Regional Management Training

Regional Management Training
08/19/14 Regional Management Training AYSO National Management Program - #311 This is the header slide for the 2016 Workshop presentations. 1

Attendance Roster Have the attendees sit in groups of Regional Commissioners, Regional Coach Administrators, Regional Referee Administrators, and other Board Members. Tent Cards are provided to help with this process. Give each group a different color pad of Post-It Notes and a few sheets of flip chart paper. Remind the attendees to sign the roster.

Instructors The instructors for this course would like to WELCOME everyone to Regional Management Welcome attendees; introduce instructors, and any special guests. Familiarize attendees with the surroundings (restrooms, water, refreshments, etc.). With smaller groups go quickly around the room and ask attendees to give first name, AYSO position and city/State.

Course Objectives Regional Management is a course to increase familiarity with and the understanding of the following: Succession Planning The Regional Board/Regional Assessment Program The importance of Planning (Goals/Objectives) Budgeting and Calendaring Communication How to Run A Meeting Standard Policies & Protocol Succession Planning – 15 minutes The Regional Board and Regional Assessment Program – 30 minutes The Importance of Planning (Goals and Objectives) – 45 minutes (10 minute break) Budgeting and Calendaring – 60 minutes Communication – 45 minutes (10 minute break) How To Run A Meeting – 20 minutes Standard Policies & Protocols – 30 minutes

Who is this training for?
Regional Commissioners Regional Coach Administrators Regional Referee Administrators Child and Volunteer Protection Advocates Safety Directors/Risk Managers Treasurers Registrars Additional/future Regional Board members This course is designed for volunteers in any position, not just management. It will give Regional Board Members tools to be successful. Attendance by additional Regional Board Members or potential replacement RBMs is encouraged.

Prerequisites A desire to learn!
Attendees tend to be nervous or anxious at the start of this course. As an instructor you have the opportunity to put them at ease.

Please Note This is an interactive class and you will be actively participating in the training – all part of the learning experience! It will be fun! Attendees will pick up on the instructors energy. If you are energetic and having fun they will also.

Before we get started… a quiz!
What are AYSO’s Six Philosophies? Attendees can use the Post-It-Notes or any paper available. Give them about one minute to do this. Be honest! Don’t cheat and look at your neighbor’s answers. Don’t put up next slide until attendees have enough time to write their answers.

Did you know all six? Everyone Plays® Balanced Teams Open Registration
Positive Coaching Good Sportsmanship Player Development The reality is that if these attendees who are Regional Board Members don’t know the Six Philosophies we can be sure that volunteers, parents, and players don’t know them either. We haven’t done a good job of branding AYSO. These Philosophies are more than just words we put in our training documents or on our website. Everything we do in AYSO supports these philosophies.

Why are they Important ? AYSO’s Six Philosophies
Our philosophies are what make AYSO special and unique. We should be incorporating these philosophies in all Regional communication. If Regional Board Members don’t know the six philosophies then we can be pretty sure that parents, players and volunteers don’t know them either. We miss opportunities to brand AYSO.

Conclusion - Module 1 How does your Region promote the Six AYSO Philosophies? Depending on the time left in this module, you may only have time for a few comments. Promoting the philosophies on your Region’s website and at registration are two ideas.

Module 2 Succession Planning
We originally put this module at the end of the course, but we wanted to change the message. Succession planning is not something volunteers should do at the end of their “career” but rather at the very beginning. Hence, we put it at the beginning of the course.

Succession Planning What is the legacy you want to leave in your Region when you retire? When you leave AYSO and a group of AYSO volunteers are sitting around and your name is mentioned, what would you like them to say about you? List some of the responses on a flip chart. Point out that unless you have prepared your successor, all your hard work may be lost or will have to be reinvented by trial and error. Succession planning is the cornerstone of all well managed Regions. Having trouble finding a successor? Try finding an “assistant.” Many people will more easily take a “short-term” commitment. Summarize and make the point that a well-prepared successor means continued smooth operations and a better chance of your legacy surviving.

Succession Planning What are some tips that could be a part of your succession plan if you planned to leave in one year? Activity - To get attendees working as a team ask that each group/table to come up with two tips that would be part of their succession plan. Give them about three minutes to discuss their answers. One person from each group will act as spokesperson. Ask your co-instructor to write answers on the flip chart. Get one tip from each table at first. As you begin to get duplicate answers, be sure to give positive reinforcement to all answers. Slides have some points listed. Don’t show these slides until you have received input from attendees.

