Transcript 311 Regional Management v1

Regional Management
Training
#311
AYSO National Management Program
Attendance Roster
Instructors
The instructors for this course would like to WELCOME everyone to
Regional management
Course Objectives
Regional Management is a course to increase familiarity with and the
understanding of the following:
• Succession Planning
• The Regional Board/Regional Assessment Program
• The importance of Planning (Goals/Objectives)
• Budgeting and Calendaring
• Communication
• How to Run A Meeting
• Standard Policies & Protocol
Who is this training for?
• Regional Commissioners
• Regional Coach Administrators
• Regional Referee Administrators
• Child and Volunteer Protection Advocates
• Safety Directors/Risk Managers
• Treasurers
• Registrars
• Additional/future Regional Board members
Prerequisites
A desire to learn!
Please Note
This is an interactive class and you will be actively participating int eh
training – all part of the learning experience!
• It will be fun!
Before we get started… a quiz!
What are AYSO’s Six Philosophies?
Did you know all six?
Everyone Plays®
Balanced Teams
Open Registration
Positive Coaching
Good Sportsmanship
Player Development
Why are they Important ?
• AYSO’s Six Philosophies
Conclusion - Module 1
How does your Region promote the Six AYSO Philosophies?
Module 2
Succession Planning
Succession Planning
What is the legacy you want to leave in your Region when you retire?
Succession Planning
What are some tips that could be a part of your succession plan if yo
planned to leave in one year?
Good Succession Planning Tips
• Know your job description
• Make a list of all the tasks and duties (action list) associated with your
job
• Delegate simple tasks to other volunteers
• Appoint an assistant
Good Succession Planning Tips
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Give them the responsibility and authority to do these tasks.
Evaluate the members of your team. Recruit the best qualified
person to be your assistant and hopefully your successor.
Once you have an assistant in place, then you are now ready to
advance to other opportunities within AYSO.
Look for…
• People Skills
• Job Skills
• Leadership Skills
Conclusion – Module 2
Why are these good tips for every AYSO volunteer?
Module 3
• The Regional Board and Regional Assessment Program
Required Regional Board Positions
What are the required positions on a Regional Board?
Required Regional Board Positions
• Regional Commissioner
• Regional Coach Administrator
• Regional Referee Administrator
• Child & Volunteer Protection Advocate (CVPA)
• Safety Director
• Treasurer
• Registrar
What are some additional positions?
These positions are strongly recommended:
• Division Coordinators
• Regional Auditor
• Regional Secretary
• Volunteer Coordinator
• Others?
Two Questions
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Does each Regional Board Member have the exact responsibilities
and tasks?
What are the tasks that all Regional Board Members must do?
Job Descriptions
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Where do we find job descriptions?
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Why is it important for the RC to discuss duties and
responsibilities with Board Members?
Teamwork
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The stronger the team, the greater the chance for success.
Attitude vs. Ability? Which do you prefer?
We can teach them how to do their job through training and
understanding of their job description.
The Regional Board
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The Regional Board is the backbone of the Region.
Coordination of effort is essential.
Every team needs a leader.
The leader of the Region is the RC. “The Buck Stops” with the RC.
Question
What happens when Regional Board Members don’t do what is
expected of them?
Brainstorming
Activity:
Each attendee will write at least one job/task that is a responsibility of
their Regional Board position on a Post-It-Note.
Regional Commissioner
Tasks
29
What is the key to success
• Delegate
Debrief
Who does all of this?
• Together we make a team
Question
What is one of the best tools that AYSO gives a Region to help make it
successful?
Regional Assessment Program
• Regional Assessment Program
Regional Assessment Program
• The best delegating tool!
• All Regional Board Members participate. It isn’t something that is
done by just the RC.
• It helps make RBMs accountable.
• Everyone (players, parents, coaches, referees, volunteers, RBMs,
community, etc.) benefits when a Region participates in RAP.
Together Everyone Achieves More!
Conclusion – Module 3
Regional Assessment Program encourages:
• Teamwork
• Delegation
Module 4
The Importance of Planning
Plan
Nothing happens until we plan and Good plans have:
• Goals
• Objectives.
Goals
A goal is a dream with a deadline.
-- Napoleon Hill
Goals determine what you're going
to be.
- Julius Erving
Goals help you channel your energy
into action.
- Les Brown
Goals cont.
The goal is where we want to be. The objectives are the steps needed
to get there.
Plan
Every Region needs a plan to improve
Smart Goals
Can you make these goals SMART and add
objectives?
1.
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5.
6.
Our Region will recruit more volunteers
We will provide coach training
We will stop parents from yelling at referees
Region 1999 will start a tournament
All Regional Board positions will be filled
Get more volunteers to attend AYSO EXPO
Activity
A spokesperson from each group/table will present their SMART goal
and related objectives
Setting & Reaching
Common Mistakes
Important Points
Conclusion – Module 4
Successful goals and objectives can make the impossible possible
Let’s Take A Break!
