Strategize for First Parent Meeting

February 25, 2015

By Scott Westfall
MSU Institute for the Study of Youth Sports

Coaches often cite parents as one of the most uncontrollable and frustrating aspects of coaching.

Let’s face it, when this relationship goes south, there can be pent-up frustration and hard feelings between the two parties which can result in a negative experience for everyone involved – especially the player who is often caught in the middle.

Establishing positive relationships with parents should happen from the moment you stand in front of them at your annual parent meeting.

Throughout this meeting, parents will be asking themselves: “Can I trust this coach with my child?” “Will this coach be fair in his/her decisions?” and “Will this coach always have my child’s best intentions in mind?”

In order to put them at ease, you must do everything possible to establish yourself as a person of integrity who is altruistic and 100 percent trustworthy. Below is a coaching checklist that will help you establish trust and credibility with your team’s parents:

Transparency – Do things openly and share information as much as possible. If something bad happens on your team, be sure that you do not sweep it under the rug. Be open and consistent with your decisions, and always follow through on what you say you are going to do.

Demonstrate Respect – Be polite and sincere with parents and let your actions show that you care. Sometimes the little things you do will resonate louder than the big things.

List Expectations – Have high expectations for the conduct of both the players and parents in your program. List these expectations, distribute them, and then talk about them with the parents. Meanwhile, let them know what they can expect from you in return (proper dress attire, appropriate language, great sportsmanship, impeccable conduct, proper treatment of game officials, etc.).

Express Loyalty – As often as possible, be sure to praise your players, assistants, and the people associated with your program. Be sure that you never take credit for other people’s work, and remember to use the word “we” as often as possible.

Be Accountable – This means taking the blame for bad results– even when it wasn’t necessarily your mistake. Admitting when something goes wrong on your watch doesn’t mean that you are a bad coach or you’ve lost control of your program. True leaders are accountable for the mistakes that happen in their programs.

Deliver Results – This is not necessarily wins and losses. Instead, deliver results on the things that really matter, such as developing a respectable team, coaching players with all passing grades and having players who do not get into trouble or break the law.

No parent meeting would be complete without a healthy dose of paperwork. To make it easier for parents to keep these papers organized, try to color-coordinate the forms and go over them slowly one at a time.

Below are the basic documents you should supply at the parent meeting (Note: Try to also have these documents accessible on your team’s website):

Coaching Philosophy – Drafting a coaching philosophy will allow parents to better understand who you are and the reasons you coach. In this document, be sure to include your fundamental beliefs along with your personal approach to coaching. (Note: Be honest in this section – Do not advertise yourself as one type of coach, but then act like another). Include a lot of “I statements” such as, “I coach for the purpose of teaching life lessons,” “I believe that student comes before athlete,” and, “I am demanding but never demeaning.” Developing and drafting a coaching philosophy not only gives parents insight into you and your program, but it also gives you an opportunity to reflect upon why you do things the way you do.

Team Policies – This is perhaps the most important document you will distribute to your team’s parents. It should list all team rules pertaining to player conduct, grades, eligibility, attendance, discipline, communication, and of course playing time! Include statements such as, “Playing time is earned – not given,” “All decisions will be made based on what is best for the team,” and, “If you have a problem, please talk to the coach.” Inform parents that student-athletes will receive equal opportunities but not equal things. These opportunities include instruction, off-season strength and conditioning programs, and support for their classes. How well student-athletes take advantage of these opportunities (attendance, focus, effort, attitude, and self-discipline) often dictates their levels of success. (Note: Before distributing this document, make sure your school’s administration/athletic director supports your team policies 100 percent).

Student-Athlete Character Contract – While many schools have had an athletic code of conduct in place for years, teams today are including an additional written set of norms for players to follow. A character contract outlines how players agree to conduct themselves as a person, student, and athlete. If you want to create more buy-in, consider drafting this contract each season with your players!

Parent Pledge Form – This document establishes the expectations you have for the parents in your program. Be sure that you include expectations for their conduct at games, having a positive disposition around the team, the treatment of players on your team along with the treatment of your opponents, letting the coaches coach, and how to act toward game officials.

