American Youth Soccer Organization Introductory Management

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American Youth Soccer OrganizationIntroductory
Management
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Instructors

• As your instructors for this course we would
  like to
• you all to Introductory Management

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We want to stress the team concept in this course
and how we work as a team in AYSO.The first
thing we want you to do is divide up into teams
at the various tables Regional Commissioners,
Regional Coach Administrators, Regional Referee
Administrators, and Board Positions.
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What is Introductory Management?

• A course to Increase familiarity with and the
  understanding of the following
• Succession Planning
• The Regional Board
• Goals and Objectives
• Budgeting and Calendaring
• Communication
• How To Run A Meeting
• Standard Regional Guidelines

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Who is this training for?

• Regional Commissioners
• Regional Coach Administrators
• Regional Referee Administrators
• Child and Volunteer Protection Advocates
• Regional Safety Directors
• Regional Treasurers
• Regional Registrars
• Additional and future Regional Board Positions

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Are there prerequisites?

• YES!
• A DESIRE TO LEARN

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Please Note

• This is an interactive class
• you will be actively participating in the
  training
• thats part of the learning experience and
• It will be fun

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Before we get started, we would like you to take
quick quiz.

• What are the 6 AYSO Philosophies?

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Did you know all six?

• Everyone Plays
• Balanced Teams
• Open Registration
• Positive Coaching
• Good Sportsmanship
• Player Development

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Why is it important that you know the 6 AYSO
philosophies?
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AYSO Philosophy

• The Philosophy of the Organization is to educate
  and develop young people by encouraging their
  interest and participation in soccer through its
  Everyone Plays, Open Registration, Balanced
  Teams, Positive Coaching, Good Sportsmanship
  and Player Development concepts.

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Why was the 6th Philosophy added?
Player Development We believe that all
players should be able to develop their soccer
skills and knowledge to the best of their
abilities, both individually and as a member of a
team, in order to maximize their enjoyment of the
game.
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Player Development
The goal of the new philosophy is to embrace the
objective of improving soccer skills of every
AYSO player, from our VIP to U-19 members, so
that their self-esteem is enhanced, their love of
the game is heightened and they therefore, have
more fun.
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Module 2

• Succession Planning

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Succession Planning

• What is the legacy you want to leave when you
  retire from AYSO?

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Lets look at the following hypothetical
situation.
Succession Planning
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You agreed to take this AYSO position because
you think you can really make a difference.
Unfortunately, you also know that in one year
your professional job will be changing and will
not allow you to continue with this type of AYSO
commitment. You have one year to do the best job
you can, but you must also find a replacement.
This means developing a succession plan.
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Succession Planning

• What are two tips
• that could be part of
• your succession plan?

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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
• Give them the responsibility and authority to do
  these tasks.

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Good Succession Planning Tips

• 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

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Why are these good tips for every AYSO volunteer?
Good Succession Planning Tips
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Module 3

• The Regional Board

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Team Assignments

• Each team needs to assign the following jobs
• Leader
• Spokesperson
• Secretary
• NOTE These assignments will change for the
  different exercises so that team members get to
  participate in various jobs

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Your Tools

• Post-it notes
• Flip Chart Paper and Markers

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RequiredRegional Board Positions

• What are the required positions on a region
  board?

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RequiredRegional Board Positions

• Regional Commissioner
• Regional Coach Administrator
• Regional Referee Administrator
• Child and Volunteer Protection Advocate
• Regional Safety Director
• Regional Treasurer
• Regional Registrar

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What are some additional positions?

• These positions are strongly recommended
• Regional Auditor
• Regional Secretary
• Volunteer Coordinator
• Others?

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Two Questions

• Does each board position have the exact
  responsibilities and tasks?
• Are there tasks that all disciplines must do?

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The Regional Board

• The REGIONAL BOARD is the backbone of the
  region.
• Coordination of effort is essential
• Every team needs a leader

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Brainstorming

• Each group (team) brainstorm the specific tasks
  they have to do make their region run well.
• Each member write one job on a Post-It Note.

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What is the key to success?

• How is the RC going to get all these tasks done?
• DELEGATE

DELEGATE
DELEGATE
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Prioritize the assigned tasks

• Not all tasks are equal we need to prioritize
  the tasks we have.
• Each group will pull together and prioritize
  the tasks. Use the flip charts.

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Group Presentations

• A spokesperson from each group will present
  their groups prioritized list.

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Teamwork

• 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.

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Job Description?

• Where do we find job descriptions?
• Why is it important for the RC to discuss duties
  and responsibilities with board members?

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Conclusion

• Duties and Responsibilities
• TEAMWORK
• DELEGATION

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Module 4

• The Importance of Planning

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Have a plan because

• IF YOU DONT HAVE A PLAN, THEN ANY ROAD WILL
  GET YOU THERE.