Good Succession Planning Tips
Know your job description Make a list of all the tasks and duties (action list) associated with your job Delegate simple tasks to other volunteers Appoint an assistant

Good Succession Planning Tips
Give them the responsibility and authority to do these tasks. Evaluate the members of your team. Recruit the best qualified person to be your assistant and hopefully your successor. Once you have an assistant in place, then you are now ready to advance to other opportunities within AYSO.

Look for… People Skills Job Skills Leadership Skills
Ask for examples of each (people, leadership and job skills). Accept all answers that are within the scope of possibility: People skills - Expressing your thoughts and feelings clearly, asking for feedback from others and giving quality feedback in return, collaborating with others instead of doing things by yourself. Job skills – budgeting, confronting other people, dealing with complaints, enforcing rules, goal setting, handling money, meeting deadlines, organizing tasks, etc. Leadership skills – Integrity, dedication, humility, openness, creativity, fairness, sense of humor, etc.

Conclusion – Module 2 Why are these good tips for every AYSO volunteer? Instructor: “We hope you will be in your AYSO position for much longer than a year. But even though the scenario I described may not be the situation you are in, why are these good tips for any AYSO volunteer?” •We need to leave our AYSO position better than what it was when we started. •We will have a better chance of recruiting someone to take over our position if we follow these tips. Bridge to Module 3: The Regional Board and Regional Assessment Program

Module 3 The Regional Board and Regional Assessment Program
Introduce the topic and any new instructors.

Required Regional Board Positions
What are the required positions on a Regional Board? Don’t click to the next slide until you get answers. Always try to get new attendees to answer questions. You will see their names on the tent cards in front of them so a good way to get everyone to stay involved is to ask for answers by name rather than having the same people answer your questions all the time. Walk around the room and make sure even the tables in the back of the room get your equal attention.

Required Regional Board Positions
Regional Commissioner Regional Coach Administrator Regional Referee Administrator Child & Volunteer Protection Advocate (CVPA) Safety Director Treasurer Registrar These positions must be filled by a person over the age of 18 years of age.

What are some additional positions?
These positions are strongly recommended: Division Coordinators Regional Auditor Regional Secretary Volunteer Coordinator Others? Ask for other positions that Regions have on their Regional Boards. Accept all answers.

Two Questions Does each Regional Board Member have the exact responsibilities and tasks? What are the tasks that all Regional Board Members must do? First question - No Second question: budgeting, calendaring, scheduling, training, work at registration, recruit volunteers, etc.

Job Descriptions Where do we find job descriptions?
Why is it important for the RC to discuss duties and responsibilities with Board Members? Have a brief discussion on where they can find their job description (on the website, in the manual and the Reference Book) Click for Reference Book to appear. Click for bullet on the importance of discussing their duties and responsibilities with their RC.

Teamwork The stronger the team, the greater the chance for success.
Attitude vs. Ability? Which do you prefer? We can teach them how to do their job through training and understanding of their job description. Coming together is a beginning; staying together is progress; working together is success.

The Regional Board The Regional Board is the backbone of the Region.
Coordination of effort is essential. Every team needs a leader. The leader of the Region is the RC. “The Buck Stops” with the RC.

Question What happens when Regional Board Members don’t do what is expected of them? “The Buck Stops” with the RC. The Regional Commissioner is responsible to make sure everything gets done. When RBMs don’t do their jobs they not only let the RC down but they also let the Region down.

Brainstorming Activity:
Each attendee will write at least one job/task that is a responsibility of their Regional Board position on a Post-It-Note. Ask each group to brainstorm specific tasks (for their position) that they have to do in the Region to have it run well. They can discuss this as a group but then ask each member of the group to write one task/job on a Post-It Note. Use tape if Post-It-Notes are not sticking. Allow no more than 3 – 5 minutes for this activity. Call upon one member of the RC group to come up. He/she is now serving in the role of RC for this activity. Make sure the RC you pick is lively, outgoing and animated. Each attendee will come up and put their Post-It-Note on the RC.

Regional Commissioner
Tasks As attendees come up and stick the post it note on the RC, you may need to use tape to keep all the tasks on the RC. 29

What is the key to success?
Delegate Steer the discussion to the importance of delegation. Ask the RC to call on a Referee to come up and take the Referee task papers off the RC and distribute these tasks to other Referees in the group. Do the same process with the remaining groups. At this point, discuss the role of the REGIONAL BOARD and the RC’s job to monitor and evaluate how the tasks are completed.