Module 5
Calendaring and Budgeting
Region Success
Calendaring and budgeting are essential to a successful Region
Calendaring and Budgeting
• Calendars and budgets ensure goals and objectives are implemented
properly
• Gives your Region a timeline for success
Calendar
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A timeline is critical to achieve goals and objectives.
Work backwards to develop steps for completion.
Planning Form for Calendaring and Budgeting
Responsibilities of Your
Position/Action Items
1
2
3
4
5
Put in
Chronological
Order (1-10)
Delegate?
Items
Delegate to
whom?
Budget
Items?
Calendar
Let’s begin developing a Regional calendar
Calendar Exercise
1. Complete list of five key responsibilities.
2. Put list in chronological order.
3. Identify at least two action items on the list that can be given to
someone else.
4. If possible, list one person you could delegate this job to.
5. Put a $ next to any items that require money to be completed.
Completed Regional Calendar
Contact [email protected] at our National Office to receive the
entire year of this calendar.
Let us now look at our budgeting
Budget
Determine resources needed/how allocated
Establish funding sources
Require advanced approval
Submit to the National Office on or before June 1, prior AD
approval required
• Must be part of National Accounting Program (NAP)
• Two signatures required on budget
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Budget cont.
Let us develop a Region budget
But why budget?
For upcoming year:
• Determine player fees
• Plan expenditures
• Estimate revenue
See the sample budget in your handouts.
Let’s review this form.
Budget Form Items 1/3
Estimated Revenues:
Registration fees
Tournament/Player camp
Donations/Sponsorships
Fund raising receipts
Concessions
Other
Total estimated revenue (R)
______
______
______
______
______
______
______
Budget Form Items cont. 2/3
• Estimated cash increase (decrease): ____
• Cash balance from prior season:
____
• Estimated ending cash balance:
____
Budget Form Items cont. 3/3
Estimated expenditures:
Uniforms – players
Uniforms – coaches
Uniforms – referees
Clinic training expenses – coach
Clinic training expenses – referee
Payments to AYSO
• EXPO/NAGM
Total estimated expenditures
______
______
______
______
______
______
______
______
Conclusion – Module 5
Why are budgeting and calendaring so important?
Module 6
Communication
Objectives
• Define and clarify what effective communication is, and how it can
affect everyone in the Region
• Identify and develop an understanding of the components of
effective communication
Objectives cont.
• Examine the importance of building trust in developing effective
team communication
• Foster an awareness of the barriers and qualities of effective
communication
Let’s listen to this communication
This is a conversation between the RC and the Registrar …
Activity
This scenario is in the handouts, but listen first. In the next five minutes
find all the communication errors in the conversation.
Start finding the errors as a team
Let’s Review
What items did the teams find?
Errors
• Registrar was recruited a few months ago and the RC should have
contacted her then
• Registrar obviously does not know what her job description is.
• A brand-new AYSO volunteer does not know what the acronyms
stand for American Youth Soccer Organization
• Email has limitations
Errors cont.
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There is insufficient notice for the Board meeting
There is no agenda for the Board meeting
The RC did not give the address of the Board meeting
eAYSO information needs to be current
Communication Skills
Good communication skills = strong Regions with fewer problems
Communication Skills cont.
Poor communication skills = weak Regions with many problems
Be careful what you say and how you say it!
The Best Methods of Communication
Could more than one method work?
The Situations
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Going over the job description for a new Board Member
Sending a Board agenda out
Thanking a volunteer for an outstanding job during a tournament.
Situations cont.
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Suspending a coach
Amending the Standard Policies & Protocols
Promoting the AYSO EXPO
Letting parents know when the season starts
Verbal Communications
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It takes two - a speaker and a listener.
Learn to listen actively.
Give your full attention.
Give verbal cues that you are listening.
Summarize the communication.
Non-Verbal Communication
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Body language
Eye contact
Gestures
Written Communication
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Parent handbooks
Flyers and handouts
Standard Policies & Protocols
Regional newsletter/newspaper/calendar
Electronic Communication
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Telephone/answering machines
Email/texts
Website keep it current
Call companies
Communication with Families
Conclusion - Module 6
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Communication impacts every aspect of our lives.
It’s important that we take time to examine and analyze just what
communication consists of and ways to improve.
Hearing isn’t listening until you get the message.
Let’s take a break!
Module 7
How To Run a Meeting
Questions
• How many of you love to go to meetings?
• How many of you have to go to meetings?
The Negatives
What makes you crazy about “some” AYSO meetings?
Meeting Pet Peeves
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Not starting on time
No agenda
Many tangents from the agenda
One person dominating the discussion
Time spent on updating previously absent Board Members who
frequently miss meetings
Meetings Gone Wrong
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Negative influences
Poor facility (too hot, too cold, not enough chairs, noisy)
Poor preparation (not enough handouts, late, etc.)
Boring
And…?
You have options!
• Have a one-on-one, frank discussion with the RC about ways to
shorten the Board meetings or to get them more organized.
• Ask the RC for buy-in and if the RC wants, offer to make a
presentation to the Board.
• Contact the AD and ask for a meeting visit. After that the AD can
offer suggestions.