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Nothing happens until we plan and good plans
have goals and objectives.
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Before we dive into how we go about setting SMART
objectives we need to be aware of the difference
between goals and objectives.
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Goals relate to our aspirations, purpose and
vision.
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For example, As a Regional Commissioner, I plan
to have our region be financially stable. This
is a goal.
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Objectives are the battle plan.
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Objectives

• To become financially stable, the region will
  need to
• Build up a reserve fund
• Bring in two new sponsors and
• Recruit more players.

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Group Exercise

• In the next five minutes
• Come up with a goal and an objective for a
  hypothetical region.

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The key for your plan

• PLAN
• SMART

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SMART

• S Specific
• M Measurable
• A Achievable
• R Realistic
• T Timely

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SMART

• S Specific
• Is your plan and goal precise and clear?

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SMART

• M Measurable
• How are you able to determine when your goal is
  completed?

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SMART

• A Achievable
• With the resources you have, can you accomplish
  your goal?

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SMART

• R Realistic
• Is this just a dream or can you make it happen?

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SMART

• T Timely
• What is the timetable to get this done?

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SMART

• S Specific
• M Measurable
• A Achievable
• R Realistic
• T Timely

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Look at your goal and objectives

• How do they measure up to the SMART criteria?

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Looking at one group

• Randomly selected lets have one group present
  their goal and plan and lets give it the SMART
  test.

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Lets look again

• Each group will go back to their goal and plan
  and make it SMART.

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Lets have 1 or 2 groups present their plan

• A spokesperson from the group
• will present their goal and plan
• and the application to SMART

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Conclusion

• S Specific
• M Measurable
• A Achievable
• R Realistic
• T Timely

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BREAK TIME

• Lets take a break

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Module 5

• Calendaring and Budgeting

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Region Success

• Calendaring and Budgeting are essential to a
  successful region

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Calendaring and Budgeting

• Calendars and Budgets ensure goals and objectives
  are implemented properly.
• Timeline for success

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Calendar

• A timeline is critical to achieve goals and
  objectives.
• Work backwards to develop steps for completion.

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Planning Tools

• Flip Chart Paper and Markers

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Planning Form
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Calendar

• Lets begin developing a regional calendar

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Calendar Exercise

• Complete list of 10 key responsibilities.
• Put list in chronological order.
• Identify at least two action items on the list
  that can be given to someone else.
• List one person (position) to whom you could
  delegate these action items.
• Put an next to any items that require .

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Completed Regional Calendar
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• Now that we have a calendar lets look at
  budgeting

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Budget

• Determine resources needed and how allocated
• Establishes funding sources
• Requires advanced approval
• Submit to NSTC on or before June 1
• Must be part of National Accounting program (NAP)
• Two signatures required on checks

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Budget

• Lets develop a regional budget

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Budgeting Tools

• Flip Chart Paper and Markers

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Things the budget does

• Your budget should determine your participant
  fees
• See the sample budget in the handbook
• Lets review this form

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Budget Form Items

• Estimated Revenues
• Registration Fees ______
• Tournament/Player Camp ______
• Donations/Sponsorships ______
• Fund Raising Receipts ______
• Concessions ______
• Other ______
• Total Estimated Revenue (R) ______

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Budget Form Items

• Estimated Cash Increase (Decrease)
• Cash Balance from Prior Season
• Estimated Ending Cash Balance

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Budget Form Items

• Estimated Expenditures
• Uniforms Players ______
• Uniforms Coaches ______
• Uniforms - Referees ______
• Clinic Training Expenses Coaches ______
• Clinic Training Expenses Referees ______
• Payments to AYSO ______
• Section Conf/ NAGM ______
• Total Estimated Expenditures _____

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Conclusion

• Why are budgeting and calendaring so important?

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Module 6

• Communication

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What are we doing in this module?

• 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

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What are we doing in this module?

• Examine the importance of building trust in
  developing effective team communication
• Build an awareness of the barriers and builders
  of effective communications

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Lets listen to this communication

• This is a conversation between the RC and the
  Registrar

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Exercise

• With each group having a copy of this
  conversation - in the next five minutes find all
  the communication errors in the Region.

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Team Assignments

• Each team needs to assign the following jobs
• Leader
• Spokesperson
• Secretary
• NOTE These assignments need to be different
  from the assignments in the last module

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Start finding the errors
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Lets Review

• What items did the teams find?

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Errors

• Registrar was recruited a few months ago and the
  RC should have contact her
• Registrar obviously does not know what her job
  description is
• A brand new AYSO volunteer does not know what the
  acronyms stand for

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Errors

• Email has limitations
• There is not sufficient notice for the board
  meeting
• No agenda
• The RC did not give the address of the board
  meeting
• eAYSO information needs to be current

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Communication

• Good communication skills strong regions with
  few problems

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Communication

• Poor communication skills weak Regions with
  many problems

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The Best Method of Communication

• We will review situations
• lets discuss the method of communication.
  Could more than one method work?

