The organizational structure established by an association should make sure to list how information will be communicated between officials within the association, the necessary NCYSA departments, the referees, as well as with parents and coaches.
Forms of Communication
Websites are a great tool for getting large amounts of information out to the members. In order for the site to be effective it must be updated continuously. Associations should try and have a webmaster who can update field information and schedules daily. Risk management issues should be taken into consideration when placing contact information on the web. Player information should be limited.
- Mission statement and club philosophy
- Important Club Contact Information (organizational chart with contacts)
- Office Location
- Club Registration information
- Policies regarding team selection
- Weather hotline
- Post field closings
- List hotline number
- Coaches' page
- Age group coordinators
- Team contact information: coach and manager
- Education Information
- Important Dates
- Google Calendar provides a free service that allows associations to share important dates. Members can link the calendar to their own and receive information. Check out the NCYSA Google Calendar.
- Club Accomplishments
- Risk Management
- Referee Page
- Provide page for filing game results
- Provide a link to the referee association
E-mail is a convenient way for everyone in the association to communicate. Listservs are an excellent way that individual officials can communicate with massive groups in your association. Coaches, parents, officials, and volunteers are just some of the listservs that can be created.
In order to save time, a great idea is to create saved files of important e-mails that are sent regularly throughout the year or every year. These letters serve as templates so that new letters do not have to be recreated each time they need to be sent. Letters can be saved in word files on your computer or even through an online website. Evernote is a free account that provides storage services.
Many associations send out a newsletter either via email or mail that announces upcoming events and communicates important information to parents and coaches. These newsletters are sent prior to registration and are a means to generating interest in tryouts. Instead of a newsletter many associations will send out postcards for tryouts as well.
The NCYSA publishes the Sideline Beacon each month, which is the recreation newsletter for the state. Included in each issue are upcoming coaching courses, articles from Bill Furjanic, Technical Director of Coaching, and activities for coaches, designed by Sari Rose, Assistant Technical Director of Coaching.
Archived Issues of SIDELINE BEACON
Depending on your field and office arrangements, setting up boards at the fields or at the office is an easy way to notify people of upcoming events, accomplishments or other important information. These bulletin boards can also be sponsored by local businesses as a means of fund raising.
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