Team Calendar – Be sure to include detailed information on the times and locations of all practices, team events, games, and places that players need to be. If changes are made to the team calendar throughout the course of the season, be sure you inform parents through several forms of communication (a printed note sent home, an announcement on the team website, email list, social media, etc.).

Athletic Physicals – While most doctors’ offices have a copy of these blank forms on hand, it is convenient for parents to have access to them through your school.  

Athletic Fees (if you are a “pay for play” district) – Some districts have a mandatory athletic participation fee, while other districts do not. Some districts have a waiver form for students who are on free/reduced lunch. In any of these cases, make sure you are on top of this information so you can properly inform your team’s parents at the meeting.

Conflict Resolution – The occasional conflict is almost inevitable while working in an emotionally charged environment such as athletics. However, conflicts can often be avoided or at least more easily resolved through proper forms of communication.

  • Inform parents that you are always willing to listen to their concerns; let them know that you would prefer they address an issue with you, rather than taking their frustrations to the next game and venting to anybody in the bleachers who is willing to listen.
  • In your team documents consider a statement such as, “The best tool we have in our relationship is an open line of communication. My door is always open and so is my mind.”
  • Finally, be sure to let them know that if they are upset about something to not send it through email. Email is good for information, but not communication. Try to communicate and resolve conflicts in person as much as possible.

Once you have established trust and credibility with your team’s parents, you can start building the relationship. Caution: Building a relationship with your team’s parents is not developing close friendships with them. Becoming close friends with parents actually can lead to bigger problems as you open yourself to criticism of playing favorites. Instead, build working relationships, generated through mutual respect and understanding for each other’s position in the quest of helping the young individual become a successful student-athlete. These working relationships help parents understand their optimal level of involvement, such as where and how they can fit into your program. Below are some tips for building working relationships with parents:

  • Learn their names and where they work.
  • Learn what the family likes to do when they are outside of the school setting.
  • Invite them to a team event such as a team picnic, fundraiser, or team trip.
  • Ask parents for help with certain jobs. Many parents appreciate being asked to help with team functions as it gives them an opportunity to get to know other parents and makes them feel like they matter.
  • Call them at least once per season to say hello, report on their child’s progress, and ask if there is anything you can do to be of assistance.
  • Offer additional support for their child. Helping the student-athlete outside of coaching with things such as academics and typical teen issues shows you care.
  • Offer support to the parents as well. If they are struggling to get a message across to their child, oftentimes a coach sending or reinforcing the same message makes all the difference. As a coach you hold a powerful platform with your student-athletes; use it to help with their development and maturity whenever possible.

Establishing yourself as a trustworthy and credible coach is the first step in getting parents to buy into your program. Meanwhile, providing parents with sufficient information will help them feel like you are keeping them informed and want them as a partner in your program.

Creating working relationships with parents takes time, but will be the cornerstone in establishing a positive experience for the years their children are involved with your program. While some parents may have a different background or mindset, listing your expectations will help them better understand your team’s culture and how they can fit in.

If done right, these positive working relationships should alleviate much of your coaching frustration and pay tremendous dividends in the future.

Scott Westfall has spent the last 10 years as a teacher, coach, and athletic director in Fort Collins, Colo. He currently is working on his Doctorate at Michigan State University, with an emphasis in Sport Psychology and Athletic Administration, and assisting the MHSAA with its student leadership programs. Westfall is a former athlete who participated in football, wrestling, tennis and cross country at the high school level, and rugby at the collegiate level. He can be reached at [email protected].

Classy Competitor

December 20, 2013

By Scott Westfall
MSU Institute for the Study of Youth Sports
 

It goes without saying that coaches and many of their student-athletes are highly competitive individuals.

I know from my time as a student-athlete, along with 11 years as a coach, that on game days I was a little bit edgy, tunnel-visioned, and ready to compete.

Competition, after all, is what makes sports exciting; it keeps the games fun for the players & coaches and exhilarating for the fans. However, there is a balancing act that all coaches and athletes face between having a ferocious will to win, while also displaying appropriate body language, speaking the right words, and being a part of a positive team culture.

