Tuesday, 29 September 2020

Published Tuesday, September 29, 2020 with 0 comment

Pre-Season Meet in Corona Times

Parents are the key to success of any youth sports program. Having a pre-season meet with parents is strategically important as it’s a platform to align them with the training program’s goals and set tone for communication and collaboration for the year ahead. Since coronavirus has made virtual the new normal, youth sports clubs need to prepare for online pre-season meet with parents.

Online meet with parents may not be as easy as it sounds. It would require perfect coordination and planning amongst the athletic directors, coaches, volunteers and staff. Bringing everyone together on the same page, while keeping overcommunication in check can be rough. However, sports team management applications such as InstaTeam make communication, collaboration and coordination easy, quick and precise. For each team, coaches can create a new team on InstaTeam with coaches, admins, parents and relevant staff. The pre-season meet can be scheduled on the InstaTeam calendar which has auto reminders ensuring that no parent misses out on the meeting. Furthermore, coaches can ask parents to mark attendance, ensuring that all parents have read the message and have the information well in advance. Another plus about creating a team and scheduling the meeting on InstaTeam is that parents will get a feel of the suave communication and professional bearing of the club.

Here are some more pointers that can help you host the perfect pre-season meet for parents on InstaTeam.

Plan the meeting in advance

Take time to plan your meeting well. Do not schedule the meeting in a hurry, without taking ample time to plan out all the details and technicalities. This will also ensure parents get enough time to adjust their schedules and be available for the meeting.

Make it serious business

Do not have a casual approach towards the meeting. Let the parents know the importance of this session. In your communication email state things like “important information will be shared regarding how the season will conducted…” and so on. Make participation in the meeting compulsory. If you use terms like “it would be nice to have you join us in the meeting…”, it may sound like an option, and trust us, most parents will opt out.

Share all important information

This is the platform where you can set the tone for the entire season. Show professionalism by sharing all relevant details, however minute they may seem. Here are a few pointers to get you started.:

·         How do you plan to conduct training while adhering to social distancing?

·         What would be the frequency of online training and physical training sessions?

·         How long would the sessions be?

·         How are the positions decided?

·         What is the escalation matrix in case a parent has a concern or wants to reach out?

·         How often will parents meetings with the coach be conducted?

·         How does parents’ volunteering work?

These are just a few of the many important points that should be discussed at the pre-season meet.

Dry run the presentation

Since an online presentation is way tougher than a regular meeting, it is advisable that you practice the presentation with your team. Have a few key members of the team join you in the meeting. Introducing them to the parents will reassure the parents of the detail-orientation on the club.

Encourage questions

The more questions they ask, the more involved they are. Parents involvement is a good thing, as long as they do not get involved in the training. Encourage parents to ask questions as this will help settle their curiosity and bring in clarity as to the working of the club.

The highlight of the pre-season meeting is to set the message straight, parents and coaches are on the same side, so their help and suggestions are appreciated, but interference in coaching is not. As far as coaches can convey this message, your pre-season meet will be a success.


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Published Tuesday, September 29, 2020 with 2 comments

Things You Won’t Be Doing With InstaTeam

Over-communicating or under-informing 

The thing with good communication is that it’s precise. Too much of communication is noise. It may waver focus from the key point, confuse people or even be a turn-off, again resulting in the key point being missed. Under-informing has obvious issues like confusion, mistakes, misunderstanding and incomprehension. Both can have disastrous effects.

In youth sports training, there is no scope for either over-communication or under-information. If you want the players to come for the practice match at a ground that’s booked for the purpose from 9 am to 11 am on Saturday, you cannot afford to have any confusion there. With emails and instant messenger apps, people tend to start discussions around the topic, or even if they merely acknowledge the message, it’s unnecessary botheration for the group. InstaTeam helps cut the clutter and get to the point precisely. Coaches can send notifications to all the team players and team parents through InstaTeam, and the team can mark their attendance on the app. This makes the coach’s job simple, and those who are interested in finding out the attendees can find out, while others can merrily stay out of the conversation without being disturbed. What do people have to bring, are there any parent volunteers required, who has to bring the drinks and refreshments, all of this information can be set while scheduling the event. The respective members will receive notifications, and once they accept the invite, the coach would know it’s noted. 

Sending reminders for events 

Parents are usually juggling roles and responsibilities to get through their daily lives. This means that any added event in their schedule may need to be adjusted. Given the busy schedules, it is only natural for parents to miss out on team events. Since a coach cannot afford that, coaches would add sending reminders to parents as their pre-game prep. But no more. While scheduling an event on InstaTeam, the coach/admin can set reminders, time and frequency, and the app would send auto reminders. Works perfectly for coaches and parents. 

Manually managing fee collection 

Ask a coach and they’ll tell you fee collection is the perhaps the toughest part of their job; InstaTeam make it one of the easiest. The whole fee process, from collection to depositing it in the account to reconciling payments, keeping track of payments and sending auto reminders to fee defaulters, InstaTeam automates the entire function. 

Using multiple applications to manage different functions for the team 

From scheduling to syncing scheduled events to your digital calendars, to managing texts and notifications, to automating fee function, to carpooling, to social media posts, all the team functions can be managed through InstaTeam. You will never have to deal with the confusion and clutter of using multiple apps for team tasks.

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Friday, 4 September 2020

Published Friday, September 04, 2020 with 16 comments

Collecting Payments on InstaTeam

When you talk about collecting payments, it seems like mammoth of a task for coaches and team managers. Fortunately with tools like InstaTeam, not just collection of payments, but managing all the functions of finance become a breeze.
All the information you need to keep track of fee collections, out-standings and everything finances, is available on a single screen at InstaTeam.
Starting from registrations, here’s how InstaTeam helps you manage your payments.
Season fees is collected online during registrations. If you need help to get started with registrations, here’s our post on doing digital registrations with InstaTeam –http://blog.instateam.net/2019/07/team-registrations-app-zap-zoom.html.
To accept payments, on the home screen of the InstaTeam app, choose the newly registered team.
On the team’s home screen, tap on the top right-hand-side corner.
From the list that appears, choose ‘Dues and payments’.
Here you can start accepting payments online. You can define the payment structure - if you need to accept the fees in one go or in part payments or it has to be a monthly payment.
It’s not just the fees. You can continue to collect payments for league trials, uniforms or tournaments, you just need to create an invoice and then select the teams or individuals that you need to collect money from. The people for whom you’ve created invoice will get notifications regarding payment due and for what.
All payments can be seen on a single screen. The app will also keep you informed about the payments that are due.
All payments and any information about your financials is safe and secured on InstaTeam.

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