Parent Communication is one of the main coaching topic questions in youth sports. I am asked over and over by other coaches even within my league on what I do to communicate with parents. Many new and rookie coaches forget that managing parents is probably more important than coaching the youth sports team. Make sure you are prepared to coach the parents, especially parents new to tackle football or the sport. Rookie sports parents must be coached on the proper techniques just like their young player.
This is an introduction to how I manage parent communication on my sports teams.
Parent Communications
- Welcome to the Team New Player / Roster Phone Calls
- Parent Meeting at / before First Practice
- Parent Handouts
- Communication Channels
- Game / Practice Updates / Cancellations
- In Season Ice Cream / Pizza Parties
- Problem Resolution
- End of Season Party
The first thing at the beginning of each season when we get our new team roster from the league, I call each player’s parents immediately that day or within 24-48 hours. I also follow-up with email and or text. Our league also sends an email out and announces on social media that teams have been formed and coaches will be calling parents. Even though the league sends out an email to each parent, they want the coaches to follow up with a call and an email to the parents as soon as possible. Most parents and the players are anxious about getting the team information.
I’ve been a league commissioner and I still help with the social marketing and emails for the league. We have many parents emailing constantly about the draft results to find out what team they are on. So, contact your player’s parents quickly. This quick communication will help you build goodwill with your team’s parents. Parents love coaches that are organized and communicate with them. This initial phone call seems to be simple but is very important in the parent communication process.
Welcome Phone Call / Email
- Coach Introduction
- Coach’s Contact Info
- Team Name
- First Practice Information
- Practice Field
- Practice Dates / Times
- Look for a Team intro email
- First Game Date
- Team Website / FB Page / Text App
- Get any important player information
- Medical
- Conflicts
- Planned Vacations
- Sports Played in Past
- Last Football Team / Position
- Uniform Sizing information
You should follow up your first phone call with an email that summarizes the above and any other info gathered from your phone call. If you were unable to contact the parent, then this email should prompt the parent to contact you. You may also want to send a short text message to them to contact you about the team and let them know the first practice info.
Team Parent Meeting
At or before your first practice you want to hold the Official Team Parent Meeting. This can last about 30 minutes to an hour. I prefer to have a parent meeting before the first practice so all the coaches can meet the parents and players without rushing to get practice and meeting all in one 2-hour session. Plus, you can meet the players without pads, and it just seems to be easier to talk to parents and get to know them. We will also try to do a name game to meet everyone and learn all the players’ names. Parents love the Name Game.
I do have Parent hand outs for this meeting.
- Meeting Outline
- Introduction Letter
- League Code of Conduct
- My Code of Conduct
- Statement about Playtime
You can find the handout Parent Communications packet in the files section of my private Facebook group. Join and download the packet in MS Word.
I tend to be strict and tough on policy at the Parent Meeting. I want to set the tone about conduct and behavior that is acceptable for the Team and League. Managing parents has gotten tougher over the last 30 years, so I do not want to have any doubt about what is expected. I have seen too many teams self-destruct due to poor communication and weak parent meetings.
Parent Meeting Outline
- Welcome to Team
- Team Goals
- Introduce All Coaches / Staff
- Practice Schedule
- Player Evaluations
- Tackling and Blocking
- Code of Conduct
- Team / Parent Help Volunteers
- Team Communication
- Uniforms
- Expenses
- School Work
- Attendance
- Questions
Remember to visit my private Facebook group and pick up an example parent meeting packet.
Communication Channels
It is very important to make sure that all the parents know how to communicate with you and receive Team information. There are many text apps and we have found these text apps to be the most useful form of Team communication. I have also embraced private Facebook groups for Team websites since Shutterfly closed their team sites. Everyone seems to love text and almost everyone is on Facebook or at least one of the parents. I like to make sure the Team Mom or Team parent is great at social media and is a social person.
Game Day & Practice Times / Cancellations
The text apps that also have calendar reminders built in have helped prevent missed practices. I highly recommend calendar reminders via email and text.
We send a text message early in the day to communicate if a practice might be cancelled due to weather. We will usually call off practice an hour before practice. In the past we have waited but we have softened on this policy.
In-season Ice Cream / Pizza Parties
In-season parties help with meeting players and families off the field. I will hold these when we win a big game, great practice and or want to build team spirit. Parents love these events and help you and the parents bond about teaching and developing their children. Sometimes we might just bring brownies for after practice. Make coaching more than just a sport. Get to know your players and families.
We also try to get together for lunch or dinner at our sponsors restaurant after each win. This also builds team bonds.
Problem Resolution
Hopefully you will not have any problems, but they do seem to come up a few times a season. Even for Super Bowl / Winning football teams and players that start both ways parents will have issues with play time, perceived favoritism, offensive & defensive schemes, positions and how you coach or they do not like the team mom and well just about anything really.
We have a 48-hour rule, especially after games. We ask parents not to approach the Coaches after a game if they have a complaint since emotions are very high. I am always happy to speak with parents about any issue. I try to make sure there is another Coach with me or Team Parent as a witness. Most parents want to vent so make sure to listen and respect what they have to say. Let them know you will consider their request but you’re managing the Team and will do what is best for the team. Make sure to document your meeting in your notes for future reference.
Our league uses Age division Commissioners, and they will help us manage Parent issues. We communicate parent issues to the league as they first arise. Many parents know the league Commissioners and main VP of Football since they are listed on the website. We do ask the parents to contact us first about any issues they may have with the team.
If the parent issue is unresolvable then you may ask the league for assistance, ask the player to leave, or ask the parents not to attend games and or practices. Sometimes an exit is better than a headache for the entire season. Check with your league about asking a parent / family to leave your team. Our league does not allow us to remove a family from our team, but I would have several times in the past if allowed.
It is best to try to figure out a resolution to the parent issue, because unhappy parents become a Cancer to your team. Good luck.
End of Season Party
I love to have an end of season party with player awards and player / parent recognition. This is a great way to recruit for next season and keep your players and families happy.
Let me know how you manage Parent Communication on your sports team.
Contact me anytime,
Coach Parker