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

Gotham Volleyball League Leadership Meeting June 3, 2018 How do we communicate? Training on current policies and practices By: Eric Eichenholtz, Gotham Volleyball President

Effective Communication and Collaboration Three important aspects of communication: Collaboration between leaders 1. Informing Members and Leaders of important information (Gotham 2. communicating to members) Membership Feedback and Input to our leadership, our membership 3. (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.

Leadership Collaboration

Gotham Leader on Duty (GLOD) Reporting  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.

Scheduling and Event Planning  Four Step Process Tentatively schedule event with LG 1. E-mail scheduling@gothamvolleyball.orgto check for conflicts 2. Resolve conflicts by discussing with affected leaders 3. E-mail scheduling@gothamvollleyball.organd 4. 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 official Gotham events.

Gotham Leadership Wiki  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)

Internal Facility Calendar  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

Other Collaborative Tools  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.

Informing Members and Leaders

Gotham Volleyball Newsletter  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 Website Blog  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 of high membership interest (e.g. Tryout info and rosters get 100-200 views per day)

Website Calendar  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

Gotham Social Media  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, online 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 (continued)  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

Membership Feedback and Input

Elections & Feedback Surveys (Survey Monkey)  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.