MARIST XC: PROGRAM MANAGEMENT

Coach Eric Heintz

GATFXCCA Distance Summit, 2018

Program Management

• “Leaders win through logistics. Vision, sure. Strategy, yes. But when you go to war, you need to have both toilet paper and bullets at the right place at the right time. In other words, you must win through superior logistics.” – Tom Peters• Too much focus on training, not enough on organization

• Goal: be organized enough so when you are with the kids you and your coaches are 100% present and focused on them.

I will provide you with some methods, tips and tactics for tackling organization so that you have more time to coach. Most are common sense, but we aren’t always commonsensical when it come to coaching!

Self Assessment

• What are you good at?

• What are your short comings?

• What do you hope your program to be? What is your vision?• What are its needs?

• Be comfortable delegating. If you aren’t, practice it!

PRACTICE AND WORKOUT

ORGANIZATION“An hour up front is worth two hours at practice”

Start of Practice Organization

• Routine• 800m jog

• Stretch groups - assigned

• Captain led

• Freshmen boys’ group – best captain

• Freshmen girls’ group – best captain

• 2-6 boy or girls groups of 10-12th graders

• No requirements, chance to relax

• Daily drills - purposeful

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Start of Practice Organization

• Core groupings/rotation• Coaches move to them

• Different coach each day – each coach, one routine

• Changes for 2018*

• Team meeting

Workout Organization

• Training groups – Self assigned, specific coaches for each group• Blue – most serious

• White – mix of serious but slow, and fast but not serious

• Gold – not serious

• Stagger workouts to maximize the number of coaches present • Personal attention goes a long way, builds

credibility for head coach

• M/W – Blue, T/R – White and Gold

• Field/track usage for workouts, locations• Start and stop in different locations

• Use assistants, managers, or captains to lead groups

Group 1

Group 2

Group 3

Group 4

Mileage Chart

• I post the chart at the beginning of the week

• Generally planned out for the season, but alter for injuries and illness

• Operate on the honor system

• Always warm up the same amount, so cool down is only big variable

• Move toward 3-4 groups for most serious runners

• *Changes for 2018

Results Database – The Heart of a Workout

My Secret Weapon – Blue Group Workout Chart *see attached excel document for personal use

White and Gold Group – Simplified and Includes Race Goals

STAFF AND HUMAN RESOURCE

ORGANIZATION“Invest in the people around you”

Coaching Staff

• If it is just you, find assistants or motivated parents as soon as possible

• An army of one is not a program – surround yourself with people who…• Love kids; you can teach running and training.

• Complement your skill set; determine what your shortcomings, fill in the gaps.

• Assign specific roles and tasks to coaches• Communicate it clearly to both parents and athletes

• *Do this for groups of athletes too, practice setup/clean up/preparation, meet day activities, outside of practice responsibilities

• Ex. Injuries, pool duty, late duty and clean up

• Meet regularly – before/after season, after each meet, as often as possible

• Thank them – it goes a long way (Ex. a book, a hug, a hand-written note, a gift card, etc.)

Managers

• Get as many as you can!

• Invest the time in creating check lists, work flow charts, instructions, etc.• Share documents and files so you can monitor

• Responsibilities include water/Powerade, attendance, set up, clean up, “gophering”, getting team supplies for meets, splits at meets, uniform organization and distribution, etc.

• Incentivize a manager returning for another year• Create a lead manager position and develop it into a meaningful role

• Thank them. All of them. Starbucks, smoothies, etc.

Team Parents

• Captain parents have responsibilities• Meet with them in June to go over the calendar

• Establish a binder/dropbox

• Delegate “spirit” activities (popsicles, chocolate milk, lunches, pasta dinners, etc.)• Have a team parent delegate them to other parents

• Delegate anything that you don’t care 100% about how it is executed

• Use sign up genius, google forms and other online tools

• The more parents are involved, even with menial tasks, the more they will support your program

Captains

• Make this a real thing and honor them extensively; create a desire for people to lead and give them actual responsibilities• Dated checklist of stuff to do in the summer/early fall ranging from social activities to a

service project

• Captain application

• Lead spring meeting – advertise, greet, sign ups, speak, goal setting, etc.

• Lead most aspects of practice outside of the workout

• Honor and reward their teammates; give them a chance to speak, you will be surprised

• We work on real leadership development; regular meetings and activities, provide real input• Train them at your leadership retreat (which they plan) or start earlier

• Thank them

Click on image to go to full document

COMMUNICATION AND MEETINGS

“Learn to love it”

Spring Meeting

• Have EVERYTHING ready by late April• Schedule, athlete contract, summer training plans, mileage goals, social activities,

official start dates, everything!

• Goal is motivate, promote team, discuss logistics

• Opportunity to brag about progress and accomplishments

• Followed by goal setting meeting for serious runners• Led by captains

• Kids sign up via Google docs - example

Click on image to go to full document

Summer Communication - Team

• Know your school and what challenges they face

• Assistants and captains have responsibilities – see spreadsheet

• Weekly emails or “group me” or ???• Assistants and captains help write or record

• Update mileage totals and send out important documents

• Respond to questions now instead of when you are busy in the fall

• Save your emails, consider a “FAQ Website”

• Videos for parents in lieu of informational meetings

Leadership Team Camp

• This is an “earned” opportunity for us and not the full team camp that most schools do.• Weekend before our season starts

• Besides the “fun” factor, team camps can be very helpful

• Entirely student led, planning starts in May• Teach upperclassmen to teach your routines

• Small group training for core, drills, stretches, etc.

• Intense goal setting

• Determine team “theme” or “motto”• Faith. Focus. Finish!

Once again, an investment!

Banquets

• Why is it included? It is state meet time and you have to worry about Qdoba and trophies.

• Have junior parents organize

• Focus on history and tradition and accomplishments of all• Honor seniors, parents, and non-performance stuff• Give kids a chance to talk, adds authenticity

• Standardize the awards and write descriptions so you don’t have to provide an anecdote

• Program• Agenda• Coaches, roster, letters earned and years, etc.• List awards, description, and previous winners• List college runners• List team highlights for season and history

Surveys

• Ask for feedback• Survey Monkey

• Google docs

• Meetings with athletes

• Meetings with parents

• Take criticism as an opportunity to get better

• Improving your program improves the performances!

Summary

• Know that organizational and logistical improvements help with performances• You can focus on the kids when with the kids, what matters most!

• Think of small changes (and time) as an investment for the future

• Make a few changes each year aiming for continuous improvement

• Be willing to delegate, give credit, and thank those who have helped you

• Surround yourself with people who make you better

• Delegate – it invests your assistants, managers, captains and parents in the program

• Find ways to improve efficiency

• Learn Microsoft Excel and Google Docs