There can be a dark underside to competition when coaches, athletes, and even fans let the heat of the moment hijack their emotions, thereby turning their competitive spirit into brashness or poor sportsmanship altogether. In today’s magnified world of camera phones, voice recorders, and social media, what may not have been intended for public consumption might now end up on Twitter, YouTube, or even the front page of the newspaper.

One moment of stupidity can often mean a lifetime of regret. Thus, today’s coaches and athletes need to take extra steps to ensure that only their absolute best self is what’s seen and known to be the true representation of them and their schools.

Coaches must remember that most athletes do not arrive in their program knowing how to be good sports. Therefore, coaches must lay the groundwork, well in advance, before their team’s first competition.

While players may have been given simple instructions in the lower levels to shake hands after the game, it is unlikely that they have been completely mentored on how to travel respectfully, properly execute pregame routines, compete with grace, keep their emotions under control in the face of adversity, and walk off the playing surface with composure regardless of the outcome. While we would like to assume these things are innate, the reality is that most kids have never been instructed in these areas.

Today, what kids see from professional, and sadly, even college athletics, is often a poor example of sportsmanship. If a young person watches sports on TV, she or he frequently sees taunting, touchdown dances, unsportsmanlike penalties, and bench-clearing brawls. Heck, even if they missed it live, it will be replayed on Sports Center the next morning and viewed over one million times on the Internet.

Kids today have grown up being led to believe that this type of negative behavior is the norm in the upper levels of sports; therefore, it is only a matter of time before this negativity begins seeping into the lower ranks – if it hasn’t already. 

High school coaches must be the gatekeepers! Coaches, whether you like it or not, your words, actions, and tolerance for bad sportsmanship will be the key as to whether your athletes and your school are viewed as classy competitors or an epicenter for sportsmanship implosion.

High school athletics are the last bastion of clean, uninfected competition, and we must keep it this way. Below are some coaching recommendations on how to send the right message and keep your team classy and competitive:

• On game days, have your players dress-up for school, the bus ride, entrance into the hosting school’s building, and trip home. If the players on your team do not own or cannot afford dress clothes, start a donation box. Many times players will grow out of dress shirts, shoes, and other clothes. This donation box can be a way for some of the older players and their families to leave something behind to help the younger players whose families struggle to make ends meet.

• When hosting an athletic contest, ask your athletic director to greet the visiting team at the front door. An appropriate greeting should sound something like, “Hello coach. Welcome to ________ High School. We are glad you and your players are here today. Let me show you your locker room. Is there anything (water, cups, tape, etc.) that I can get for you?” If your athletic director is busy handling other administrative duties, take on this duty yourself. These small gestures send a clear message that your school and athletic program are classy and that people at your school care. 

• When traveling, make sure that your team behaves appropriately on the bus. The best coach I ever played for always insisted that we focus and visualize, rather than talk and socialize on trips. In addition, establish a team norm that every player thanks the bus driver. “Thank you sir,” or “Thank you ma’am.” These small gestures instill manners in your players and give them the message that wherever they go they are to carry themselves with class.

• When entering a building, have your players remove their hats and headphones and put them in their backpacks. They can put them back on after entering the locker room or while warming up (if it’s allowed as part of your team policies). By doing this, your athletes send the message that they are polite, attentive, and acknowledge their hosts with respect. Also, before entering, double-check to make sure all of your players have their outfits properly equipped (shirts tucked in, ties tied, pants at waist level, dresses at the proper length, shoes tied, etc.). Finally, make sure that you get off the bus as a team, enter the building as a team, and enter the locker room as a team.

• Always inspect the locker room before your enter. Take inventory and make sure there is no damage. If there is damage such as graffiti, broken equipment, spills, or trash strewn about, let the host school know about it before your players start getting ready. 

• Let it be known during warm-ups that players are never to taunt, showboat, or attempt to intimidate the opposing team. If the other team’s fans are trying to get into your players' heads, instruct them to smile confidently and continue warming up as they always do.

• During the National Anthem all players are to remove anything from their heads, face the American flag, and place their hands on their hearts.

• Instruct your players to play passionately at all times. They represent you, their school, the players who came before them, and their community. Let your players know that it’s okay to play hard as long as it’s always within the rules. As a football coach I used to always tell my players, “Knock them down, and after the whistle, help them back up.”

