Communication Is Crucial: 8 Steps to Improve

Good communication is one of the most important ingredients of running a successful organization and Demosphere has several tools to help you master the gift of gab!

Demosphere’s fully integrated Club and League solution provides many important tools for streamlining communication; from professionally designed websites, robust online registration features, league scheduling tools and our latest addition, the Demosphere Team Communication app.

Check out our 8-Step Guide for improving communication within your organization:

Step 1: Update Your Website’s Homepage

First, create an enticing welcome message front and center on your website encouraging members to join your organization.

register nowShare a list of member benefits, along with important info they will need to join; such as program options, fees and dates.

Demosphere also recommends including a Register Now button that is easily visible on your website to allow members to start the registration process within one click of your home page.

Looking for a customized Register Now image? Demosphere can help!

Step 2: Registration Season Setup

unnamedBe sure to set up a registration outgoing email address within registration settings that is regularly monitored to help parents to stay connected with your organization. Keep in mind, this address can be an alias that forwards to multiple people within your organization. This will ensure your members can quickly reach you with any questions about their registrations, fees, team placement and other instructions.

If you’re setting up a program for youth registrations, you will want the parents to be involved in team communication, so make sure you set “collect parent information” ON within your season settings. By default this setting is ON, but if you were setting up an adult program, or do not want to collect parents’ information, you can always turn it OFF. Just one example of many customizations you can make within the Demosphere solution!

Step 3: Spread the Word!

This is a crucial step to ensure a successful registration season. Be sure to communicate registration instructions via various channels.communication

Notify your members via email and text message. Demosphere’s Club and League solution includes both broadcast email and SMS tools within the Communication Center. You can also opt to use email marketing solutions like Constant Contact or Mailchimp.

Don’t forget to update your facebook, twitter and other social media feeds to ensure your members receive your updates, no matter their channel of choice.

If you are not yet using Demosphere’s integrated broadcast communication tools, now’s your chance to try them out! With robust filtering and custom distribution lists for both email and SMS text messaging, you can easily communicate with specific target audiences.

Step 4: Data Integrity

Protecting-Data-and-Privacy-in-the-CloudWhen communicating registration information with your members, please remind your members to use their existing Demosphere login if they’ve previously signed up! Demosphere has a universal login system that helps users maintain one login for the many organizations who are using the Demosphere platform. When a user doesn’t remember their password, post clear instructions about resetting their password following the “forgot my password” link.

We understand it is not always that simple; that is why we have data merge tools for you to tidy things up later.

Members should first create the unique login details for their own account, using their email address, then they will register their child. Instruct your members to then enter BOTH parents’ email addresses during the registration process, where applicable. This will ensure both members receive important updates from your organization. Step-by-step instructions for navigating the public registration process can be found and shared via this link.

Step 5: Building Balanced Teams

Every communication is very important for the team and its players. Even before registration finishes it is important to keep families informed so that they can be assured as the registration closing date approaches. Once registration comes to a close, you may access Demosphere’s registrationteam roster management area to review registration data, participant and volunteer counts, and build teams and rosters within the system.

Everything you need to build your teams can be found on one screen – toggle between player and volunteer data, edit registration form data, search/sort/filter on all of your registration data to view the data set with which you want to work (including the ability to sort by player rating, zip code, city, school, age group, or any other custom data field you add). From there you may drag and drop players on to teams to build those team rosters, while viewing participant counts to ensure teams are formed evenly.

Step 6: Team Staff Assignment

coach volunteerOnce you have finished building the player rosters for each team, you will also want to ensure Volunteers/Team Staff members are added to each team. As soon as your rosters are complete, you can sync the teams over to the Demosphere Team Communication app (available in iTunes and Google Play) to send email requests to all team members, including parents, to join the team!

All members with Coach, Assistant Coach and Manager roles will receive administrative permission for team communication and calendar management purposes.

