Get in the Game: 4 Organization Tips for Coaches and Advisors

April 1, 2020

Springtime for many students means the start of something new: a new semester, a new class schedule, and for some a new season of their favorite sport or activity. If you’re a coach or advisor in a K-12 setting, read on for tips for getting organized for spring. 

1. Take Stock

If you’re new to your sport or activity, it’s helpful to take a complete inventory of the supplies and equipment you’ll be managing. If you’re missing anything or if you plan to make additional purchases, make sure to note the item’s brand, the number you plan to purchase, the estimated cost, and how you plan to use the item. A detailed budget breakdown will help when you review expected costs for the coming year with school administrators. 

2. Set Goals and Practice Plans

Before the season starts, take time to outline what you’d like to accomplish as a coach. What values do you want to adhere to (e.g., teamwork, sportsmanship, persistence)? What do you want students to learn or be able to do by the end of the season? How will practices be run? What supplies should students bring to each practice (e.g., shin guards, notebook, water bottle)?

3. Communicate Early and Often

Families want to know who their student’s coach or advisor is, the schedule for practices and games, and how to get in touch with each other. Begin the season by sending an introduction letter to families that shares

  • a bit about your background and coaching style;
  • contact information for you and other team families; and
  • a practice schedule, if available.

During the season, send regular reminders to families to let them know about upcoming practices, games and tournaments, and any cancellations or schedule changes. jmc users can send these kinds of messages on the go with our mobile Coach Advisor app, available for iPhone and Android. 

4. Give Families Concrete Ways to Help

Families are often eager to help their students in any way they can, and that includes lending a hand with extracurriculars. Channel this enthusiasm by giving families concrete tasks to assist with. Here are some ideas: 

  • Fill drink bottles
  • Organize a snack rotation
  • Sell game tickets
  • Solicit donations
  • Transport team members to away games
  • Plan an end-of-season party
  • Coordinate team pictures

With careful planning and open communication, you can make this spring season the best ever for your students, their families, and your peace of mind. To learn more about jmc’s mobile tools, including the Coach Advisor app, email our sales team at