Debrief Who does all of this? Together we make a team.
Display this poster at your registrations and Regional Board meetings. Use Handout “Who in the World” as a debrief.

Question What is one of the best tools that AYSO gives a Region to help make it successful? You may have to give attendees some hints if they don’t immediately know the answer. This “tool” is also an award program. It is a delegation “tool”.

Regional Assessment Program
Ask which Regions have participated in RAP. If there are Regions that have achieved Gold or Platinum ask for their endorsement of the program.

Regional Assessment Program
The best delegating tool! All Regional Board Members participate. It isn’t something that is done by just the RC. It helps make RBMs accountable. Everyone (players, parents, coaches, referees, volunteers, RBMs, community, etc.) benefits when a Region participates in RAP.

Together Everyone Achieves More!
The Regional Board should be a TEAM Bridge to Module 4: The Importance of Planning

Conclusion – Module 3 Regional Assessment Program encourages: Teamwork
Delegation Summarize duties and responsibilities, and emphasize the importance of delegation and teamwork.

Module 4 The Importance of Planning
Introduce the next module and any new instructors teaching this module. Remind them what your name is.

Plan Nothing happens until we plan, and good plans have: Goals
Objectives In many situations people use the words “goals” and “objectives” as interchangeable. Yet, in the context of goal setting, the difference between goals and objectives has an important practical meaning. After you set your important goals you move to setting objectives. Setting goals and objectives correctly goes a long way in helping in the achievement of them.

Goals A goal is a dream with a deadline. Napoleon Hill
Goals determine what you're going to be. Julius Erving Goals help you channel your energy into action. Les Brown Some powerful “goal” quotes...

Goals cont. The goal is where we want to be. The objectives are the steps needed to get there. Objectives are the battle plan, the stepping stones on the path towards the achievement of a goal. Therefore, a goal may have one or many objectives which would need to be fulfilled to achieve the goal.

Plan Every Region needs a plan to improve.
If you are new to the position, set a goal. Make the Region a little better because of your volunteerism.

Smart Goals Specific - Goal and objectives should address the five Ws… who, what, when, where, and why. Make sure the goal specifies what needs to be done with a timeframe for completion. Use action verbs… create, design, develop, implement, produce, etc. Measurable - How will you and your Regional Board Members know when the goal has been successfully met? Attainable - Goal objectives should be within the Region’s control and influence; a goal may be a “stretch” but still feasible. Is the goal attainable with the available resources? Is the goal achievable within the timeframe originally outlined? Don't set yourself up for failure by setting goals that are out of reach. Relevant - Goals should be relate to the mission of AYSO. Why is the goal important? How will the goal help the Region achieve its objectives? Time-bound - Goal objectives should identify a definite target date for completion. Without an end date there is no sense of urgency, no reason to take any action today. Having a specific time frame gives you the impetus to get started. It also helps you monitor your progress.

Can you make these goals SMART and add objectives?
Our Region will recruit more volunteers We will provide coach training We will stop parents from yelling at referees Region 1999 will start a tournament All Regional Board positions will be filled Get more volunteers to attend AYSO EXPO Assign each table/group one goal. Their task is to reword the goal to make it SMART and add in three objectives that they would use to achieve the goal. A spokesperson from each group/table will present their goal and plan and the application to SMART. If you have more than six tables you can repeat a goal or make up a new one.

Activity A spokesperson from each group/table will present their SMART goal and related objectives. Make sure the spokesperson is someone who hasn’t done it before. At some point you may have to pick the spokesperson so that the same two to three attendees don’t do it all the time.

Setting & Reaching These are the simple steps to setting and reaching your goal.

Common Mistakes These are common mistakes.
Why is there a danger in setting too many goals? If a goal isn’t written down and documented what happens to it?

Important Points Go over these points. Each of these four things are important to the success of the Region.

Conclusion – Module 4 Successful goals and objectives can make the impossible possible • Bridge to Module 5: Budgeting and Calendaring.

Let’s Take A Break! Take a 10 minute break. Tell the attendees the exact time you will restart the course. Offer some incentive for attendees who return early or on time. Small candy bars or dollar store gifts work great.

Module 5 Calendaring and Budgeting
Introduce the module. At this point in the course, the attendees will feed off your energy and excitement for the topic.

Region Success Calendaring and budgeting are essential to a successful Region Stress that budgeting and calendaring are essential to a successful Region. • Budgets and calendaring insure that goals and objectives are implemented properly. • Your Region will have a timeline for success.

