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ITSportsNet Regional Connector Meeting Slide Show without sound

ITSportsNet Regional Connector Meeting Slide Show without sound

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  • 1. Calgary, Winnipeg, London, Toronto, Ottawa, Halifax, Edmonton, Calgary , Vancouver 2008 ITSportsNet Regional Sports Connector
  • 2. Agenda
    • Welcome
    • Vision
    • Best Practices & Tools
    • Discussion
  • 3. Vision
    • Our common goal: Improve the quantity and quality of participation in amateur & recreation sport
    • ITSportsNet’s Mission: Be a catalyst for enabling the growth and success of community based sports.
    • ITSportNet’s Business: Develop premier tools that implement best practices in sport
    • My mission: Promote the value and importance of community sport and recreation programs and work to improve them
    • John Crompton
  • 4. Common Barriers
      • Increased pressure and expectation on volunteers
      • Increased expectation on services
      • Increased competition for athlete attention
      • Decrease in available parent time
      • Decrease in support from government
      • Decrease in participation levels
  • 5. Implementing a Vision
    • Vision
      • Set goals
    • Best Practices
      • Establish a Process for improvement
    • Tools
      • Put tools in place to ensure Best Practices are used
  • 6. Implementing a Vision Vision Best Practice Tools Each sport is unique yet many practices span organizations Improve Sport & Rec Programs LTAD Player Retention Data Analysis Invites Byte Size Coaching Networking Forums Conferences This Event!
  • 7. What is a Best Practice?
    • Best Practice - a technique, method, process, that is more effective at delivering a desired outcome
        • … or better yet a particular vision
    • Must be measured and monitored
    • Examples: ISO, Six Sigma ,Total Quality Management, Food Handling Certification, Coaching Certification, …
    • Inclusive of industry standards (PIPEDA and LDAD) and bench marks
  • 8. What is a Best Practice? Set Goals Research Put improvement process in place Evaluate
  • 9. Best Practice Worksheet Name: Organization: Email Address: What is your Vision for improving your sport? Which Best Practice are you going to implement? Notes:
    • You will see a form like this in your package
    • Please fill it out
    • We will
    • Collect them at the end
    • Transcribe and email to you
    • Remind you in 45 days
  • 10. Help we provide
    • Sport Connector meetings ITSportsNet is a leader in connecting community sport organizations
      • Host a series of regional meetings – coast to coast
      • Stimulate Networking, Best Practices & Discussions
      • Reinforce industry initiatives - LTAD and CS4L
    • www.ITSportsConnector.com
      • A website dedicated to best practice implementation
      • A free forum to discuss issues and solutions
      • An online networking tool for Sport Administrators
    • ITSportsNet version 2.1 Tools to use every day to help sport and recreation organizations run more efficiently and provide better services
  • 11. Dilemma for Sport Organization Development Administration
    • Admin Staff
    • Registrars
    • Treasurers
    • League Mgmt
    • Dev Staff
    • Referees
    • Coaches
    • Athletes
    • Fans
    Performance Reporting Certifications Training Registration Finance Discipline Reporting
  • 12. Best Practices & Tools Jason Hansen & Larry Jacques
  • 13. Best Practices and Tools
    • An in Depth look at a Player/Coach Retention Program
    • Other examples of how to retain Members
    • Roles and Processes
  • 14. How To…
    • Goal: Higher Player Retention
    • State assumption about how to retain players
    • Set bench marks for assumptions
    • Make changes to programs/activities to improve results (tools)
    • Continue to measure
    • Evaluate and Adjust programs and activities
    • repeat as necessary
  • 15. Player Retention
    • Assumption 1: high player retention is a result of a quality experience for the players
    • Assumption 2: improving the experience quality leads to more returning athletes
    • Assumption 3: coaches have the most direct impact on the quality of experience for athletes
    • Assumption 4: coaches with the highest retention are providing a higher quality experience
  • 16.
    • New report identifies participation trends
    • Previously trained vs. brand new to the sport
    • Use up to 5 years of history
    • Presents email/phone address info for easy contact
    Bench Marks for returning Members
  • 17. Make Changes
    • Simple program:
      • Just prior to registration close date send reminder to all members who have not signed up.
      • After registration complete send email to all non-returning members with a survey as to why they are not returning.
      • Measure results of above program and repeat i.e. did we get more returning members?
  • 18. More detailed plan
    • The previous programs are reactive after the season is over, but we have identified that coaches have the biggest impact on player retention.
    • You can look at how well your coaches rate on player retention.
  • 19. Returning participants 10% 30% 50% 93% 6-7 8-9 10-11 Age Groups * * * * * * * Scatter Plot Jerry Jones Westend Lions 6 Years 123 Dorsett Av Calgary …. Terry Jones Eastside Rec 1Years 123 Flint St London …. Coaching Performance
    • Assumption:
      • Better coaches = more returning players
      • Graph shows return % by coach
    • Action: High % coaches:
      • Identify strengths / certifications
      • Develop best practices
      • Use as trainers
    • Action: Lower ranked coaches
      • Identify deficiencies
      • Training plan, track completion
    • Similar actions for officials / judges
    * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * *
  • 20. Deerfoot Soccer Association
    • 10 coaches (out of 45) are responsible for 53% of the returning players
    • Most coaches that only coach one year do not have more than 1 or 2 returning players.
    • Program
    • Send out survey to find out why so many coaches and players are not returning.
    • Establish a program based on survey results to retain more players.
  • 21.
