Team Schedules: What, When, and Where

One of the first priorities for a coach at the start of a season is to get the schedule out to the team. As you’ll see from these examples, this simple task becomes a big chore for the team.

Example #1

I finally got our practice times and they are Tuesdays, 4:00-5:00 at BlueValley field #2 and Sundays, 6:30-8, at the Kenneth Road softball field #5.

Tuesday 3/30 4:00-5:00 BV field #2
Sunday 4/4 6:30-8:00 Kenneth Rd #5  (this is Easter so we will NOT practice here)
Tuesday 4/6 4:00-5:00 BV field #2
Sunday  4/11 6:30-8:00 Kenneth Rd. #5
Tuesday 4/13 4:00-5:00 BV field #2
Sunday  4/18 6:30-8:00 Kenneth Rd. #5
Tuesday 4/20 4:00-5:00 BV field #2
Sunday  4/25 6:30-8:00 Kenneth Rd. #5

Remarks

This email contains an “inline” list of practices and is pretty easy to move over to a calendar. Practices usually occur on regular intervals so they are pretty easy to setup as recurring events.

Example #2

Here is the schedule of basketball games for the boys. Our first game is this Sat., morning Jan. 10th at 10:00am. We are team #9. Please have the boys at the gym at least 20 minutes before game time.

Jan. 10   Jan. 17   Jan. 24
8:00 5 v 6  8:00 1 v 2  8:00 5 v 8
9:00 4 v 7  9:00 10 v 6  9:00 6 v 7
10:00 2 v 9  10:00 7 v 5  10:00 2 v 10
11:00 1 v 10  11:00 9 v 3  11:00 3 v 1
12:00 3 v 8  12:00 8 v 4  12:00 9 v 4

Jan. 31   Feb. 7   Feb. 14
8:00 8 v 6  8:00 4 v 3  8:00 4 v 10
9:00 10 v 7  9:00 2 v 5  9:00 8 v 9
10:00 2 v 3  10:00 9 v 7  10:00 7 v 1
11:00 9 v 5  11:00 1 v 6  11:00 6 v 2
12:00 1 v 4  12:00 10 v 8  12:00 5 v 3

Feb. 21   Feb. 28
8:00 7 v 3  8:00 10 v 9
9:00 9 v 1  9:00 1 v 8
10:00 10 v 5  10:00 2 v 7
11:00 2 v 8  11:00 3 v 6
12:00 4 v 6  12:00  4 v 5

Remarks

This is another example of an inline schedule but this time for games. I refer to it as “Find Your Own Way”. It’s pretty common for coaches to copy and paste a schedule like this from a spreadsheet they receive from the league.

You can see the added complexity right away. You have to find each instance of team #9 and then get the date and time and enter it into your calendar.

Example #3

Remarks

This example is similar to Example #2 but the schedule is an attachment and you have the additional step of first downloading the file from the email attachment.

Example #4

Attached is the girl’s soccer schedule. Hopefully the email comes out. If not refer to the attachment. I don’t have a ton of confidence in my cutting and pasting skills.

Remarks

When I saw this email I knew something had to be done to help the coaches who are helping us. This very well intentioned coach filtered the list for us by finding each entry for our team #251, took a screen capture of the section, and then attached all of them to the email.

What is wrong

This is time consuming and prone to entry errors. It’s 2010. All of us shouldn’t have to go through the exact same process sifting through the schedule using a coach’s number as a code to find the dates and times needed to enter on a calendar. Too many possibilities for an incorrect entry or missing an entire event.

And don’t forget about sharing the schedule with family and friends. What do you do now? Just click “Forward” and enter an email address?

Solution

All of the team’s events pass through the coach. That one person can enter the events in teamloop, a single, authoritative location, and ensure an accurate schedule. The rest of the team can view the schedule online, export it in a common format, or sync with your online calendar with an iCal feed. And your family and friends? Just send them the link to the team’s public schedule.

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A BIG, BIG Disclaimer

Before I begin sharing some emails, I want to make it extremely clear that it is not my desire to ridicule anyone sending these emails (especially if you are one of the authors :-)). As parents, we appreciate all of our team’s coaches and are very thankful for the time they volunteer. We know you offered to instruct rather than spend time crafting the perfect email.

Instead, I intend to use some of the content to illustrate where teamloop can reduce the coach’s team management burden and assist in communicating the important message and details to the team.

Some Insight

teamloop has been in the making for a while. Since we are getting closer to launching we wanted to share what is driving us to build this app.

Adam and I both have kids who have played sports for several years. I have two who have been on different teams at the same time so basically four sports in parallel.

As parents, we receive a lot of emails from their coaches. Emails with schedules, fees due, and questions about player availability. Others for practice reminders, weather updates, and game rescheduling. Notifications about which color jersey to wear, directions to a game, and snack schedules and end-of-season parties. It is a lot of team management and communication through email.

I started analyzing these emails over the last couple of years and some very clear patterns became apparent. I’m going to start posting some example and sharing what I found.