Calendaring and Budgeting
Calendars and budgets ensure goals and objectives are implemented properly Gives your Region a timeline for success Go over these points. Ask how many attendees have a well developed calendar in their Region. Who is the calendar for? It may be different in each Region. Some Regions give out a calendar to all parents and volunteers. Other Regions may use the calendar just for Regional Board Members.

Calendar A timeline is critical to achieve goals and objectives.
Work backwards to develop steps for completion. Why is a calendar developed backwards? What is the starting point? (Opening day.)

Planning Form for Calendaring and Budgeting
Responsibilities of Your Position/Action Items Put in Chronological Order (1-10) Delegate? Items Delegate to whom? Budget Items? 1 2 3 4 5 This form is available as a handout on the website under the instructor channel. It will be provided for attendees at AYSO EXPOs. This is a form that all Regions can use.

Calendar Let’s begin developing a Regional calendar

Calendar Exercise Complete list of five key responsibilities.
Put list in chronological order. Identify at least two action items on the list that can be given to someone else. If possible, list one person you could delegate this job to. Put a $ next to any items that require money to be completed. Activity – each person…… 1. In Module # 3 – The Regional Board, you were asked to brainstorm some specific duties and responsibilities of your particular position. Using that information, write down five key things that you need to do as part of your responsibility in your Regional Board position during the year. Don’t worry about the order at this time. Make the list as specific as possible. 2. The next step is to 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…) 3. Find at least two things on the list that you could get someone else to do. 4. If possible, list one person (position) to whom you could delegate this job. 5.Put a $ next to any items that require money to get the job done. Make the point that these items should be discussed with the Treasurer and RC. This is the beginning of the budget process. This should take about 15 minutes. As a debrief ask one person from four of the Regional Board positions to write down their five key things on a flip chart. You can have four attendees start writing their five ideas at the same time to move things along. Depending on who you have in the room pick the four positions that have the most attendees (probably it will be RC, RRA, RCA and one Regional Board position) Ask all attendees to add to the lists and make the point that everyone’s list will be different but all the lists will have some of the same things. The debrief should take about 15 minutes. Is this a process that they could go back and ask each of their Regional Board positions to do at a Board meeting? What would be the benefit?

Completed Regional Calendar
Contact at our National Office to receive the entire year of this calendar. This is an example of a hard copy calendar that a Region in Section 9 uses. Ask attendees who have a calendar in place to describe it. This calendar has the different Regional Board positions color coded so when looking at the calendar you can easily see who has to do which tasks each month. Contact at the National Office if you want to see a sample of the entire year of this calendar. It will give you great ideas of who does what. Who receives the calendar? Who develops it? Hard copy or electronic?

Let us now look at our budgeting

Budget Determine resources needed/how allocated
Establish funding sources Require advanced approval Submit to the National Office on or before June 1, prior AD approval required Must be part of National Accounting Program (NAP) Two signatures required on budget Instructor Note As far as the budgeting process goes, what people really need is to understand that you should identify expenses, that those expenses are partly fixed, partly discretionary and partly derived from the number of players. Start the budgeting and calendaring discussion with the following criteria: • A fictitious Region with a date for the opening games. • A fixed number of players with a predefined number of teams in each age group. • A fixed number of games for the season. When you ask for budgeting costs for the season, make sure to ask for examples of some of the expenses that are variable, some that are fixed and some that are discretionary. These should include examples such as field expenses, national player fees, coaches' bags, jackets for the Regional Board, etc. Be sure to make the point that in no way should this be seen as a complete list. As long as the various categories of expenses are mentioned, that is good enough for discussion.

Budget continued Let’s develop a Region budget.
When income is discussed, take suggestions from the class, but make sure player fees, fund raising, sponsorships/grants are mentioned and then assign arbitrary numbers to all of them. Remember – have the class just make up random numbers. The goal is not to be accurate, it is just to pretend to make a budget. The real point of the budgeting discussion is that were three possible outcomes: 1. Expenses and income matched exactly. 2. Income is higher than expenses. 3. Expenses are higher than income. The first two were no problem, the third required some adjustments. Ask for class input on where adjustments might be made. The major points were that budgeting should be as comprehensive as possible (calendaring first helps) and, when you deviate, you will at least know where the deviations can come from and what the consequences are.

