How to Successfully Integrate Technology into your Sport Organization Date: Saturday April 18 2009 Presenter: David Cooper [email_address] The Game Plan:

Agenda Welcome - Introduction Background Current State of Sport Organization ‘ Best Practices’ Implementing Technology Examples Membership Retention Social Media Tools Q&A

Welcome - Introduction

Background

Current State of Sport Organization

‘ Best Practices’

Implementing Technology

Examples

Membership Retention

Social Media

Tools

Q&A

David Cooper Founder ITSportsNet BA - Philosophy MBA - New Venture Dev Community Involvement -Boys & Girls Clubs -Big Brothers -Canadian Ski Patrol -Kid Sport -Lethbridge Youth Foundation -MRC Sport & Rec -CTI Tech Rev -U of C Mentor -Speaker / Toastmaster Mission : Promote the value and importance of community sport and recreation programs and work to improve them: ITSportsNet—software & service SportsConnecter—website for best practices Seminars—across Canada and this event

Founder ITSportsNet

BA - Philosophy

MBA - New Venture Dev

Community Involvement

-Boys & Girls Clubs

-Big Brothers

-Canadian Ski Patrol

-Kid Sport

-Lethbridge Youth Foundation

-MRC Sport & Rec

-CTI Tech Rev

-U of C Mentor

-Speaker / Toastmaster

Mission : Promote the value and importance of community sport and recreation programs and work to improve them:

ITSportsNet—software & service

SportsConnecter—website for best practices

Seminars—across Canada and this event

Current Environment 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

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

Current Environment 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 = CRISIS

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

= CRISIS

Big Picture Review or Develop your: - Mission - Goals - Vision Find or Establish Best Practices for achieving your Vision Look for the Tools/Technology to implement your Best Practices

Review or Develop your: - Mission - Goals - Vision

Find or Establish Best Practices for achieving your Vision

Look for the Tools/Technology to implement your Best Practices

Big Picture

Vision &Strategic Plans A Vision and Strategic Plan are crucial to your organizations success! HOWEVER, your ability to execute them is even more crucial. A worthwhile Strategic plan is 10% planning/strategy and 90% Execution. i.e. if it takes your committee 40 hours to develop a plan, it will likely take 400 hours to execute it

A Vision and Strategic Plan are crucial to your organizations success!

HOWEVER, your ability to execute them is even more crucial.

A worthwhile Strategic plan is 10% planning/strategy and 90% Execution.

i.e. if it takes your committee 40 hours to develop a plan, it will likely take 400 hours to execute it

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, PIPEDA, Coaching Certification, Long Term Athlete Development , …

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, PIPEDA, Coaching Certification, Long Term Athlete Development , …

Technology It is only ‘cool’ if it helps us improve your world. Too often we let technology drive us …let the Tail Wag the Dog If you have a broken process, or worse no process at all, implementing technology to solve your problems will only help you FAIL FASTER .

It is only ‘cool’ if it helps us improve your world. Too often we let technology drive us …let the Tail Wag the Dog

If you have a broken process, or worse no process at all, implementing technology to solve your problems will only help you FAIL FASTER .

Case Studies & Discussion Case Studies Calgary Minor Basketball Association Deerfoot Minor Soccer Association Developing a Best Practice Measuring Coach & Player Retention Long Term Athlete Development Program Networking & Social Media

Case Studies

Calgary Minor Basketball Association

Deerfoot Minor Soccer Association

Developing a Best Practice

Measuring Coach & Player Retention

Long Term Athlete Development Program

Networking & Social Media

Implementing a Vision Vision Best Practice Tools Each sport is unique yet many practices span organizations Increase the Quality & Quantity of Participation LTAD Player Retention Networking Byte Size Coaching This Event Various Tools

About CMBA MISSION STATEMENT Calgary Minor Basketball Association provides basketball opportunities for youth in and around Calgary that is accessible, positive, fair and safe. Calgary Minor Basketball Association will also provide quality leadership promoting the values of teamwork, integrity and commitment, while developing skills at all levels of competition and a lifelong love of the game. Calgary Youth Basketball League 9-19 years old 4,500 members

MISSION STATEMENT

Calgary Minor Basketball Association provides basketball opportunities for youth in and around Calgary that is accessible, positive, fair and safe. Calgary Minor Basketball Association will also provide quality leadership promoting the values of teamwork, integrity and commitment, while developing skills at all levels of competition and a lifelong love of the game.