Help
Be part of the solution and offer to help the Regional Commissioner
run a more effective meeting
Change Location
• What are the pros and cons of having meetings on the same night,
same time and same place each month?
• Ask the RBM who always travels the farthest to pick a location once
a year
• Treat everyone to dinner in the off season and do a quick meeting
that ends with just socializing - Invite the spouses
Start the Clock
How long should the meeting be?
Start on time regardless of who is missing.
Use a countdown clock.
Use a timekeeper to keep all reports to the allotted time. Ring a
bell/use a red card.
• Put times in the agenda.
• Respect everyone’s time commitment.
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Seating Arrangements
• Classroom
• Round/Rectangular
National Exposure
• “Start Your Laptops”! You can share at your meetings
• At your monthly Board meeting, do a live presentation of the
Region Toolkit, eAYSO or ayso.org
• Talk about the eNewsletters each meeting. Each Board Member
should share information
• Check out other Region’s websites
Make It Better
• Now let’s look at the list.
• Each group will look at a negative situation and in the next five
minutes come up with a positive and proactive solution to the
negative.
• Think outside the box and be creative.
Good Meetings
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Prepare agendas in advance
Start and end on time
Control deviations from the agenda
Minimize distractions
Create an atmosphere conducive to getting the business conducted
in a fair and impartial manner
The Question
Why have meetings at all?
Debrief
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Meetings are necessary
Every Board Member is involved in meeting planning and facilitating
Be proactive in your preparation
Value people’s time, it is the most valuable asset
Thank your volunteers for attending the meeting and be
appreciative of their efforts
Conclusion – Module 7
Make your next meeting a great meeting
Module 8
AYSO Standard Policies and Protocols
AYSO’s Standard Policies & Protocols
• Mandatory for MY 2016
• Will automatically be in force in all Regions, subject to approved
revisions
• Are generally consistent with the old Standard Regional Guidelines
• Permit Regional flexibility within the scope of AYSO’s Governing
Documents
• Do not have to be approved every year, unless changes are made
Continued…
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Reduce the occurrence of common pitfalls
Avoid recreating the wheel
Save time and energy
Provide consistency
Important Differences
• Clarification that all material contracts in excess of one year
duration, including proposed leases must be approved by the
NBOD or its delegate prior to execution
• No AYSO volunteer may file a lawsuit in the name of AYSO without
prior written approval of the National Office.
• RCs have a responsibility not to allow his/her term to expire
Continued
• RCs no longer prohibited from coaching
• Regions may only have 1 checking account and 2 savings
accounts/CD, unless previously authorized
• AD should be signatory on Region account, if possible
Remember!
A reasonable measure of flexibility is also necessary in operating
guidelines to allow freedom to adjust where needed.
The P&Ps Allow for Regional Flexibility
Addendum A
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Allows Regions to modify the P&Ps, as long as the changes are consistent
with AYSO’s Governing Documents and Area and Section Policies (for
example, ¾ play)
Defines which Regional Board members are not eligible to vote at meetings
Continued
Addendum B
• Listing of Regional policies, such as for refunds, tryout selection
rules
• Both Addenda must be reviewed and approved by AD and SD
• Best Practices are described in Chapter 8 of the Reference Book
Activity
Group Scenarios
What is the reference in the guidelines that addresses this?
• Let’s discuss your group’s answer
Regional Commissioners
The RC at a Regional Board meeting asks the Board to vote on a
player registration fee increase
• Eight of the 15 Board Members are in attendance
• The vote is taken and the fee increase has passed
• The vote is challenged by the Registrar at the next Board meeting
• Is the vote valid or should it be rescinded?
Article Six, C & D
Regional Coach Administrators
A coach requests to keep the same team from one season to the next
• The RCA refuses to allow it
• The coach is volatile and is threatening to take the team to a club
program.
• How would the RCA defend the decision using the SRG?
Article Seven B 3
Regional Ref Administrators
The RRA is approached by an experienced referee prior to the start of
the season
•The referee thinks due to his experience and ability to cover several
games each Saturday he should be paid $25 per game
•He then states his love for AYSO, but he could make more money
refereeing for club.
•Is this OK?
Article Four J
Other Regional Board Members
A parent at registration demands to know what is done with all the
money collected
• The Treasurer says “We are a non-profit organization and we do not
have to divulge that information.”
Article Eight B
Review
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What are the Standard Policies & Protocols?
Does every Region have them?
When do the P&Ps become mandatory?
Where can they be found?
Can they be changed?
Module 9
Conclusion
Did you learn something that will help you be
successful?
• Hopefully everyone learned something to help them do a better job
running their Region
• Improving management skills is a worthy goal
• Don’t stop with this course – take advantage of additional
management training. Need help? Ask how!
What Have You Learned?
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What one thing did you learn in this workshop that will make a
difference in how you manage your Region?
What is your most memorable moment from this workshop?
We would like you to take a quick survey
What is the one word that would describe how you are feeling right
now as a result of completing the Regional Management Workshop?
Wait!
One last
thought!
These players are counting on you to do
the best job possible to manage their
Region!
Thank you for attending!