But why budget? For the upcoming year: Determine player fees
Plan expenditures Estimate revenue See the sample budget in your handouts. Let’s review this form. Go over the form. Be aware of time management in this module. It is a lot of material to cover.

Budget Form Items 1/3 Estimated Revenue: Registration fees ______
Tournament/Player camp ______ Donations/Sponsorships ______ Fund raising receipts ______ Concessions ______ Other ______ Total estimated revenue (R) ______

Budget Form Items continued 2/3
Estimated cash increase (decrease): ____ Cash balance from prior season: ____ Estimated ending cash balance: ____

Budget Form Items continued 3/3
Estimated expenditures: Uniforms – players ______ Uniforms – coaches ______ Uniforms – referees ______ Clinic training expenses – coach ______ Clinic training expenses – referee ______ Payments to AYSO ______ EXPO/NAGM ______ Total estimated expenditures ______

Conclusion – Module 5 Why are budgeting and calendaring so important?
Budgeting and calendaring give detail to the goals and objectives in the Region. If you are doing fine on time, give attendees a short break. Summarize why budgeting and calendaring are so important. Bridge to Module 6: Communication.

Module 6 Communication Introduce the topic.

Objectives Define and clarify what effective communication is, and how it can affect everyone in the Region Identify and develop an understanding of the components of effective communication These are the learning objectives for this module.

Objectives cont. Examine the importance of building trust in developing effective team communication Foster an awareness of the barriers and qualities of effective communication

Let’s listen to this communication
This is a conversation between the RC and the Registrar … Two instructors can act out this scenario or you can ask for volunteers ahead of time. Run through it a couple of times so that the scenario is more role play than just reading it.

Activity This scenario is in the handouts, but listen first. In the next five minutes find all the communication errors in the conversation. Instructor: If teaching this workshop outside of the AYSO EXPO, give each group a few copies of the scenario and in the next five minutes ask them to find all the communication errors in this Region. RC: This is John Doe the RC for Region 222. I know that our Treasurer recruited you to be the new Registrar a couple of months ago and since you are a brand new volunteer to AYSO and to our Regional Board, I sent you an last month and I haven’t heard anything back from you. Registrar: I never received any . RC: (an exasperated sigh) I got your address off of eAYSO. Registrar: Oh, I changed that about six months ago. RC: Well, we need to get that updated. Anyway, our Region is big on communications and I wanted to let you know a few things about registration next month. Registrar: Next month? RC: (speaking quickly) I have some leftover SAI forms that we could use. The CVPA will bring the Volunteer Application Forms and the RRA and RCA will set up their own tables at registration. The Treasurer has some NAP procedures that he needs to explain to you and I think that the AD will be stopping by to deliver some EXTRA and VIP brochures for us to pass out. Have you ordered the Registration packet from the National Office? You know how important it is to be prepared. I don’t know why, but we always have problems at registration. Registrar: What? Who? When? RC: We have a Regional Board meeting tomorrow at the usual place, and I didn’t have time to make up an agenda so we will do what we usually do and have everyone come in with a report. Oh, my kids are waiting in the car; I’ll see you tomorrow night. (RC hangs up the phone). Registrar: What?

Start finding the errors as a team
Allow three minutes to find the errors. They are obvious.

Let’s Review What items did the teams find?

Errors Registrar was recruited a few months ago and the RC should have contacted her then Registrar obviously does not know what her job description is. A brand-new AYSO volunteer does not know what the acronyms stand for American Youth Soccer Organization has limitations

Errors continued There is insufficient notice for the Board meeting
There is no agenda for the Board meeting The RC did not give the address of the Board meeting eAYSO information needs to be current

Communication Skills Good communication skills = strong Regions with fewer problems

Communication Skills continued
Poor communication skills = weak Regions with many problems

Be careful what you say and how you say it!

The Best Methods of Communication
Could more than one method work? As time allows assign one to each group or go over them verbally with all attendees. Click SEVEN times for the icons to appear.

The Situations Going over the job description for a new Board Member
Sending a Board agenda out Thanking a volunteer for an outstanding job during a tournament. • Going over the job description for a new board member. Face to face – – telephone. • Sending a board agenda out. – snail mail – hard copy should be available at the meeting. • Thanking a volunteer for an outstanding job during a tournament. Face to face – – snail mail – website.

