Every league has their own set up and needs for managing staff and referees. Some programs may be reliant on volunteers to supervise fields, keep score and referee while other organizations are able to staff these positions. Some organizations may have these types of positions in house while some may contract out.
Regardless of how your program is set up it’s imperative you have a staffing plan to recruit, retain, train and schedule your staff and referees.
Here are 10 Tips for Managing Staff and Referees
- Know your optimal staffing levels. Put together a plan to figure out what the ideal staffing level is for your program. Regardless of the mix of scorekeepers, referees or site supervisors, you need to know what mix is ideal to get you through a season without running short.
- Contract out anything you cannot provide in house. This is generally the case with an officiating association where you will pay a group of officials a contracted per-game rate to officiate your games. The benefit of an official’s association is they have the training and the manpower to cover your games. The downfall is you lose control of the quality so make sure any officiating group is trained for your in-house rules and you hold them accountable.
- Provide training. Have a thorough pre-season training both in a rules meeting format and an on-site clinic, if possible. Also, invite your staff and referees to your coaches meeting to help review rules and start a line of communication for your coaches on Day One.
- Empower staff and referees. Provide your staff and referees the tools they need to succeed and let them do great things within your program. Provide training, educate, and make it as easy as possible for them on game days to access rules, scoresheets, etc. Keep them in the loop on communication and issues that may arise week-to-week.
- Monitor and evaluate. Monitor staff and referees on a weekly basis and always look for opportunities to improve. If you receive a concern from a coach on a referee, communicate it to the official and make sure to monitor them the next week. When something comes up, always look for teachable moments to improve and make your referees the best they can be.
- Accountability. It’s important to hold your staff and referees accountable if they’re not doing what you ask or meeting expectations. Ignoring rules, not making the calls, not handling an issue with a coach or parent properly, could send your program in a downward spiral and stick you with more issues you have to deal with after every game. Whether you staff in-house or contract out, it’s important to ensure they’re supervised and evaluated as the season progresses to ensure they’re meeting expectation.
- Be consistent. Consistency is key. Be consistent in how you staff and how you are coordinating games each week. If you have the ability to schedule staff or referees with the same age groups each week, it will create an atmosphere where they are more a part of the program. Parents and coaches will get used to seeing them week-to-week and know what to expect. As long as they are meeting your expectations it can be a great benefit to the program as they will know anything that happened in that group the week prior and can adjust accordingly. Each game, regardless of age group, should be run the same way as far as the processes you have in place and the officiating.
- Pre-game meetings. Get the staffing group together before each game day to discuss rules that came up or things that need adjusted so all are on the same page. Parents and coaches like when things are consistent and there are no surprises.
- Provide resources. Make it as easy as possible for your staff and referees to run games, especially if you’re not always on site. Provide everything they need such as rule books, scoresheets, rosters, and equipment and make sure it’s organized and easily accessible. Break your rules and policies down into smaller “cheat sheets” on the more important things that come up every week as an easy reference sheet for staff. Review these at your pre-game meetings. Have it all ready and organized for games so your staff and referees can come in and run your games at a high level.
- Feedback. Your front-line staff and referees are your greatest tool for feedback on how things are going throughout the season. Constantly ask them on how things are going and any issues they are seeing. If they approach you with something make sure to listen and act accordingly. This is an important part of the process to be able to improve and ensure your expectations are being met.
Managing staff and referees is important to ensure your youth sports program operations are running smoothly. If your staff is unprepared, unsupervised and do not have the tools they need to succeed, it will show. Have the plans and tools in place to effectively manage your staff and referees and it will take your program to the next level.
For more resources on youth sports, visit the League Source website.
