Developing a Regional Calendar

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Developing a Regional Calendar
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• This is a self-paced presentation
• As much as possible, explanations and answers
  are interjected throughout the slides

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Course Goals

• To help Regions understand the importance of
  Regional calendars in obtaining goals and
  objectives.
• To give each Regional representative the
  opportunity to begin their Regions calendar.

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Course Objectives

• Understand the process of developing a Regional
  calendar.
• Help board members understand they are integral
  part in developing a Regional calendar.

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Group Activity

• - Our first day of registration will be held on
  May 4, 2007. Eileen Tabert, the Registrar will
  need to arrange for the advertising of this
  event. On March 23, which is 6 weeks before
  registration she will need to order the
  Registration Kit from the National Support and
  Training Center (NSTC). Bill Barton the coach
  administrator will need to schedule the coach
  clinic on August 17. He has a training
  opportunity out of state on August 29, but his
  daughter is turning 17 on the 28th, so he isnt
  sure if he can go. On July 13, he will need to
  register the coaching courses and order the
  course materials the required 30 days before the
  clinic.
• You have 30 seconds to remember this

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Group Activity

• How did you do?

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Developing a Regional Calendar

• Is there another format or procedure that could
  keep the message pure?

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Regional Calendars are helpful because.

• Our memories are not always reliable
• They are vital in achieving Regional success by
  providing a timeline of events to achieve goals
  and objectives.
• Timelines help volunteers complete their
  responsibilities.

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Regional Calendars are helpful because

• It makes retention and recruitment easier by
  providing a how and when timeline.
• It helps prevent miscommunication about events.

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Regional Calendars are helpful because

• It serves as a reminder of tasks that need to be
  done.
• It creates a permanent history for future
  planning.

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Calendar Users

• Who is the Regional Calendar For?
• Regional Commissioners
• The Entire Regional Board
• Regional Board Members
• Parents
• Area Director Section Director
• Web sites

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Calendar Users

• How will the content of a calendar differ
  between the groups we just listed? What kind of
  dates will each group be interested in knowing?

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Calendar Users

• Each of the types of users mentioned above will
  be interested in different views of the Regional
  Calendar. For example the Regional Commissioner
  will want to see the master calendar with all of
  the Regions events and planning details, while
  parents will only want to know such things as the
  beginning and end dates of the season or when the
  next seasons registration events will be held.

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Calendar Users

• Who should help develop the Regional Calendar?
• Anyone who is responsible for scheduling events
  (training, meetings, games, dinners, fund
  raisers, etc.)

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Keeper of the Calendar

• Decide who will be the
• keeper of the Regional Calendar,
• the one person responsible
• for updates and consolidation.

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Keeper of the Calendar

• One person should be responsible for updating the
  calendar and distributing the updated calendar to
  the board. Everyone should be working off the
  same updated calendar to avoid confusion.
• When the Regional administrators update their
  individual calendars, they must notify the
  Keeper of the calendar immediately so they can
  update the Regional master.

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Reminder

• Calendar planning needs to be done every year as
  part of goal setting and planning. If the
  Regional calendar is updated, those changes can
  be distributed via email, or at the monthly board
  meetings.

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What should be entered on a Regional Calendar?

• Time sensitive dates found in the Regional
  Assessment Program. (RAP)
• National AYSO events such as Section Conference
  dates, NAGM date, national coaching and referee
  clinics, super camps, etc.
• Regional / Area Board meetings.
• Time sensitive events dealing with Regional
  operations.

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What should be entered on a Regional Calendar?

• Record Regional milestones. (Things that are
  worthy of becoming a part of the Regional
  history).
• TIP Watch for conflicts on the calendar
• such as scheduling two events on the
• same day that may dilute the volunteer base.

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What does a Regional Calendar look like?

• The following slides show a few examples of
  calendars
• currently in use by Regions

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Calendars can look different
Color coding by name or position can make it
easier to identify at a glance if you have a task
for the month.
Visit www.calendarsthatwork.com to download
template for this calendar.
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Calendars meet the needs of the Region
The use of color coding on this excel spreadsheet
calendar make identification of tasks easier for
volunteers to see.
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How it looks depends on who created it
Excel spreadsheets are an easy way to create a
calendar and timeline. In addition to the date,
this style of calendar allows room to include
such things as Location Time for meeting or
event.
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Details can include assignments status
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A Sample Web site
Select Calendar Click on a date the box will
show more detailed explanation of event.
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Group Activity

• Step 1
• Write down 5 key things that you need to do as
  part of your job responsibility

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Group Activity

• Step 2
• Put these activities in sequence/chronological
  order
• Note the approximate date of the activity

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Group Activity

• Step 3
• Find at least 2 things on the list that you could
  get someone else to do.

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Group Activity

• Step 3
• Put a dollar sign () next to any items that
  require money to get the job done.

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Group Activity

• Step 4
• Begin posting your activities on the calendar
• Repeat the Steps 1- 4 with/for another Regional
  position

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Group Activity

• Step 4
• Begin posting your activities on the calendar
• Repeat the Steps 1- 4 with/for another Regional
  position

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Group Activity

• Step 5 Finalize dates
• Step 6 Determine who is responsible for all
  activities
• Step 7 Expand the list to include all
  activities, not just five)

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How does this process help?

• Creates a timeline for all Region tasks
• Helps coordinate tasks / people / supplies /
  equipment
• Builds a task plan for every position that
  participates
• Can include / Budget impact

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Regional Calendar Kit

• General Instructions for building a Regional
  Calendar
• A Sample Regional Calendar with typical Region
  tasks/timelines
• A blank 2-year calendar

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General Instructions
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Sample Regional Calendar
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Blank 2-year Calendars
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Conclusion

• Use the calendar you started today along with the
  Regional Calendar Kit to help your Region set
  obtain goals.
• Show your Regional Board how calendaring can help
  to retain and recruit volunteers.

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Conclusion

• For continued success, Regions should update
  their calendars annually along with their
  budgets.
• Take the Budgeting for the Regional Board