Situations continued Suspending a coach
Amending the Standard Policies & Protocols Promoting the AYSO EXPO Letting parents know when the season starts • Suspending a coach. Face to face AND written documentation. • Amending the Standard Policies & Protoclos (more on them, later). Face to face at a Board meeting – pre-communication can be sent out by . • Promoting the AYSO EXPO. Face to face – Website – . • Letting parents know when the season starts. Website – eblast – calendar.

Verbal Communications
It takes two - a speaker and a listener. Learn to listen actively. Give your full attention. Give verbal cues that you are listening. Summarize the communication. “Let me make sure I understand what you are saying.”

Non-Verbal Communication
Body language Eye contact Gestures

Written Communication
Parent handbooks Flyers and handouts Standard Policies & Protocols Regional newsletter/newspaper/calendar

Electronic Communication
Telephone/answering machines /texts Website keep it current Call companies

Communication with Families

Conclusion - Module 6 Communication impacts every aspect of our lives.
It’s important that we take time to examine and analyze just what communication consists of and ways to improve. Hearing isn’t listening until you get the message. Bridge to Module 7: How to Run a Meeting

Let’s take a break! Take a 10 minute break. Tell the attendees the exact time you will restart the course. Offer some incentive for attendees who return early or on time. Small candy bars or dollar store gifts work great.

Module 7 How To Run a Meeting

Questions How many of you love to go to meetings?
How many of you have to go to meetings? Point out most people do not like attending meetings yet most have to attend.

The Negatives What makes you crazy about “some” AYSO meetings?
Write on a flip chart the reasons why most people don’t like going to meetings. All answers are acceptable. Don’t put up Slide # 94 until after you get input from attendees.

Meeting Pet Peeves Not starting on time No agenda
Many tangents from the agenda One person dominating the discussion Time spent on updating previously absent Board Members who frequently miss meetings These are some answers you will receive. There are more answers on the next slide.

Meetings Gone Wrong Negative influences
Poor facility (too hot, too cold, not enough chairs, noisy) Poor preparation (not enough handouts, late, etc.) Boring And…? These are additional answers.

You have options! Have a one-on-one, frank discussion with the RC about ways to shorten the Board meetings or to get them more organized. Ask the RC for buy-in and if the RC wants, offer to make a presentation to the Board. Contact the AD and ask for a meeting visit. After that the AD can offer suggestions. Ask attendees for other ideas to deal with the meeting issues. This can be a delicate situation, so be considerate.

Help Be part of the solution and offer to help the Regional Commissioner run a more effective meeting

Change Location What are the pros and cons of having meetings on the same night, same time and same place each month? Ask the RBM who always travels the farthest to pick a location once a year Treat everyone to dinner in the off season and do a quick meeting that ends with just socializing - Invite the spouses What are the pros and cons of always having the Regional Board meeting on the same night/ time and at the same location? Offer a babysitting service if it would help young parents who are Board Members. A restaurant may not be the best place for every Board meeting if there are distractions, but once in a while maybe in the off season treat everyone to an inexpensive dinner at a restaurant and have a brief meeting before dinner arrives. If you can be assured of few distractions, once in a while you can host the meeting at a Board Member’s house.

Start the Clock How long should the meeting be?
Start on time regardless of who is missing. Use a countdown clock. Use a timekeeper to keep all reports to the allotted time. Ring a bell/use a red card. Put times in the agenda. Respect everyone’s time commitment. Start and end on time. Use a clock as a fun way to count down the time for the meeting. What is the optimal time for a Board meeting? Never go over the allotted time. Table agenda items that you couldn’t cover and can wait until the next meeting.

Seating Arrangements Classroom Round/Rectangular
The seating arrangement for a meeting is important. It will help with interaction. Which seating arrangement discourages participation? Classroom Which seating arrangement encourages full Board participation? Round/Rectangular

National Exposure “Start Your Laptops”! You can share at your meetings
At your monthly Board meeting, do a live presentation of the Region Toolkit, eAYSO or ayso.org Talk about the eNewsletters each meeting. Each Board Member should share information Check out other Region’s websites Ask RBMs to bring in their laptops. Sharing is okay for those who can’t bring theirs in. Ask everyone to go on to the Region Toolkit, eAYSO or ayso.org. During the month as you see things in any of the eNewsletters, print out copies for everyone and ask the appropriate RBM to report on it. After a few times, make each RBM accountable to report on their own. Check on omissions. Invite a local commission member, NBOD, or other national volunteer to join your Board meeting.