Calgary Youth Basketball League

9-19 years old

4,500 members

Calgary Minor Basketball Assoc Issues Increase in game incidents Source: online submission of incident reports Simple Technology Solution New NCCP course too time intensive for first year community coach (the parent roped into coaching at the last minute). Source: feedback from coaches who have not signed up. More Complex Technology Solution

Issues

Increase in game incidents Source: online submission of incident reports Simple Technology Solution

New NCCP course too time intensive for first year community coach (the parent roped into coaching at the last minute). Source: feedback from coaches who have not signed up. More Complex Technology Solution

Game Incidents Goal: Monitor game incidents to make sure CMBA is creating a safe & fun environment Related Goal: Increase Game Officials Drop in game officials on court activity a factor? Options for monitoring game incidents Full Service Program Reports for referee, coaches, players, parents Complete stats and reports, but costly & labour intensive Email Forms Generic reports Very limited data, but low cost

Goal: Monitor game incidents to make sure CMBA is creating a safe & fun environment

Related Goal: Increase Game Officials Drop in game officials on court activity a factor?

Options for monitoring game incidents

Full Service Program

Reports for referee, coaches, players, parents

Complete stats and reports, but costly & labour intensive

Email Forms

Generic reports

Very limited data, but low cost

Online Form

Data Collected Online Forms : Date, Gym and GameID , Referees Games : Date, Gym, GameID , Team, Division, Coach, Age Group, Referees With this basic info you can come up with the following report: Year Games Incidents Reported % Incidents per game 2006 1,739 87 5.0% 2007 3,202 212 6.6% 2008 2,754 192 7.0% 2009 942 12 1.3%

Online Forms : Date, Gym and GameID , Referees

Games : Date, Gym, GameID , Team, Division, Coach, Age Group, Referees With this basic info you can come up with the following report:

Next Steps Highest % of incidents were between coach and game official Further Detail for Investigation Tie incidents to age category Tie incident to time of season Tie incident to coach’s training/experience * Next step: additional education for coaches Expected improvement: Less incidents per game and higher volunteer rates for game official.

Highest % of incidents were between coach and game official

Further Detail for Investigation

Tie incidents to age category

Tie incident to time of season

Tie incident to coach’s training/experience *

Next step: additional education for coaches

Expected improvement: Less incidents per game and higher volunteer rates for game official.

Big Picture Report: monitor incident levels Evaluate: pull out conclusion Set Goals: set goal incident rate and game official volunteer retention rates Plan & Execute: Put new training in place Monitor Reports Repeat as necessary Step One

Report: monitor incident levels

Evaluate: pull out conclusion

Set Goals: set goal incident rate and game official volunteer retention rates

Plan & Execute: Put new training in place

Monitor Reports

Repeat as necessary

CMBA Coach Training Address multiple issues Decrease Game Incidents Increase Game Official retention Increase Player Retention More training for First Year Coaches Coach’s have the biggest impact on most of the above issue Proposed Solution: Community Coach Certificate Program to specifically address the above issues.

Address multiple issues

Decrease Game Incidents

Increase Game Official retention

Increase Player Retention

More training for First Year Coaches

Coach’s have the biggest impact on most of the above issue

Proposed Solution: Community Coach Certificate Program to specifically address the above issues.

Big Picture Set Goal: + member retention - game incidents Plan: CCCP Execute: Train coaches Report: Retention and Incidents Step One

Set Goal: + member retention - game incidents

Plan: CCCP

Execute: Train coaches

Report: Retention and Incidents

Requirements To determine if new CCCP is successful Previous Years retention rates for members Tools that will track Coach Training Member Registration History Join Coach Training to Registration History Join Incidents to Coach Training Expected results: Coaches with training will have less incidents and more returning players

To determine if new CCCP is successful

Previous Years retention rates for members

Tools that will track

Coach Training

Member Registration History

Join Coach Training to Registration History

Join Incidents to Coach Training

Expected results: Coaches with training will have less incidents and more returning players

Tools Spreadsheet Could be done with spreadsheet, but relationships are too complex and too labour intensive with volume (4,000 players, 400 coaches, plus history). Central Database Data entry (registration) done by 20 Clubs Unique MemberID numbers automatically assigned Tie gameID, incidents, memberID, certificationID and history together.

Spreadsheet

Could be done with spreadsheet, but relationships are too complex and too labour intensive with volume (4,000 players, 400 coaches, plus history).

Central Database

Data entry (registration) done by 20 Clubs

Unique MemberID numbers automatically assigned

Tie gameID, incidents, memberID, certificationID and history together.

