Spread the Word: Effective Communication is Key

Before you even think about pitches and cones, you need to get the word out!  Maximise your reach by using a variety of communication channels:

  • Existing Email Lists:  Your club likely has an email list from previous seasons.  Use it to inform members about grading dates, age groups, and any relevant registration deadlines.
  • Flyers at Summer Football:  Distribute flyers at summer football programmes and tournaments to reach a wider audience of interested players.
  • Community Events and Open Days: Summer is a great time to engage with potential new members. Set up a stall at local events and host open days to promote your club and the upcoming grading day.

Planning and Preparation: The Foundation of a Successful Grading Day

Once you've generated interest, it's time to get organised. This involves:

  • Gathering Expressions of Interest: Use online forms or registration sheets to gauge interest from both existing and potential new members. This will give you an idea of the numbers to expect.
  • Preliminary Squad Organisation: Based on the EOIs and age groups, create preliminary squads to facilitate the grading process. This doesn't have to be definitive, but it helps with initial organisation.
  • Assigning Roles:  Recruit and allocate coaches and volunteers for various roles on grading day, such as registration, coaching, and data management. Clearly define responsibilities to ensure a smooth workflow. (For more information on roles and responsibilities, check out our blog post: [hyperlink to blog about the roles on grading days - sign in, coaching, managing paper work])
  • Data Tracking: Implement a robust system for tracking and managing grading data. This could involve spreadsheets, dedicated software, or a combination of both.  Ensure you have a process for collecting and storing information accurately.

Grading Day: Smooth Operations from Start to Finish

With preparations complete, it's time for the main event! Here's how to ensure a well-organised grading day:

  • Registration Desk:  Set up a clear and efficient registration desk to welcome players and manage sign-ins. This is the first point of contact, so make a good impression!
  • Attendance Tracking:  Use a system to check off arrivals and register new players. This could involve a simple checklist or a more sophisticated digital system. (Learn how to streamline this process with MyClub: [hyperlink to tutorial on how to do it in MyClub])
  • Grading Sheets: Prepare standardised grading sheets for coaches and volunteers to evaluate players. Ensure these sheets are clear, concise, and capture the necessary information.
  • Data Collection:  Establish a system for collecting and storing completed grading sheets. This will be crucial for the post-grading evaluation process.

Post-Grading:  From Evaluation to Team Formation

The work doesn't end when the final whistle blows! Here's what to do after grading day:

  • Squad Formation:  Analyse the grading data and collaborate with coaches to sort players into appropriate squads.  Consider factors like skill level, age, and team dynamics.
  • Communicate with Members: Keep members informed about squad selections and any upcoming team activities. Transparency and timely communication are crucial during this stage.
  • Team Selection Meetings: Organise meetings with coaches to discuss team selections, training schedules, and any other relevant details.

By following these steps and utilising tools like MyClub to streamline your processes, you can transform grading day from a daunting task into a well-organised and successful event.