Make It Better Now let’s look at the list.
Each group will look at a negative situation and in the next five minutes come up with a positive and proactive solution to the negative. Think outside the box and be creative. Once a sufficient number of objections have been listed, refer back to the list and assign each group one negative situation. In the next five minutes each group is to come up with positive and proactive solutions to these negative situations. Think outside the box, be creative. If time is an issue you can do this activity with the entire group, making sure that you get input from attendees who have not contributed as much as others.

Good Meetings Prepare agendas in advance Start and end on time
Control deviations from the agenda Minimize distractions Create an atmosphere conducive to getting the business conducted in a fair and impartial manner Go over these points only after you have gotten input from each table. The ability to run good meetings is a common trait of effective managers. Elaborate on the key point of running a good meeting shown above.

The Question Why have meetings at all?
This can be a group discussion with all attendees. Here are some of the responses you may get. • Giving information to volunteers, parents, players, etc. • Training for coaches, referees, board members, parents, etc. • Discussion leading to an objective. • Planning for the upcoming season. • Consulting and getting feedback. • Finding solutions/solving problems. • Crisis management. • Setting goals and objectives. • Setting tasks and delegating • Meetings are vital for managing and effectively communicating. • Properly run meetings save time, solve problems, increase motivation and productivity. To create new ideas and initiatives. • Diffuse conflict in a way that s and memos cannot. • Making decisions. • Conveying/clarifying policies issues. • Team building. • Special issues and subjects. • TO HAVE FUN!

Debrief Meetings are necessary
Every Board Member is involved in meeting planning and facilitating Be proactive in your preparation Value people’s time, it is the most valuable asset Thank your volunteers for attending the meeting and be appreciative of their efforts

Conclusion – Module 7 Make your next meeting a great meeting
Bridge to Module 8: Standard Regional Guidelines

Module 8 AYSO Standard Policies and Protocols
The NBOD has voted to replace the Standard Regional Guidelines with Standard Procedures and Protocols. The new P&Ps are option for this member year, but will be mandatory for Member Year We will discuss them, in general, and give some specific areas where the new P&Ps are different from the SRGs. These operating procedures are the best tools in the AYSO Toolbox. Your job as an instructor is to make these “Guidelines” come alive. This is the final module in this workshop and needs to “pack a punch”. This is your challenge as an instructor. End the course on a high note.

AYSO’s Standard Policies & Protocols
Mandatory as of MY 2016 Will automatically be in force in all Regions, subject to approved revisions Are generally consistent with the old Standard Regional Guidelines Permit Regional flexibility within the scope of AYSO’s Governing Documents Do not have to be approved every year, unless changes are made The key issues to focus on is that they are new, required in MY 2016, automatically in force, and flexible to meet regional needs

Continued… Reduce the occurrence of common pitfalls
Avoid recreating the wheel Save time and energy Provide consistency Reasons why it is important to have standard operating procedures

Important Differences
Clarification that all material contracts in excess of one year duration, including proposed leases must be approved by the NBOD or its delegate prior to execution No AYSO volunteer may file a lawsuit in the name of AYSO without prior written approval of the National Office. RCs have a responsibility not to allow his/her term to expire This and the next slide set forth a few of the new things in the P&Ps. Make it clear that this is not every difference, and that RCs and board members should read, review and discuss them as soon as possible, and raise any questions with their AD, SD or the National Office.

Continued RCs no longer prohibited from coaching
Regions may only have one checking account and two savings accounts/CD, unless previously authorized AD should be signatory on Region account, if possible This and the previous slide set forth a few of the new things in the P&Ps. Make it clear that this is not every difference, and that RCs and board members should read, review and discuss them as soon as possible, and raise any questions with their AD, SD or the National Office.

Remember! A reasonable measure of flexibility is also necessary in operating guidelines to allow freedom to adjust where needed.

The P&Ps Allow for Regional Flexibility
Addendum A Allows Regions to modify the P&Ps, as long as the changes are consistent with AYSO’s Governing Documents and Area and Section Policies (for example, ¾ play) Defines which Regional Board members are not eligible to vote at meetings Regions are allowed to modify the P&Ps, as long as they are consistent with the Governing Documents and Area and Section Policies—ask for some other examples Defines who is and who isn’t a voting member of the Regional Board

Continued Addendum B Listing of Regional policies, such as for refunds, tryout selection rules Both Addenda must be reviewed and approved by AD and SD Best Practices are described in Chapter 8 of the Reference Book Addendum B requires Regional policies be set forth All reviewed and approved by the AD and SD A guide to best practices is set forth in the Reference Book, Chapter 8

Activity Group Scenarios
What is the reference in the guidelines that addresses this? Let’s discuss your group’s answer Each group is given a scenario. Look for verification in the Standard Policies and Protocols. Pick a spokesperson from each group – preferably someone who has not spoken before. The reference points in the guidelines are noted at the end of each scenario. Handout are available at AYSO EXPOs and on the website for Region and Area based training. Don’t put up the next six slides until each group is ready to discuss their answers.

