RC Training Continuing Education #2 Drill Down to Decision Makers - Applied

This workshop is open to all RCs and Regional Volunteers!

Workshop #702

Introduction “In our era of increase competition for resources; when your

program is considered important, you are more likely to get more resources and assistance”

“When you get more resources and assistance, you are able to attract more families. When you have more families and resources, you can offer higher quality programming.”

ObjectiveLearn how to apply the 8 Planning

Steps to grow your Region…

Identify high priority opportunities for improvement in your own Region

Special Note: Quality and Size

Does Matter**As you increase the quality and size of your program,

you become more valuable to your community.

When you are valuable to your community, your program becomes self-sustaining. It’s also more fun!

Key Steps

1. Identify the things you are doing (or could do) that your community values

2. Determine how many children are near you

3. Choose the programs that are going to make the difference for your program

4. Figure out how many fields you need and where to get them

Key Steps (more)5. Create a budget, volunteer

recruitment plan, and marketing approach

6. Identify your strategic partners7. Execute your plan8. Rinse and repeat

The Absolute Best Scenario Ever…

Congratulations, you have just been appointed the Regional Commissioner of HappyVille (Region 6789)…

You have just been appointed Regional Commissioner of AYSO Region 6789. The Region serves the community of HappyVille, which is a 20 minute drive from PrettyBigCity, home of the MLS SuperDupers, the NBA SomeTimeWinners and the State University BigShots.

You were previously a coach and game scheduler. You have a daughter and a son, ages 7 and 11 respectively. You have a day job in PrettyBigCity. Your spouse works locally in town. Your spouse has volunteered at the children’s school in the past. You coached your children’s teams. Neither you nor your spouse are active in HappyVille politics.

HappyVille has a total population of 40,000 and the average age of adult residents is 36. There are 5 K-8 schools which serve a student population of 8000 students and a high school which has an enrollment of 2400. School enrollment is steady.

While the overall population of HappyVille is not increasing, new families are moving in to take advantage of affordable housing and good proximity to jobs in PrettyBigCity.

The City Council of HappyVille is actively promoting HappyVille as a family friendly, healthy lifestyle destination. The local school district has many projects that have been deferred because of lack of funds and large enrollments result in a high teacher to student ratio. Because the schools were built when HappyVille was mainly farmland, the campuses are large and have plenty of field space, although maintenance is often an issue. There is a very active PTA program in the school district.

Last season Region 6789, which was chartered 10 years ago, registered 400 players, as follows:

Division Girls Boys Percentage of Players U6 70 50 U6 thru U10

Total 195G, 140B 83% of all players

U8 65 50 U10 60 40 U12 30 20 U12 thru U14

Total 45G, 20B 16% of all Players

U14 15 0 Totals 240 160

U12 and U14 teams interplayed with surrounding AYSO Regions in SadVille, PrettyBigCity and Boonies.

Last year, there were 50 certified adult volunteers, who served as coaches, referees and board members. Last year’s season ran from Labor Day until Thanksgiving. Both registration and volunteer counts have remained level for the past two or three seasons.

You see that there is $2000 in the Regional checking account and last year’s treasurer gave you the following financial information about last season:

Registration Fees $40,000 Sponsorships $2,000 Scholarships ($1,000) Total Revenue $41,000.00 Uniforms $12,000 Field Equipment $5,000 Permits/City Fees $10,000 Payments to AYSO $7,000 Medals and Volunteer Recognition

$4,000

Training Expenses $3,000 Total Expenses $41,000.00

Your were told by a neighbor that the local club team, the Velociraptors, is holding try outs next month for their U10, U12, U14 and U16 teams and that they will kicking off a program for U8 players next year. The Velociraptor program has about 250 kids in their program, which runs from September through December and April through July. It is part of the folklore in HappyVille that if a child wants to play on the HappyVille High School team, that child should get some club experience before coming to High School. The monthly cost to participate in the Velociraptor program starts at $150.

You just attended RC training at the National Office and are beginning to plan for next season. You recently attended his Section Meeting and attended an interesting session on an 8 step planning process to make your program better. During this program you heard that many successful AYSO programs serve more than 10% of the school population.

Step 1: Your Value

• Where are you gaining new families?• Where are you losing families?• What have your families been

requesting?• What are competing programs offering?• How can you help the schools, parks and rec and your city leaders?

Step 2: Your Audience• What % of available

children are you reaching?

• Which age groups should you prioritize?

Setting the Table

• What are the main opportunities?• What are the main threats?• What do we need to be good at?

The Goal

• What is our best opportunity?• How much growth can we expect?

Success Factors

• What do we have to get right and how are we going to do this?

ThreatsWhat are we most worried about and what are we going to do about it?

You Have a PlanThe main opportunity and how you are

going to get it right?

Step 3: Your Programs

AYSO Programs• Playtime (U4)• Jamboree (U5)• U6/U8 primary

and secondary• EXTRA• VIP• Adult

Roll Your Own Programs• Open practice• Additional

informal play opportunities

• Special events & clinics

Step 4: Fields

• What do we need?• When do we need it?

• Who can help us?• How to make sure we get

preference?

Step 5: Planning• What about revenue and

costs?• What volunteer help do

you need and where are you going to find them?

• How are you promoting your program?

Step 6: Strategic Partner (Politics)

Community Leaders• City Council• School Board• HOA Boards• Opinion Makers

School and City Employees• Parks & Rec Managers• School Principals• Permit Office• Public Safety Staff

Step 6: Strategic Partners (Sponsors)

• Local Businesses• Foundation Grants• Joint Use Agreements• AYSO National Sponsors & Staff• Other Regions• Area and Section Staff

Step 7: Execute Your Plan!• Get your leadership on Board• Agree on the Plan• Agree on Roles• Refine the calendar• Monitor results and adjust• Celebrate success

Step 8: Do It Again• Review metrics• Get feedback from your families• Debrief leadership team and partners• Solicit suggestions from your Area &

Section leadership• Reload, aim and fire• Celebrate success

What’s Your Plan?• Your best opportunity is … ?• What you have to do to get it right?

• The main obstacle that keeps you from getting it right?

Conclusion• Start small, but

write it down and make it count

• Recruit help• Get buy in• Celebrate success

It’s all about YOU!You need to start … take the first step, it’s

that simple…

… If you start, others will follow R.C.

U.

Thank You!