Gotham Volleyball League Leadership Meeting June 3, 2018 How do we - - PowerPoint PPT Presentation

How do we communicate? Training on current policies and practices By: Eric Eichenholtz, Gotham Volleyball President

Gotham Volleyball League Leadership Meeting June 3, 2018

Three important aspects of communication:

1.

Collaboration between leaders

2.

Informing Members and Leaders of important information (Gotham communicating to members)

3.

Membership Feedback and Input to our leadership, our membership (or both) (Members/leaders communicating to Gotham) All three are key to a healthy organization. We will review how we currently set up to communicate and we are always working on ways we can better communicate and collaborate between leaders.

Effective Communication and Collaboration

Leadership Collaboration

 GLOD Reports are the most critical communication tool for our day to day operations.

GLOD reports are received by all officers, LG chairs, and facility/operations leaders.

 GLODs are expected to send a report through the online form at

https://www.gothamvolleyball.org/glodwithin 24 hours of the event, even if there is nothing significant to report

 GLOD reports are used in many different, important, purposes

 Communicating member feedback received at the event  Reporting injuries and sportsmanship issues  Advising of any lost items found at the event  Advising if any other Board/LG action or follow up is needed after the event (e.g. refunds)  Ensuring our facilities are in proper working order  Reporting low supplies or missing/broken equipment so that it can be replaced

 GLODs are the “eyes and ears” of Gotham. We rely on consistent and complete GLOD

reporting in order to be responsive to membership concerns and any incidents that arise.

Gotham Leader on Duty (GLOD) Reporting

 Four Step Process

1.

Tentatively schedule event with LG

2.

E-mail scheduling@gothamvolleyball.orgto check for conflicts

3.

Resolve conflicts by discussing with affected leaders

4.

E-mail scheduling@gothamvollleyball.organd communication@gothamvolelyball.org to confirm event is a go and provide instructions on how you would like it communicated

 Event managers should also e-mail to the scheduling and communications e-

mails if there are any changes and cancellations, so that the event can be supported.

 In emergencies, its also a good idea to talk to Eric, Erik, Mike, the appropriate VP and

the Communications team or Greg directly to make sure changes are sent to the membership.

 The “Gotham” name and logo are an important asset. We should only use it for

• fficial Gotham events.

Scheduling and Event Planning

 Owner: Seth Eichenholtz, Past President/Strategic Planning

 E-mail contact: planning@gothamvolleyball.org

 Located at https://www.gothamvolleyball.org/board-wiki  Provides permits, schedules, contact information, key policies  Where does the information come from?

 Scheduling e-mails, master calendar, permits, other information provided by LG

chairs directly

 Accessible to and used by all Leaders

 Password should be provided by Leadership Group Chair

 Updated weekly (usually Monday mornings)  When should a Leader use it?

 General questions about policy  Membership inquiry about upcoming events  Facility availability concern (e.g. security saying we don’t have the gym)

Gotham Leadership Wiki

 Owner: Joe Hemsing, Director

 E-mail contact: joe.hemsing@gothamvolleyball.org

 Calendar purpose is to coordinate facility usage and avoid overlapping

events

 Accessible via the Board Wiki  Requires participation of all VPs and real-time updates when changes are

made in order to be effective

Internal Facility Calendar

 Leadership Facebook Group

 “Secret” Facebook group that includes all Gotham leaders who are FB members  Underutilized resource that allows communication and collaboration between

Leadership Groups and amongst the leadership

 Capable of creating discussion threads or building out into FB messenger discussions  Downside is not all Gotham Leaders on FB

 Google Groups

 One group each for Leadership, the Board of Directors, each LG and each Committee  Ideal for announcements, meeting planning or discussion  All e-mails sent are archived by Google and available to view by group admin

 Roster Update e-mails

(teamupdates@gothamvolleyball.org/powerupdates@gothamvolelyball.org)

 Used by Division and Power reps to alert those responsible for making administrative

changes when there are changes to Division and Power rosters

 Critical to ensure rosters and payment lists are up to date.

Other Collaborative Tools

Informing Members and Leaders

 Owner: Communications Committee

 E-mail contact: communications@gothamvolleyball.org

 Designed to be a weekly update to Gotham Volleyball Membership for

upcoming events/critical information

 Information obtained by event managers e-mailing

communications@gothamvolleyball.org(content provided by event managers)

 Space permitting, event recaps and other features (member of the week)  Just over 3,000 subscribers: Our largest, most effective communication method  Limited strictly to Gotham news and events in order to avoid people marking as

SPAM or unsubscribing

 Interactive (such as links, etc.) using our Campaign Monitor software

 Campaign Monitor also gives us the ability to run statistics on the interaction to help

determine membership interest

Gotham Volleyball Newsletter

 Owner: Communications Committee

 E-mail: communications@gothamvolleyball.org

 Located on the main website page, this blog is a way for us to advertise

upcoming activities and direct members to registration/payment pages

 Event managers request website posts by e-mailing

communications@gothamvolleyball.org

 Content provided by event managers

 Posts are kept up for limited duration, effort to keep content current.  Can be highly effective method of making available “on demand” content

