

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Course Objectives

Understand the process of developing a Regional calendar.

Help board members understand they are integral part in developing a Regional calendar.


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Group Activity- Our first day of registration will be held on May 4, 2007.

Eileen Tabert, the Registrar will need to arrange for the advertising of this event. On March 23, which is 6 weeks before registration she will need to order the Registration Kit from the National Support and Training Center (NSTC). Bill Barton the coach administrator will need to schedule the coach clinic on August 17. He has a training opportunity out of state on August 29, but his daughter is turning 17 on the 28th, so he isn’t sure if he can go. On July 13, he will need to register the coaching courses and order the course materials the required 30 days before the clinic.

~ You have 30 seconds to remember this ~2010 Developing a Regional

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Group Activity

How did you do?


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Developing a Regional Calendar…

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 reliableThey are vital in achieving Regional

success by providing a timeline of events to achieve goals and objectives.

Timelines help volunteers complete their responsibilities.


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Regional Calendars are 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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Regional Calendars are helpful because…

It serves as a reminder of tasks that need to be done.

It creates a permanent history for future planning.


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Calendar Users

Who is the Regional Calendar For?• Regional Commissioners• The Entire Regional Board• Regional Board Members• Parents• Area Director & Section Director• Web sites


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Calendar Users

How will the content of a calendar differ between the groups we just listed? What kind of dates will each group be interested in knowing?


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Calendar Users

Each of the types of users mentioned above will be interested in different views of the Regional Calendar. For example: the Regional Commissioner will want to see the master calendar with all of the Region’s events and planning details, while parents will only want to know such things as the beginning and end dates of the season or when the next season’s registration events will be held.


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Calendar Users

Who should help develop the Regional Calendar?

Anyone who is responsible for scheduling events (training, meetings, games, dinners, fund raisers, etc.)


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Keeper of the Calendar

Decide who will be the keeper of the Regional Calendar,

the one person responsible for updates and consolidation.


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Keeper of the Calendar

• One person should be responsible for updating the calendar and distributing the updated calendar to the board. Everyone should be working off the same updated calendar to avoid confusion.

• When the Regional administrators update their individual calendars, they must notify the “Keeper” of the calendar immediately so they can update the Regional master.

• 2010 Developing a Regional

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Reminder…

Calendar planning needs to be done every year as part of goal setting and planning. If the Regional calendar is updated, those changes can be distributed via email, or at the monthly board meetings.


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What should be entered on a Regional Calendar?

Time sensitive dates found in the Regional Assessment Program. (RAP)

National AYSO events such as: Section Conference dates, NAGM date, national coaching and referee clinics, super camps, etc.

Regional / Area Board meetings. Time sensitive events dealing with Regional

operations.2010 Developing a Regional

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What should be entered on a Regional Calendar?

Record Regional milestones. (Things that are worthy of becoming a part of the Regional history).TIP: Watch for conflicts on the calendar –

such as scheduling two events on the same day that may dilute the volunteer

base.


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What does a Regional Calendar look like?

The following slides show a few examples of calendars

currently in use by Regions


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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.

Calendars can look different

Calendars meet the needs of the Region


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The use of color coding on this excel spreadsheet calendar make identification of tasks easier for volunteers to see.

How it looks depends on who created it


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Excel spreadsheets are an easy way to create a calendar and timeline.

In addition to the date, this style of calendar allows room to include such things as:

Location

Time for meeting or event.

Details can include assignments & status


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A Sample Web site …


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Select Calendar

Click on a date; the box will show more detailed explanation of event.

Group Activity


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• Step 1:• Write down 5 key things that you

need to do as part of your job responsibility

Group Activity


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• Step 2:• Put these activities in

sequence/chronological order• Note the approximate date of the

activity

Group Activity


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• Step 3:• Find at least 2 things on the list

that you could get someone else to do.

Group Activity


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• Step 3:• Put a dollar sign ($) next to any

items that require money to get the job done.

Group Activity


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• Step 4:• Begin posting your activities on the

calendar• Repeat the Steps 1- 4 with/for

another Regional position

Group Activity


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• Step 4:• Begin posting your activities on the

calendar• Repeat the Steps 1- 4 with/for

another Regional position

Group Activity


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Step 5: Finalize datesStep 6: Determine who is

responsible for all activitiesStep 7: Expand the list to

include all activities, not just five)

How does this process help?


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• Creates a timeline for all Region tasks• Helps coordinate tasks / people /

supplies / equipment• Builds a task plan for every position

that participates• Can include $ / Budget impact

Regional Calendar Kit

• General Instructions for building a Regional Calendar

• A Sample Regional Calendar with typical Region tasks/timelines

• A blank 2-year calendar


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General Instructions


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Sample Regional Calendar


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Blank 2-year Calendars


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Conclusion

Use the calendar you started today along with the Regional Calendar Kit to help your Region set & obtain goals.

Show your Regional Board how calendaring can help to retain and recruit volunteers.

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Conclusion

For continued success, Regions should update their calendars annually along with their budgets.

Take the Budgeting for the Regional Board


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Developing a Regional Calendar This is a self-paced presentation As much as possible, explanations...

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