Developing a Regional Calendar

Workshop #203

Course Goals• Regions understand the importance

of Regional calendars in achieving the success of attaining goals and objectives.

• Regions understand the process of developing a Regional calendar.

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Course Goals• Regional Board Members

understand their integral part in developing a Regional calendar.

• Regional representatives have the opportunity to begin their Region’s calendar.

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Let’s prepare for the

group activity

Group Activity Our first day of registration will be held on May 2,

2015. Eileen Lowe, the Registrar will need to arrange for the advertising of this event. On March 21, which is six weeks before registration she will need to order the Registration Kit from the National Office. Bill Barton the Coach Administrator will need to schedule the coach clinic that will be held on August 27. He has a training opportunity out of state on August 28, so he isn’t sure if he can be there. On July 13, Peter Johnson will need to request the referee courses that will be August 15, and order the course materials required 30 days before the course is held.

~ You have 30 seconds to remember this ~

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Group Activity

How did you do?

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Is there another format or

procedure that could keep the details in the

message pure?7

Regional calendars are helpful because…

• Our memories are not always reliable.

• They are vital to achieving Regional success by providing a timeline of events to achieve goals and objectives.

• Timelines help volunteers complete their responsibilities.8

A Regional calendar is helpful because…

• It serves as a visual reminder of tasks to be done.

• It makes retention and recruitment easier by providing a “how and when” timeline.

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A Regional calendar is helpful because…

• It creates a permanent history for future planning.

• It helps prevent miscommunication about events. 10

Who could receive the Regional calendar ?

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Regional Commissioner Area Director

Community Leaders

Regional BoardParents and Players

All volunteers

Section Director

Website

How will the content of a

calendar differ among the groups we just discussed?

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Who should help develop the

Regional calendar? 13

Decide who will be the keeper of the

calendar

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What items should go on a calendar?

• RAP deadline and timeline checks• AYSO EXPO• NAGM• Opening day• Coach/Referee clinic dates• Registration• Coach orientation

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More Calendar items…• Parent orientation• Team Parent orientation• End of season• Regional Board meeting dates• Area meetings• Super Camps • Road Shows• Volunteer appreciation dinner

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Items that should be on a Regional calendar

TIP:Watch for conflicts on the

calendar – such as scheduling two events on

the same day that may tax the

volunteer base. 17

What does a Regional calendar look like?

The following slides show a few sample calendars in use by Regions now.

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Regional calendars can have different looks

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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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Another example of how color coding can be used to delegate tasks so they are easily noted.

Notes at the top of the page indicate important tasks which must be accomplished during the month.

Items noted (RAP) count for points on the Regional Assessment Program.

2014 = 2015 To Do List 7/31/2014

1:27 p.m.

2014 Date Task Assigned Status

2/08 Confirm the reservation of Liberty Park for Otto Orf clinic Jan Done

3/08 Confirm if Otto Orf is doing foot skills clinic at in person registration

Bob Done

4/01 Order additional registration forms Joe Done4/01 Pre-printed registration forms in Joe Done4/20 Print mailing labels Joe Done4/25 Change registration form Brett/Joe/Bob Done4/30 Otto Orf coaches clinic details and dates finalized Bob Done4/30 Token for coaches for meeting Leila4/30 Follow up date for next planning for Fall season Board Done

Contact Parks and Rec to get registration dates marked on calendar.

Jan

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A closer look shows a very detailed calendar in Excel.

Specific tasks are assigned to individuals.

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Social Media logos

Four tabs show all events, game related events, registration events and a calendar grid page

Count down clocks create sense of anticipation

Information easily visible

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Interactive links lead to more information

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One of the opening pages to a hand out calendar for parents to help keep your Region information close at hand as well as promote AYSO!

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Let’s Get Started

Let’s calendar the Regional Board’s tasks:

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1. Write down five key things that you need to do as part of your responsibility in your Regional Board position during the year, one per Post-It Note. Don’t worry about the order at this time.

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2. Put these activities in sequence/chronological order, noting the approximate date of the activity. Even just a

month or time of year will help (Spring, Fall…)

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

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4. Put a dollar sign ($) next

to any items that require money to get the job done.

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QuestionHow does this process help in developing the Regional calendar?

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Another Question

What are some additional things you will need to do?

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The Answers…• Finalize dates.• Determine who is

responsible for all activities.

• Expand the list to include all activities that your position would need to do, not just five.34

The Answers…• Use the tasks with the $

signs to start your Regional budget.

• Use your budget to confirm your calendar is complete.

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Conclusion• What has been discussed today will

help your Region to develop a Regional calendar.

• Use the calendar you started today to help your Region set and attain goals.

• Show your Regional Board how calendaring can help to retain and recruit volunteers.

• For continued Regional success, the Region should update its calendar yearly.

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Conclusion

A successful calendar takes team work!

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Bridge Take Budgeting for the Regional Board course to learn how your Regional calendar can also be used to establish a Regional budget.

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Thank you for your

participation.

Good luck on developing your

Regional calendar! Workshop

#203

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