• The referees are not your enemies! While communicating with officials (if it’s allowed in your particular sport), players should always address them with reverence & respect (“Yes sir – Yes ma’am”), and NEVER question their calls – Coaches this goes for you too!

• Teach your players there is a right way and a wrong way to handle adversity! 
Always model the appropriate way to act; if something unfair happens to your team, you must remember that your players are looking to you for how to respond. There will be times when calls do not go your way, players from the other teams commit hard fouls, or something occurs that you, your team, or your fans believe is completely unjust. However, it is important to remember that when adversity strikes, your reactions are what matter the most as they have a trickle-down effect on your team. You and your players are always under the microscope – and how you respond, with your words and body language, in the seconds after something negative occurs can be the identity of the program and school for years to come.

• Always keep your opponent’s dignity intact. If you are winning by a comfortable margin, let your second and third-string players receive playing time. Don’t ever run up the score – running up the score by playing only your first string is a surefire way to be labeled a classless coach. 

• Be humble in victory and gracious in defeat. When you and your players are shaking hands, take the time to truly let your competitors know the amount of respect you have for them, their commitment and sacrifices. Just like you, your opponents are spending every day after school working to become their best and improve as players, students and people. Regardless of rivalries or close games, the mentality in the handshake line should always be respect for your opponents’ hard work, preparation, and will to compete. 

• Instruct your players to always leave the field with their heads held high! No matter the score – win or lose, if they have played with passion – went all out every play, and displayed honor and integrity in their conduct on the field, they should always be proud of their performance.

• Make it part of your program’s culture that your parents and fans applaud both teams at the end of the contest. This salute to the opposition is an ultimate sign of sportsmanship and class, and will become the culture and reputation of your program.

• Always leave the locker room in better condition than you found it. Regardless of whether the locker room was pristine or a pigsty when you entered, make sure that you leave the place immaculate. Changing areas, rest rooms, training rooms, etc. should all be spotless. Also, your players will have a better attitude about cleaning if they see their coaches setting the example and cleaning alongside them!

• Upon returning home, make sure your athletes pick up the bus and thank the bus driver once more, “Thank you sir,” or “Thank you ma’am.” Have your captains stay behind to make sure the bus looks better than how your team found it (windows are all up, no spills, floor swept, etc.). Bus drivers transport a lot of kids and when they find a group as polite and respectful as yours, not only will they appreciate it, but also they will begin telling other community members how classy of a program you run!

“What you tolerate is what you teach.” When I was coaching, if I saw something that I disagreed with but perhaps didn’t think I had the time or the energy to deal with it, I would often start negotiating with my conscience (Do I really want to spend the extra time just to cover this minor detail?). I found that every time my conscience lost the negotiation, I ended up regretting it later in the season. Coaches, you are teaching every minute of every day! If a norm, policy, rule, or law is being broken and you choose the easy path of letting it go or ‘sweeping it under the rug’ you will send a message that the rules don’t always apply. Thus, keep in mind that if you tolerate rule breaking in your program then that is exactly what you will get.

Coaches, at the end of your career, you will undoubtedly reflect on your seasons, and ask yourself the questions: “What did my program stand for?” “What sort of impact did I have on my players?” and “What was my legacy?" If you have read the checklist above and many of these suggestions seem foreign, then perhaps you should reassess your program’s mission statement.

However, if you have looked at the list and have said, “Check…check…. check,” then you are probably known as one of the class programs of your area. What your players see on TV from pro and college sports is NOT the new norm of high school athletics – nor should it be. High school coaches stand on an incredibly influential platform and their expectations, teachings, along with what they tolerate, will establish the athletic culture at their school for years to come.

Scott Westfall has spent the last 10 years as a teacher, coach, and athletic director in Fort Collins, Colo. He currently is working on his Doctorate at Michigan State University, with an emphasis in Sport Psychology and Athletic Administration, and assisting the MHSAA with its student leadership programs. Westfall is a former athlete who participated in football, wrestling, tennis and cross country at the high school level, and rugby at the collegiate level. He can be reached at [email protected].