Canadian BB Player Retention Rates Year One Time Total % non-returners 20 CMBA Clubs 2004 1,016 3,392 30% 2005 1,863 6,832 27% 2006 5,678 15,902 36% 36% 2007 4,354 16,001 27% 19% 2008 6,263 15,248 41% 37% Total-AVG 19,174 57,375 33% 31% Clubs in Sample 112 Registrations Records 57,375 Individuals 33,623

CMBA Next Steps CCCP training completed After 2008-09 record incidents Tie incidents to coach Compare incidents per coach/training After 2009-10 registration complete Run national and CMBA player retention rates Compare registration rates to coaches trained to those that are not

CCCP training completed

After 2008-09 record incidents

Tie incidents to coach

Compare incidents per coach/training

After 2009-10 registration complete

Run national and CMBA player retention rates

Compare registration rates to coaches trained to those that are not

Deerfoot Minor Soccer Association Community Soccer Club in Calgary Member of CMSA and ASA After CMSA dropped boundary requirements there was a significant drop in registration 2004 – 398 registrations 2008 – 206 registrations Options Merge or Regain Members

Community Soccer Club in Calgary

Member of CMSA and ASA

After CMSA dropped boundary requirements there was a significant drop in registration

2004 – 398 registrations

2008 – 206 registrations

Options Merge or Regain Members

Possible Issues Drop in Boundary Neighbourhood with high turn over of families Other clubs attracting players Other clubs attracting coaches Data: 10% of DSA coaches responsible for 50% returning players If the coach did not return, less than 90% of his/her players returned

Drop in Boundary

Neighbourhood with high turn over of families

Other clubs attracting players

Other clubs attracting coaches

Data:

10% of DSA coaches responsible for 50% returning players

If the coach did not return, less than 90% of his/her players returned

Coach Performance 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 …. 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 * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * *

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

Multiple Programs Upgrade Website Rebranded DSA Increase coach communication and recognition Registration Reminders Sent email to parents who have not signed up Survey Create an online survey for both returning and non-returning members

Upgrade Website

Rebranded DSA

Increase coach communication and recognition

Registration Reminders

Sent email to parents who have not signed up

Survey

Create an online survey for both returning and non-returning members

DSA Registrations 2009 Increase in 2009 Registration Increase appears to be more a result of rebranding verses email and survey. Introduction of U4 program (24 new members) Survey results not collated Year One Time Grand Total One Time 2004 146 398 37% 2005 58 296 20% 2006 55 247 22% 2007 77 258 30% 2008 64 206 31% 2009 119 237 50% TOTALS 519 1,642 32%

Increase in 2009 Registration

Increase appears to be more a result of rebranding verses email and survey.

Introduction of U4 program (24 new members)

Survey results not collated

Clearly state Clubs Purpose: Low cost, technical training, in safe nurturing environment. Celebrating Clubs Success Updated Info for coaches and parents

Celebrating and recognizing the Coaches’ contribution to the success of DSA

Online Tools Website Developed Customized Social Networks: LinkedIn Ecademy Xing Greenlight Outdoorsica Facebook Opennetworker Blogging Blogger ITSportsConnector Profile/Bookmark Squidoo Google Yahoo Wikipedia Email ConstantContact iContact Micro-Blogging Twitter Facebook RSS Feeds FeedBlitz FeedBurner Other SlideShare

Website

Developed

Customized

Social Networks:

LinkedIn

Ecademy

Xing

Greenlight

Outdoorsica

Facebook

Opennetworker

Blogging

Blogger

ITSportsConnector

Profile/Bookmark

Squidoo

Google

Yahoo

Wikipedia

Email

ConstantContact

iContact

Micro-Blogging

Twitter

Facebook

RSS Feeds

FeedBlitz

FeedBurner

Other

SlideShare

Questions to consider Choose your tools that suit your primary Goals What level of integration do you require with other tools What resource allocation do you have (both time and money) How critical is the tool Seek provider that services your market

Choose your tools that suit your primary Goals

What level of integration do you require with other tools

What resource allocation do you have (both time and money)

How critical is the tool

Seek provider that services your market

Website tools Website Purpose: General Info News (blog) Registration Website ranges: 100% developed Customizable solution Preconfigured Easy to update and Maintain

Website Purpose:

General Info

News (blog)

Registration

Website ranges:

100% developed

Customizable solution

Preconfigured

Easy to update and Maintain

Social Media Social Networks Social networking has been around since the beginning of... well since we have been hanging out in social groups. Social Network Services Facebook, LinkedIn, Ning, etc... are all simply NEW tools for networking.

Social Networks

Social networking has been around since the beginning of... well since we have been hanging out in social groups.

Social Network Services

Facebook, LinkedIn, Ning, etc... are all simply NEW tools for networking.

Social Media Strategy Social Media are tools for: Branding Connecting Members Communicating Set goal and pick to tool suited to the goal Start with one and devote a set amount of time to it for several weeks to get established and comfortable with the tools Expand to the next tool several weeks later

Social Media are tools for:

Branding

Connecting Members

Communicating

Set goal and pick to tool suited to the goal

Start with one and devote a set amount of time to it for several weeks to get established and comfortable with the tools

Expand to the next tool several weeks later

Big Picture VISION: Improving the quality and quantity of membership participation Best Practice: Long Term Athlete Development Program Technology: Find the tools to help promote our program

How to Successfully Integrate Technology into your Sport Organization Date: Saturday April 18 2009 Presenter: David Cooper [email_address] www.itsportsconnector.com The Game Plan: