I feel one of the key ingredients to successful coaching is organization. We are always moving from gym to studio to bus and home. A method to stay organized is essential.
Cindy

... ORGANIZATION ...

Lay out a master calendar for the entire year.

Everything needs to have a place. Buy several three-ring notebooks and a three-hole punch. File all incoming mail.

Categories in your notebooks may include: competitions, attendance, uniforms, camps, suppliers, personal data sheets, etc.

Buy lots of file folders and a plastic storage crate to file all information.

Have ONE MASTER CALENDAR!! Having several calendars causes confusion and you may end up forgetting an important performance.

Keep a notebook with you at all times. Write all messages, your "to do" list, etc., in this book. Avoid writing on little slips of paper. You will spend too much time looking for them and end up losing important messages.

ALWAYS LOOK AHEAD!!! Advanced planning is imperative to the organized dance team.

Copy off schedules for your dancers every two months. If your dancers are well informed, you will have fewer problems.
* Give multiple copies to each dancer. (one for the fridge, locker, employer)
* Give important dates for the entire year out at the beginning of the season. (competitions, shows, banquets, etc.)

Learn to delegate. Tasks such as copying, videotaping, making tapes, publicity, and costume organization can all be delegated.

Consider having a student manager. Duties can include: taking attendance, issuing uniforms, getting ice, record keeping, video taping, etc.

Hold a parent meeting at the beginning of your season. Cover your constitution (pass copies out for everyone), traveling policies, discipline system, any expenses involved, etc. It's better to have
everything up front.

Keep a log of all events when they are finished. Example: You held a fundraiser in which you sold t-shirts. Keep track of how many you ordered, the sizes, how many were left over, profits, expenses, etc. Also keep a record of injuries, problems, etc. File hand-outs to re-use for next year. Keep your calendars to aid in next year‚s planning.

Store all items needed for practice in one place, such as a briefcase or crate. This will eliminate lost and forgotten items.

Assemble a "travel kit" to be taken to all performances. It should contain: a medical kit, medical forms, extra gloves, uniform parts, mending kit, etc.

Organize a system for filing cassette tapes. This way you will be able to find the music if you decide to use the song in years to come. JFK Dance Etc. has tape holders which you can spine label and file by the season.

Always have back up tapes at your performances and do a sound test of the PA system.

Keep an accurate history of your group. You may want to have a Historian create a scrapbook each year. You could also have them maintain a video library.

At the beginning of the year, type your roster. Make columns for check in and check out of various items or money. Produce 100 copies to keep in your briefcase. These can be used for everything from fundraisers to seeing who is on the bus.

Create an e-mail data base with a newsgroup for your team and also for their parents. Use this as a communication tool.

Consider having a team web-site.