Step 7: Send Teams to Demosphere’s Team Communication App

Demosphere TeamEverything looks good, you have followed all the checklist items mentioned above, so go ahead click that button to sync your teams to Demosphere’s Team App at any level (all teams in the season, teams within a single grouping or just an individual team). You’ll first see a summary of how many teams, staff and players will be synced to the app. All team members, parents (if collected), along with team staff and game schedules (if applicable) will be created within the Demosphere Team App.

Is that all? Not quite. Do you want to view the teams you have synced to the Demosphere Team App? After the initial sync, click the Update Team icon again for any team and you’ll see a link to “view the team”. All Club Administrators with registration management permissions will be able to view every team that’s been synced to the team app.

Don’t forget to close the communication loop with your coaches and other team staff to let them know their teams has been pushed to the Demosphere Team App. Your members will have access to several support documents for frequently asked questions, as well as the ability to send you support emails directly from the app.

Step 8: Create and Post Schedule

schedulingIf you plan to use Demosphere’s powerful tools for scheduling league games, it is time to generate and sync your team schedules.

Because Demosphere’s registration, scheduling and team solutions are fully integrated, your organization’s teams, rosters and schedules will be synced across all tools. Best of all, any schedule changes made on the master schedule will automatically update within the Demosphere Team App. Just another way Demosphere helps organizations streamline communication!

 

If you are interested to learn more about how Demosphere can help improve communication within your organization, contact us today!

Demosphere Attends Julie Foudy Seminar: Coaching Females Successfully

julie foudy
Former USA Women’s Soccer team captain Julie Foudy and Demosphere’s Dannelle Lewandowski

Demosphere’s own Dannelle Lewandowski is no stranger to the coaching world. This year, she elevated her resume by becoming a girls ODP coach in the state of Georgia. So when she heard about Julie Foudy’s coaching seminar titled “Coaching Females Successfully: Perspective of a World Class Player”, Dannelle jumped at the opportunity to attend.

Foudy shared stories about her own personal journey as a world class player (former USA Women’s Soccer Team captain, two-time Olympic Gold Medalist and two-time World Cup Champion), as well as her perspective on the evolution of soccer in the United States. Julie also outlined best strategies for coaching female players and the importance of not only teaching the sport, but developing the character and leadership qualities of the individual as well.

Dannelle’s biggest take away from Julie’s discussion was that, “being a soccer coach is so much more than teaching someone about how to kick the soccer ball. A coach is given the opportunity and privilege to positively impact young players’ character development.  These character traits will be used for the rest of their lives and soccer is a path to help provide these life lessons.”

Part of Julie’s mission includes the creation of the Julie Foudy Sports Leadership Academy, which is a residential sports academy geared toward girls ages 12-18. The academy focuses on sport (soccer or lacrosse), but perhaps more importantly, on leadership. The philosophy is to expose students to Julie’s great passion: the concept of not just being a great leader on the field but a leader in life. This year, the JFSLA is adding a day student option for girls ages 9-12 in three cities around the country.

We’re excited about the work Julie is doing to grow and develop the youth sports community and we encourage you to check out her program and share with your members!

 

Real Users Shaping the Future of RosterPro®

dmv-user-group

We’ve all become accustomed to a generation of information overload. Inboxes get cluttered and days get busy.

It’s not surprising in the least that administrators who dedicate themselves to managing the registration of their clubs have no time to waste. Every second spent on registration management counts, and these individuals know better than anyone how important it is to be efficient.

With a steady determination to help expedite our RosterPro® Registration System users, Demosphere reached out to the people who use the system daily – RosterPro Administrators – and asked them to provide us with unfiltered feedback and their recommendations about where they’d like to see the system go in the future.

dmv-user-groupDemosphere users from across the Washington DC area gathered on Thursday evening to socialize and share with fellow RosterPro Registration System administrators and Demosphere staff.

Attendees offered their own systems to demonstrate how to utilize certain new features, suggested how to improve each other’s processes, and participated in an open forum discussion to have a say in the future development of RosterPro.

Led by Demosphere’s Executive Vice President, Kris Baker, the User Group was given an exclusive look into RosterPro’s product roadmap of upcoming scheduled feature releases – and an in-person demonstration of our new TeamNet™ team communication platform!

