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5 Proven Ways to Instantly Communicate with your Team
Parents, Adminsitrators, Community and Game Operations
Sunday Morning Coach
June 11, 2023
Read Time: 4 minutes
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Want to communicate with the players, parents, administrators, community, and game operations at their level?
Want to make sure the message gets out to everyone at the same time with the same wording?
The way to make this happen is to have a system of communication.
When you implement a system of communication everyone will be on the same page reading the same content.
Another advantage to a system of communication is:
Players can’t say they didn’t know
Parents can’t say they were not told
Administrators and Game Operations VIPs will be grateful to know ahead of time
Community support will increase because they are made aware of events
Here are 4 Ways to Create a Communication System
Create a social brand
Write a message
Delegate
Send Message
Respond to comments
Create a Social Brand
The first step in getting a clear message out to the players, parents, administration, and community is creating a “brand.”
A social brand for your program means using the same name, colors, and logo on all social media accounts, websites, letterheads, and announcements.
Social Media Platforms to use will include but not limited to Twitter and Instagram to communicate with the students. When relaying a message to parents and community it would be best to use Facebook. Text messages are best to game operations.
Apps are also available at no cost. You will do best by using Remind101, SportsYou, and at times Hudl messaging.
Have a campus contact on speed dial to get information onto the campus website.
Of course, the good ol fashion text message works too. But when you need to get the message out to players, parents, administrators, and community; social media is best.
The head coach or designee will create all social media accounts branding them as well as writing down the username and password for future reference.
When the brand is set, make it known at all parent meetings, games, and on the campus website.
Write a Message
The head coach or designee can write one message that will be placed on all social media platforms, apps, websites, or text messages.
The message must be clear and include who, what, when, where, and why.
Example:
“Today’s Freshmen Red and White Football games have been postponed. The game will be played this Saturday, September 23rd at 10am in the District mini stadium. The reason for this change is because of the severe thunderstorms in the area.”
The writer of the message will then make sure all others get it by writing it on the board in the office, typing it out and emailing, or be texting other coaches.
Delegate
Now that the message has been written, it is time to get the word out to everyone.
The head coach will now delegate this task to several coaches on the staff. It is best practice to have one coach assigned to only one social media platform, app, website, or text message.
The reason is the coach will become familiar with its use and the audience will get used to responses given in the comment section.
Example:
Coach A: Twitter
Coach B: Instagram
Coach C: Facebook
Coach D: Website
Coach E: Remind101
Coach F: Text message Boosters/Concessions
Coach G: Call Transportation and Trainers
Coach H: Call Officials and Maintenance
Head Coach: Call School Administrators and VIPs
All coaches mentioned above will be given the username and password so that they have access to all accounts as needed.
Send Message
The message is sent.
Coaches who are responsible for sending the message must have their notifications on or be on the platform for 10-30 minutes in case there are any questions or comments. Responding is not necessary, but it is best practice.
Respond to Comments
Responding to comments is not necessary as long as the message is crystal clear.
But if coaches decide to respond they must stay with the message sent.
If someone trolls the app and makes ugly statements the coach needs to ignore and if possible delete the comments all together.
In Summary
Communicating with players, parents, administrators, community and game operations is a necessary evil. But when you have a communication system this process can be flawless, efficient, and seamless.
It will be in your best interest to create a Communication System that includes:
Creating a social brand
Writing a clear message
Delegating to get it done fast
Sending the Message
Respond to comments as professionals
Be sure that the social media platforms, apps, websites, and text messages are all written with proper grammar. Most importantly, at no time is any coach allowed to “follow” a student or parent. The communication system is to send messages, not accumulate followers.
Lastly, coaches need to stick to the script given to them and avoid conversing with students. Just send the message! Coaches must always communicate as if their words can be read in court, because if they are not careful, it just might!
Stick to the script and respond appropriately (if at all) - message sent!
I do hope this communication system helps you get your messages out in an efficient and timely manner.
If you get any value out of the Sunday Morning Coach, I respectfully ask that you share this with your entire staff, feeder programs, and local coaching association.
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If you coach baseball. Be sure to check out KretzFiles.com for all the resources I used to turn low performing teams into District Champions and a state rank as high as #10.
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