Calgary Regional Sports Connectors


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Calgary Regional Sports Connectors

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