Regional Commissioners
The RC at a Regional Board meeting asks the Board to vote on a player registration fee increase Eight of the 15 Board Members are in attendance The vote is taken and the fee increase has passed The vote is challenged by the Registrar at the next Board meeting Is the vote valid or should it be rescinded? Article Six, C & D The decision stands 6 C-- every Region shall hold an annual and thereafter periodic meetings of the Regional Board, conducting these meetings in an open and transparent fashion For the requirements of a quorum. . . see the Reference Book, Section 8. (Quorum is “a majority of the Board Members”) D. Unless otherwise specifically provided by these P&Ps, decisions of the Regional Board must be made by a majority decision of the voting Regional Board Members deciding on any such matter; provided, however, that the RC may veto any such decision if (a) the effect of such decision would be to violate any of AYSO’s Governing Documents or applicable law or (b) in the RC’s discretion, as guided by application of his or her fiduciary obligations, would not be in the best interests of the Region or the Organization.

Regional Coach Administrators
A coach requests to keep the same team from one season to the next The RCA refuses to allow it The coach is volatile and is threatening to take the team to a club program. How would the RCA defend the decision using the SRG? Article Seven B 3 7.B.3.--The only team member(s) a head coach may specify to be on his/her team is his/her own child or children. Otherwise, there shall be no automatic retention of players on any specific team or with any specific coach from the previous season. (See R&Rs Article II, Paragraph G and Bylaw 1.04(d).)

Regional Ref Administrators
The RRA is approached by an experienced referee prior to the start of the season The referee thinks due to his experience and ability to cover several games each Saturday he should be paid $25 per game He then states his love for AYSO, but he could make more money refereeing for club. Is this OK? Article Four J To comply with the requirements set out with NPS 2.5 and all directions provided by the National Office whenever a Region is considering paying for services to be rendered. (See Paying for Services on the AYSO website at also Best Practices, Article Two, 2.5

Other Regional Board Members
A parent at registration demands to know what is done with all the money collected The Treasurer says “We are a non-profit organization and we do not have to divulge that information.” Article Eight B An annual budget must be adopted that provides the basis for setting player registration fees, submitted to the National Office, and made available to the participants of the Region and AD no later than June 1, which is 30 days prior to the end of the Organization’s fiscal year; (See Treasurer Manual.)

Review What are the Standard Policies & Protocols?
Does every Region have them? When do the P&Ps become mandatory? Where can they be found? Can they be changed? What are the Standard Regional Guidelines/Standard Policies and Protocols? General operating guidelines. • Does every Region have Regional guidelines? Yes, every Region is governed by the Standard Regional Guidelines UNLESS they are amended. The P&Ps are mandatory as of MY 2016 • Where can they be found? Yellow Reference Book and (website) • Can they be changed? Yes, as long as they are consistent with the National Governing Documents and Area and Regional rules

Module 9 Conclusion

Did you learn something that will help you be successful?
Hopefully everyone learned something to help them do a better job running their Region Improving management skills is a worthy goal Don’t stop with this course – take advantage of additional management training. Need help? Ask how!

What Have You Learned? What one thing did you learn in this workshop that will make a difference in how you manage your Region? What is your most memorable moment from this workshop? Go around the room and ask each attendee to comment on one or both of these questions. The time you spend will be determined by the number of attendees in the room and the time left.

We would like you to take a quick survey
What is the one word that would describe how you are feeling right now as a result of completing the Regional Management Workshop? Your co-instructor should put these words on a flip chart. Hopefully they will be powerful, inspiring words. You may get some words that indicate that the attendees are challenged or overwhelmed. This is okay. Try to turn every word into a positive.

Wait! One last thought!

These players are counting on you to do the best job possible to manage their Region!

Thank you for attending!
#311 State that this concludes the Regional Management Training and express your hope that everyone has learned something to help them do a better job running their Region. Improving management skills is a worthy goal. Invite them all to take advantage of additional management training at the Dispute Resolution and Due Process courses. Thank them all for coming.

Regional Management Training

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