Sports managers: The ultimate back-to-school guide

The start of the school year can present its share of challenges for sports directors. Whether it’s managing the registration process, planning equipment, or recruiting coaches, it’s hard not to feel overwhelmed during the back-to-school period. The following guide will help ensure you are prepared for the upcoming year. MonClubSportif provides you with a list of tips and tricks to help you plan your 2023 back-to-school season effectively.

The registration period is very demanding for sports directors. To be ready to face the start of the school year, you need to ensure that your registration processes are optimized. Considering your heavy workload, every minute of your time is precious. Without further ado, let’s get straight to the point!

Choosing an Effective Registration Management Method

Several methods can be used to facilitate the registration management. While some still use paper registrations, it is preferable to favor the use of the web for efficiency reasons.

Indeed, with the use of the web, you can relatively easily create registration forms. For example, Google Forms can be an interesting tool for the registration process. It is a free and easy-to-use platform. The collected data can then be easily exported to a spreadsheet, making registration management easier.

However, using a platform like Google Forms does not allow you to process and manage payments directly within it. Several turnkey solutions exist to facilitate the registration and payment process within a single platform. A comprehensive management platform allows you to set up customized registration forms with automatic validation. It is also easy to promote registration forms in your school by creating QR codes. You can print the QR codes and display them in strategic locations around your school to promote registration for different sports.

The Importance of Having a Complete Registration Form

Collecting player information can be a tedious and complex process. However, a well-established registration form can greatly facilitate the process by centralizing the data. Ensure that your registration form is concise (avoid unnecessary questions), clear, streamlined, mobile-optimized, and efficient (use multiple-choice answers). A form with these characteristics will help reduce the number of questions from parents, centralize relevant data, and increase the completion rate.

The start of the school year requires proper management and verification of sports equipment. Assigning uniforms to all teams and players is a crucial step at the beginning of the season. Each player should be associated with a number, simplifying the connection between the player and their equipment at the end of each season. This approach greatly facilitates the uniform return process, reducing potential issues.

At the start of the season, it is also important to conduct a thorough check of the existing equipment to assess its current condition. If the equipment shows significant signs of wear, it may be necessary to replace it to ensure the safety of the players. This step is also an opportunity to evaluate if the quantity of available equipment meets the needs of the expected players. It is also essential to comply with the standards imposed by the RSEQ and the Government of Canada regarding equipment. Player safety must be a priority.

Coaches are essential for the smooth running of sports activities in your school. However, it can be difficult to recruit coaches, determine the required qualities for a good coach, and especially retain them year after year.

Which Coaches to Recruit?

During the recruitment process for your coaches, it may be interesting to approach different types of individuals. Here are the various possibilities open to you regarding the recruitment of your coaches:

Physical Education Teachers: Due to their teaching training, physical education teachers are particularly well-suited candidates for the coach position. They can easily adopt a pedagogical approach, which is significant. Often holders of a Level 1 certification in at least one sport, they offer an additional advantage. They also already have a good understanding of the school environment and interact with students.

Former Students and Teachers: Former students, who have likely been part of sports teams within the school, have specific knowledge of the sport they intend to coach. Their potential is not limited to coaching; they can also become valuable ambassadors for your institution. With a sense of belonging to the school, they are more likely to accept the role. Former teachers, on their part, know the school environment well and have relevant training.

Student-Athletes: It is possible to approach student-athletes for recruiting new coaches. Their expertise in their field prepares them perfectly to support your players and convey their knowledge appropriately. Their status as student-athletes makes them familiar with the reality of your players, allowing them to give personalized advice.

The Qualities of a Good Coach

The ideal coach possesses several specific characteristics. Of course, some of them are acquired over time and with training. Firstly, the ideal coach should have certain qualifications such as a coaching certification (NCCP). They should also have experience in the targeted sport and some pedagogical experience. It is also crucial to ensure the candidate has the desire to learn and is ready to dedicate time to organizing activities. Additionally, they should have personal qualities such as listening skills, empathy, and leadership abilities. The ideal coach possesses all these qualities, but a candidate with any one of them can develop with the organization’s support.

Tips for Long-Term Coach Retention

Considering the complexity of finding qualified coaches, you need to ensure you retain those you have already recruited. To achieve this, you can implement several key elements to increase their retention. Make sure your coaches feel valued within your organization.

To do this, you can offer distinctions to coaches who have shown determination and gone the extra mile during the season. You can also show your appreciation on social media by highlighting your coaches’ good work. Providing training for them can help them feel supported in their work. Increasing their involvement in decisions that concern them can also help mobilize them. These small gestures can make a difference and increase your coaches’ retention rate, thereby avoiding the heavy task of recruitment year after year. Make sure to implement these small gestures from the beginning of the year!

Of course, many unforeseen events can occur throughout a season. However, it is possible to prepare to respond as best as possible in various situations. There are also several crucial aspects to consider at the start of the school year.

Establishing Concussion Protocols

Implementing a concussion management protocol is an essential strategy to ensure an appropriate response when a player experiences a head injury. This approach allows for a quick reaction and proper follow-up. By implementing such a protocol, you guarantee an optimal safety environment for the players, ensuring careful monitoring of their well-being and progress after a concussion. Ensure that all stakeholders are educated on the symptoms and actions to take in case of a concussion. Also, consider a communication plan with parents when such an injury is suspected.

Raising Awareness of Bullying in Sports

Bullying is a significant issue within Quebec’s schools. This reality is also present in a sports context. To prepare for potential cases of bullying within sports teams, it is essential to have an up-to-date intervention plan. It might also be beneficial to implement a short training session for coaches and players to raise awareness about this issue. The training could define what bullying is, highlight the available resources in case of bullying, its impact on an individual, and the different forms of bullying.

Optimizing Communications

Effective communication is crucial for the smooth running of sports activities. Ensure you use communication tools that allow for more efficient email distribution. For example, it can be challenging to quickly communicate with all parents in case of game cancellations. Such situations can cause dissatisfaction among parents who have not received timely warning emails. However, some management applications allow sending emails to groups of players or parents with just a few clicks. This enables you to focus your time on value-added tasks and avoid communication problems during unforeseen events.

Measure 15028

Take advantage of the new opportunities offered by Measure 15028, which now supports artistic and cultural activities as well as social and volunteer activities. Use this measure’s expansion to plan activities that will cater to the various interests of your students.

Other measures are also available to encourage well-being in schools, including Measure 15022. If you wish to receive more information about the measures in place for the 2023-2024 school year, you can contact the MonClubSportif team ([email protected]).

The start of the school year can be a stressful and very busy time for sports directors. Indeed, it is a period that requires a lot of planning and organization. With the various tips from the Ultimate Back-to-School Guide 2023, you will be better prepared to face this demanding period.