In addition to providing great feedback, the User Group served as a unique opportunity to mingle with other administrators in the area over cocktails and appetizers.

Don’t just take out word for it! Hear what some of the event’s attendees had to say:

Thanks Demosphere…Great event yesterday! I enjoyed having the opportunity to hear how other clubs & organizations are utilizing the array of features available in RosterPro. The TeamNet™ feature is a very exciting development along with Background Check integration.  I look forward to attending future User Group seminars!

– Mark Abbott, Chantilly Youth Association, Inc.

The User Forum was absolutely fabulous. It was so nice to be able to speak with others who not only use the RosterPro® system, but who also can speak to how they use it and what they like and don’t like. I got so many good ideas, new ways to approach set up and a great insight into what is to come from RosterPro® and TeamNet.”

– Annie Gavett, Maryland Soccer Foundation, Inc.

I really enjoyed coming to the User Group session yesterday, just the way that everyone shared what their clubs did with RosterPro® or other Demosphere product.  You can learn new things and help out other users.  Also meeting up with the Demosphere staff and seeing the presentation of the roadmap is very helpful.

– Corky Webster, Northern Virginia Soccer Club

Are you a RosterPro Administrator who would like to contribute to the future of the RosterPro System? Send us an email to let us know you’d like us to host a User Group in your area!

As always, feel free to email us your feedback or talk to a member of Demosphere Support.

User Group Photos

2015 Demosphere Admin of the Year Named At The NYSW AGM!

Demosphere joined the New York State West Youth Soccer Assn. this past weekend to recognize the individuals who make soccer in western New York state possible during the 2015 New York State West Youth Soccer AGM.

The State Association has been utilizing Demosphere’s website and registration solutions for over 10 years.

This year, Demosphere sponsored the third annual Demosphere Administrator of the Year award. The award recognizes a leading administrator and offers a donation to further club operations for the upcoming year.

The deserving recipient was Jason Brodfuehrer of Newark Valley Soccer Club.

Brodfuehrer accepted his award with Demosphere CEO, Jay Baker, at the state association’s awards dinner.

Congratulations to all the winners – it was an excellent year for soccer in New York West!

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Using Social Media To Build Your Brand

Can social media help build your brand? Of course!

Demosphere’s Vice President of Marketing, Sean Rose, recently presented a session on “Using Social Media to Build Your Brand”. Here are the slides from the session as well as some key takeaways:

Set Goals

Keep in mind what your organization hopes to accomplish through social media channels. The goal should be to draw in visitors to your website – whether it be to register, donate, volunteer or simply gain information.

If you can be specific, that’s also helpful. For example, aim to generate 30 new registrants from social media channels in a given time period. Adjust as needed.

Social Media Commandments

1. Don’t spread your social media efforts too thin. Plan your number of channels around what you have time for.

2. If you’re working with a team of people on your social media accounts make sure each member is aware of their responsibilities. You want your brand to be consistent. Delegating responsibility can keep your social media efforts on schedule and on point.

3. Add value! Be conscious of what content you’re adding to your sites. Add information that is relevant, interesting and captivates your audience.

4. Don’t be afraid to keep an eye on others. Inspiration often can be drawn from other social media posts. You can benefit from monitoring what other successful social media brands are talking about, when they’re posting, and even stealing a few clever ideas!

5. Make sure you’re integrating your social media sites into your website. Double-check that links are working properly, the location of the buttons on the page is ideal, and that they are attracting enough attention.

Why You Need a Budget

News feed competition has been steadily increasing; Facebook users have been accepting more friends; “Likes” are more easily used; “Sharing” is more common. All of these factors are resulting in the decline of Organic Reach. Create Target groups for your ads to make sure you’re using your resources effectively and reaching your ideal target market through the noise.

Be prepared to dedicate at least $50 on your social media ad campaigns.

Next Steps

What items can you put in place today? Not next week or next month – today! There’s plenty of actionable advice here!

Have a look through our blog for more helpful best practices to move your organization forward!