    • Determine drop-outs rates
    • Get more Coaches & Officials
      • Re-engage drop-outs via email and phone campaigns
      • Find out if their child still plays (if minor)
      • Marketing for new coaches & officials
    • Get more other volunteers
      • Capture volunteer during registration
      • Fees in lieu of volunteering – Get paid help
      • Re-engage drop outs (as above)
    Other ideas to Manage Your Members
  • 22. Summary Member Retention
    • STEPS
    • Determine what your current retention rates are.
    • Identify where improvements are to be made.
    • Put simple improvement programs in place.
    • Measure results.
    • Repeat as necessary.
  • 23. Member Training
    • Common best practice in many industries is the more skilled people are the more motivated they are.
    Motivation Skills
  • 24.
    • Player retention report identifies who there coach was the previous season.
    • If you also track coach certification you can determine both the coaches with high retention rate and what training they have taken.
    Returning Member Report
  • 25. Coach Member record - Certification
  • 26. Calgary Minor Basketball Association
    • Problem: New coaches not adequately trained but didn’t have time to spend a whole day with the existing certification program.
    • CMBA developed a 2 hour course for new coaches
  • 27. Calgary Minor Basketball Association
    • Steps
    • Track new coaches who have and have not take the course
    • Survey both groups at end of season on how prepared they felt.
    • Track how many return the next season
    • Run report on which coaches retained the most players
  • 28. Best Practice: Roles and Process
    • Another best practice from other industries is to have well defined roles and processes.
    • This can be a daunting task and with a lot of organizations with high turn over, each new volunteer ends up re-inventing their position.
    • ITSportsNet 2.1, as tool builds roles and processes right into our software.
  • 29. Roles & Processes
    • Different people have different roles and need different info
    • Many people have multiple roles (Player, coach, …)
    • Systems must be built to reflect this
    • Why?
    • Privacy (Need to know basis)
    • Less confusing (why see things you won’t use)
    • Quicker for your volunteers to get job done
    • Establish authorities (what role is allowed to do what)
    • Checks and balances (approvals)
    • E.G. – Age Group Coordinator vs. Coach
  • 30.
    • V2.1 Integrated Framework
    • Access to the Information you need
    • Quicklooks – Learn as you go
    • Role based – simpler / intuitive
    • Privacy – see only what job needs
    • Share the workload
    Roles & Process
  • 31. My Profile Communication View & Edit my profile Rosters View, Update Certifications Email Team Schedule & Edit Practice Game Score Game Team Web Pages Course Sign-up Other Development tools Player History Direct Link to Rules and Policies Standings Player Return Scatter Plot Coach Role & Process Development
  • 32.  
  • 33.
    • Game Scoring Features
    • Online scoring looks like a game sheet – intuitive/simple
    • Add the team rosters with one click
    • Integrated with discipline module
    • De-select players who were missing
    • Customize to exact league requirements
    • Score just game result or full stats by player
    Game Scoring
  • 34. Communication Best Practice
    • Common and very popular communication best practice is to have an up to date club or league website
    • Challenges:
      • Who has access to update it
      • Easy to use
      • Minimal training
  • 35.
    • Website out of date?
    • Create, update, manage your website
    • without IT or HTML knowledge
    • One click folder creation and organization
    • On screen table creation and photo re-sizing
    • Integrated stats, standings, schedules from ITLeagueManager .
    • Plug-in modules - calendars, polls, photo galleries and forums/blogs*
    • Insert / edit graphics by direct link – no upload required
    ITWebMaster Keep members up to date with a professional looking site
  • 36.
    • ITSportsNet Mobile
    • New online sign-up
    What’s coming The Future
  • 37.
    • Need to communicate on the go?
    • Use email notification on a PDA – ready now
    • Score from a PDA at the event – results in real time
    • See schedules, locations on the fly
    • Get car pool requests on your phone
    • Send and get team-wide alerts via text messages
    ITSportsNet mobile To : Team Sub: Game Change Tonight’s game Moved to 234 Mt Pl
  • 38.
    • Want to save time and gas?
    • Sign-up Athletes, Coaches, Officials, Volunteer online 7/24
    • Pay online and automate financial tracking
    • Enter full teams in tournaments
    • Set-up and enroll for Courses & Clinics
    • Make charitable contributions online
    • Subscribe to the car pooling service
    New Online Sign-up Get started saving time paperwork and energy today
  • 39.
    • Merchandise on-line:
    • No Risk and no setup costs
    • No need to have inventory on hand
    • Clothing, etc… with your logo
    • Parents order and receive goods directly
    • Receive 12% Revenue from each order
    • Suspension Module:
    • Tied to the new game scoring module
    • View players who are serving suspensions
    • Automatically reduces the count per game not played
    • Individual registration:
    • Gymnastics, Figure Skating, Judo, etc…
    • Register for classes, programs – No rosters
    • Example: 8 Saturday mornings in a row
    ITSportsNet – Still more
  • 40.  
  • 41.
    • If you decide to make one operational change this session will be worthwhile.
    • You can
    • Contact non-returning athletes / volunteers
    • Save gas and money with online sign-up
    • Implement a car pooling system
    • Do qualitative or quantitative analysis for officials / coaches
    • Organize a coach / official information centre
    • Institute a certification process
    • Countless other activities that will remove obstacles to the enjoyment of community based sport – for all
    Take Action
  • 42.
    • Consult with other sports leaders
    • Don’t reinvent the wheel
    • Automate everything
    • Integrate everything
    • Some solutions need to be mobile (scoring, car pools, schedules updates)
    • Use the connector site to share best practices
    • Demand the best tools
    Tips for Best Practices & Tools
  • 43. ITSportsNet Presenters: David Cooper – [email_address] Jason Hansen – [email_address] Larry Jacques – [email_address] www.itsportsconnector.com 1-877-226-7726 ITSportsNet Regional Sports Connector