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The Situations

• 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

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The Situations

• Suspending a coach
• Amending the Standard Regional Guidelines
• Promoting the section conference
• Letting parents know when the season starts (see
  flier in handbook)

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Verbal Communication

• It takes two a speaker and a listener
• Learn to listen actively (Let me make sure I
  understand what you are saying)

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Non-verbal Communication

• Body language
• Eye contact
• Gestures

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Written Communication

• Parent handbooks
• Regional newsletter / newspaper / calendar
• Standard Regional Guidelines
• Policies and Procedures

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Electronic Communication

• Telephone/answering machines
• Email
• Website (keep it current)

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Conclusion

• Communication impacts every aspect of our lives
• Its important that we take time to examine and
  analyze just what communication consists of and
  ways to improve
• Hearing isnt listening until you get the
  message.

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BREAK TIME

• Lets take a break

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Module 7

• How To Run A Meeting

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Meetings Meetings - Meetings

• How many of you love to go to meetings?
• How many of you have to go to meetings?
• Most people do not like going to meetings yet
  most of us have to attend meetings

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What makes you crazy about some AYSO meetings?
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• Meetings never start on time
• No Agenda
• Not staying on track with the agenda
• One person dominates the discussion
• Too much time spent on catching up board members
  who didnt attend the previous meeting.

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Why Most People Dont Like Meetings

• Negative influences
• Poor preparation (not enough handouts, etc.)
• Poor facility (too hot, too cold, not enough
  chairs, noisy)
• And?

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Making Things Better

• Now lets look at the list
• Each group will look at a negative situation and
  in the next 5 minutes come up with a positive and
  proactive solution to the negative.
• Think outside the box and be creative

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(No Transcript)
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Lets Begin
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Review

• Lets review what our teams came up with to make
  meetings better

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Good Meetings

• The ability to run good meetings is a common
  trait of effective managers

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Good Meetings

• Preparing 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

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Good Meetings

• Lets look at the handbook

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The Meeting Question?

• Why have meetings at all?

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Group Discussion

• There is valuable information in the handbook.
  Lets discuss it.

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Conclusion

• Meetings are necessary
• Every board member is involved in meeting
  planning and facilitating
• Be proactive in your preparation
• Value peoples time, it is the most important
  asset
• Thank volunteers for attending and be
  appreciative of their efforts

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Conclusion

• Make your next meeting a great meeting

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Module 8

• Standard Regional Guidelines

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Standardized Operating Procedures

• Reduce the occurrence of common pitfalls
• Avoid recreating the wheel
• Save time and energy
• Provide consistency

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But Dont Forget

• A reasonable measure of flexibility is also
  necessary in operating guidelines to allow
  freedom to adjust where needed.

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AYSO Standard Regional Guidelines

• What are the Standard Regional Guidelines?
• Does every region have regional guidelines?
• Where can they be found?
• Can the be changed?

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Exercise

• Each group is given a scenario what is the
  reference in the guidelines that addresses this?
• Lets discuss your groups answer.

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Regional Commissioners

• At a regional board meeting the RC 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. At the next board meeting, the vote is
  challenged by the registrar. Is the vote valid or
  should it be rescinded.
• Present both sides of this issue.
• Article Five.3 - .4, Page 27.

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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.
• Debate this issue.
• Article Seven.1, Page 312.

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Regional Coach Administrators

• During half time of a very competitive U-19 game,
  the coach gives each member of the team a can of
  Red Bull (a highly caffeinated stimulant drink).
  A parent observes this and confronts the coach
  saying this is not allowed.
• Debate the issue.
• Article Seven.8, Page 315.

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Regional Ref Administrators

• At a Sunday soccer game, a coach and referee get
  into a shouting match over a questionable call
  which ultimately affects the outcome of the game.
  On Wednesday night the coach calls the RRA with
  proof from the Laws of the Game that the
  referees call was wrong. He is filing a protest.
  
• Debate the issue.
• Article Seven. 6, Page 314.

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Other Regional Board Members

• At registration, pizza has been delivered for the
  workers lunch. The delivery person will not
  accept a check for payment. The Regional
  Registrar wants to take money from the funds
  collected during the registration. The Regional
  Treasurer says No can do!
• Debate the issue.
• Article Eight.3, Page 318.

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Other Regional Board Members

• A parent at registration demands to know what is
  done with all the money collected. The Regional
  Treasurer says We are a non-profit organization
  and we do not have to divulge that information.
• Article Three.1, Page 33.

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Conclusion

• Can the guidelines be modified?
• If the region amends the guidelines who needs to
  approve the amendments?

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Module 9

• CONCLUSION

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Did You Learn?

• Hopefully everyone learned something to help them
  do a better job running their region.
• Improving management skills is a worthy goal
• Dont stop with this course take advantage of
  additional management training

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Learning

• What one thing did you learn?
• What are you are going to do differently when you
  get back to your region?
• What is your most memorable moment from this
  workshop?

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Application

• Take your new management knowledge back to the
  region and put it to good use
• Plan to attend more management training

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Before we end, 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 Introductory Management Workshop?

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Conclusion

• One last thought!

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Conclusion

• These players are
• counting on
• you to do the
• best job
• possible to
• manage their
• region

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Conclusion

• Thank you for Attending !