• f high membership interest (e.g. Tryout info and rosters get 100-200

views per day)

Gotham Website Blog

 Owner: Communications Committee

 E-mail contact: communications@gothamvolleyball.org

 Gotham’s primary public-facing calendar

 Located at https://www.gothamvolleyball.org/calendar/

 Contains all upcoming events reported by the Board and Leadership Groups at

Board meetings and by e-mailing scheduling@gothamvolleyball.org

 25-50 views per day (about 700 views per month to 1,500 views per month

around tryouts)

 Utilized by the membership for long-term event planning and time/location of

upcoming Gotham events

 Must have access to our WordPress Software to edit  Editing can be time-consuming and cumbersome, multiple revisions can be

difficult

Website Calendar

 Facebook Official Page (@Gotham Volleyball)

 1675 followers/likes  Weekly updates, emergency info, event announcements  Event invites created for Social & Community Events  Photos of events, tournaments, etc.  Increasingly used for membership engagement (event invites, videos, pictures,

• nline forum), which draws more interest than announcements

 Twitter Official Page (@GothamVolleyball)

 526 followers  Tweets auto-generated by Website Blog  Usually used for emergency information, links to website

 Official Instagram (@gothamvolleyball)

 598 Followers  Pictures posted by Leaders with IG access at events

Gotham Social Media

 Gotham Volleyball Team-Up Facebook Group

 302 members  Official Gotham group designed to pair players who need teams and teams who

need players for tournaments

 Gotham Volleyball ☺ Facebook Group

 Approx. 1,200 members  “Unofficial” group allows for members to directly post/communicate with one

another

 While not official, Gotham was given jurisdiction over the group so the group can use

Gotham’s name (Bylaws Article I, Section 3)

 Free & open communication amongst membership without content restrictions  Designed primarily for non-activity related posts by members  Only removals are SPAM and inappropriate content and posts that violate Gotham

rules

 Echo posts of official posts in the Group, but no original official content

Gotham Social Media (continued)

Membership Feedback and Input

 Owner: Erik Johnson, Secretary

 Contact e-mail: secretary@gothamvolleyball.org

 Survey Monkey is a powerful and flexible web-based survey tool.  Survey Monkey that serves as our primary method for conducting

elections and obtaining group feedback from our membership.

 We also use Survey Monkey to conduct Board and Leadership Group

votes if a full meeting is not practical.

 Other uses include complex event registration and other times we need

to obtain several categories of sortable data.

 Survey Monkey has multiple ways of collecting data, including direct e-

mails or providing a web link. It also has the ability to interface with social media.

Elections & Feedback Surveys (Survey Monkey)

 Owner: John Wetsell, Director & Webmaster

 Contact e-mail: webmaster@gothamvolleyball.org

 Customized database primarily used to collect registration data and maintain

participation data for our Division Play and Power programs.

 The system contains participation data from January 2008 through the present.  Allows user to review and edit registration data, view standings and personal player history.  Sends a confirmation e-mail when registration is received/changed along with an e-mail

confirming selection for Division/Power class

 “Backbone” of our tryout process – processes registration and manages player drafts  Database of participants from January 2008-present

 Generates lists for registration and draft, as well as team rosters/contact lists.  Generates reports of players not selected.  Generates and displays historical participation data  Key tool for keeping track of and obtaining contact information about our membership

Gotham Volleyball Registration Database

 Tournament Registration System

 Integrated into the website, can use the user database  Customizable system (date, time, tournament cap different levels)  Used for Team Power, Friendship Tournament registration, and Fire Island

Registration

 PayPal based registration

 Integrating PayPal code on the website, we can collect payment and have the user

provide 1-2 items of information to PayPal

 Data can be provided to event administrator  Primarily used for Open Play – ideal for events where little information is needed to

register other than name and payment

 Website Feedback forms

 Allows a user to enter data using a form on the website.  Frequently used for waitlist or practice space requests.  Ideally used when the administrator does not require a large amount of data.

Other Registration Systems

 E-mail based feedback

 info@gothamvolleyball.org(for general inquires)

 Eric Eichenholtz/Erik Johnson currently respond to inquiries

 Direct contact with Board members/event managers through designated e-mail

 Facebook Messenger

 Gotham can be contacted through our official page  Erik Johnson, Joe Hemsing and Eric Eichenholtz respond to inquiries

 Gotham Volleyball ☺

 Can be used for informal discussion amongst members  Important to review because member feedback can appear there  Discourage its use for “official” questions because members often get bad

info/rumors in response

Other Feedback