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.
Share 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
Be 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.
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
When 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 registration 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
Once 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
Everything 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
If 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!