This simple process takes some upfront work, but will save you a tremendous amount of time on the back end.
Creating Standard Operating Procedures on the Fly
I have had a lot of you ask recently how I would go about starting the process of documenting key repeatable activities that you do during the year as coaches so I wanted to give you an example of one I created this week now that I am at a new school.
I am volunteering at a Division 1 Soccer program this year and we have a game today. A few days ago, I went into the office and we talked about game day. As we were discussing what needed to get done, I just documented it. Below is the list I came up with.
To charge up:
- Camera and computer charged
- Headsets for officials charged
Forms to print:
- Print 3 roster form copies (roster to opponent, SID, and refs)
- Game notes and scouting forms to put in locker room
- Who is filming the game?
- Get camera set up
- What do they need?
- How many do we need?
- Where are we going to get them (refer to list of teams created in the fall)
- Headsets charged
- Paying officials
Day before for team
- Give team the line ups
- Teams warm-up timeline
- Equipment update
- Contact opposition to find out what colors we need to wear
- Check Weather
- To Tell Tim: When we need Equipment for games
- White & Red Jerseys
- White & Red Shorts
- White & Red Socks
- Game warm up tee shirt top
- Game warm up pants & jacket
- Weather related necessities
Equipment for games:
- Game balls pumped up
- Training balls pumped up
- Cones, pinnies
- Check goals and nets
- All corner flags
- Goal Nets
- Back stop nets secured
- Scoreboard and sound system checks
- Make sure have music
- Check the field
- Bathroom set up and ready
- Garbage cans
- Press box
- Bench covers
- Officials tables and chairs
- Extra coaches chairs
- Small groups: GK/Field players
- Balls, equipment, bibs left out (Only a few to warm up with)
- Notes on the game
- Bench all under control and supportive
- Substitutions, line up, stats
- Pick up the equipment and put it back in the shed
- Game balls
- Practice balls
- Pick up anything else left behind
- Media time
- Post-match meal
- Post-match debrief with team
- Post-game evaluations/grades
- Post-game talk
- Extra white & red shirt, shorts, socks
- Extra warm up top
This is just the first draft. On my draft, I had a lot more detail and also included who is responsible for completing each activity and their email and phone number in case there are questions.
Next, I will have this list with me today while I am there and will make note if we missed or forgot anything.
After the game, I will note the quality aspect of how things were done. “What was the result of the process we went through on game day? Did things run smoothly? What did we forget? What was frustrating?” We will make some adjustments and note them on this game day checklist.
Then, next time we play, all I need to do is pull out and work the list.
- Now I know that the quality will be good.
- I know that nothing will be forgotten.
- We can set up for the next game day quicker because we won’t need to scramble around trying to remember what to do next.
- We can work the list early in the week so as it gets closer to game time, we know that everything is done and now can just focus on the team.
I could go on with how much creating a simple list like this helps but hopefully you get the idea.
That is how I document processes. It is pretty simple. It takes a little up front work but it saves me a TON of time and stress on the back end. Doing this for all of the repeatable tasks in the office that we do as coaches was a game changer for me.
I’d love to hear what comes to your mind as you read this article! Please email me your thoughts, questions, or if you want my help setting this up for you at email@example.com
Get on a free 30 minute call with me by using this link http://www.meetme.so/
Good luck! If you want my help, please reach out to me at firstname.lastname@example.org.
President Busy Coach
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P.S. If you have found this article helpful, please share it with your staff or other work colleagues! Studying time and energy management over these last 8 years and applying it to my coaching and recruiting has been a game changer for me. I am committed to helping coaches get more important work done in less time so more time can be spent with family and friends. Thanks!