SUMMER CHECKLIST FOR HEAD COACHES

Jun 25

“The shortest pencil or the weakest ink is better than the strongest memory.”

I love using checklists. I always go to the grocery store with a list, or I'll forget something and have to return.

Just like Santa checks his list twice, pilots, surgeons, construction managers, and anyone else with jobs that require precision and no room for mistakes rely on checklists.

When it comes to crucial tasks, a pre-event checklist is not a mere suggestion, it's an indispensable tool. The strategic use of checklists ensures that no vital steps are missed, leading to enhanced outcomes and increased efficiency.

Fall camp is coming sooner rather than later. The easiest part of being a head coach is putting the whistle around your neck. The average person has no idea the amount of admin work required for a team to get to 'day one' and beyond. Head coaches do not get a 'do-over' on uniforms or headphone reconditioning once the season begins. You need a checklist.

I've used this checklist before to help me. If you have something that would improve it, please send it to me so it can be added to the list!

MAY

Cookout for parents-have available summer camp application, newsletter, summer calendar
Prepare summer letters to players with calendar and schedule (no one gets a letter in the mail anymore, they will love this)
Map out summer mental performance daily meetings
Call officials for spring game
Send officiating chapter fall schedule
Summer calendar with coaches’ summer assignments
Exit interviews with players and coaches
Ask players to give vacation dates that conflict with summer workouts
Offensive and Defensive Coordinators:
1. Personnel-finalize depth chart for fall
2. ‘Well-Better-Fix’ from spring ball to fall camp
3. Summer study of colleges who are similar in scheme
4. Finalize three-day install
5. Sub-varsity playbook - progressions for middle school, freshmen and junior varsity teams
6. Finalize coaches’ responsibilities
May 1st-begin to advertise summer camp in newspaper, social media, post fliers and send out personal invitations. They won’t forget the head coach invited them!
Mother’s Day cards
Spring newsletter and calendar to incoming freshmen
Order summer camp t-shirts

JUNE

Get team list for 9-12 to counselors for scheduling
Update player address lists and include incoming freshmen
Track which freshmen did and did not attend cookout
Meet with juniors planning to attend college, check on possible credit/GPA issues
Prepare for pre-season clinic with youth league coaches
Film review of all non-district opponents
Begin weekly voluntary book study
Begin organization of July coaches’ meetings
Finalize July coaching convention travel plans
Order program stationary to send ‘thank you’ cards on a regular basis
Require all unit coaches to organize one unity dinner or activity (create a memory). Remind coaches and players post pics to team social media accounts
All coaches text three players a day thanking them for their hard work this summer (one in their unit group and two players the assistant does not directly coach)
Special Teams- ensure all coaches involved in the kicking game are on the same page with scheme and personnel
Offensive and Defensive Coordinators:
1. Situation review of opponents (3rd downs/red zone, etc.)
2. Create five minute highlight videos from the previous season with graphics that emphasize our philosophy of play
Get an upcoming football calendar to coaches’ spouses with the weekend work schedule, non-school day practices and any out of the ordinary day so they can be prepared. Never give a coach an unexpected day off. Allow the family to plan so they can make the most of it.

LATE JUNE - EARLY JULY

Get away from the facility for a week or two! Decompress, go on vacation and recharge your batteries for the grind that awaits!

JULY

Send letter to all players in the program
Send letter to all booster club officers and parents who ‘make it happen’ once the season begins
Break down all district opponents
Continue book study
Meet with leadership counsel, seniors, etc to plan team slogans, hashtags, t-shirt ideas
Organize ‘memories’ for fall camp. Karaoke, ‘The Big Weigh-In, etc.
Establish fall calendar of special events: Teacher Appreciation night, Polish and Pray, Dads program, Youth game night, etc.
Prepare game passes for all players and coaches’ spouses
Organize and finalize speakers during the season
Order office supplies
Inventory all helmets and cloth gear needed for day one
Inventory all coaches gear, practice and game (do you have a plan for rain so coaches will not all wear ‘whatever’ and not look the same?)
Require all unit coaches to organize one unity dinner or activity (create a memory). Remind coaches and players post pics to team social media accounts
Finalize Moms 101 event for early August
Finalize Dads mentor program
Meet with counselor on class schedules; assistant coach schedules and duties, and plan for quitters the first two weeks of the season.
Check and double check all athlete addresses, phone numbers, parents, etc.
Finalize recruiting information for college coaches
Video room organized and ready
Locker room organized and ready
Inventory all fall camp and game gear
Reach out to any new opponent head coach
Finalize sub-varsity schedule with opponents
July 10th - have summer coaches’ meetings finalize and ready to go.
Prepare state rules, guidelines and safety measures quiz for coaches to take during July meetings
Take the principal and any assistant principal responsible for athletics out to lunch. Include your coordinators. Remind them how valuable they are and ask what the program can do to help with school culture, etc. Another idea is to do an admin lunch cookout during the week of coaches’ meetings

AUGUST

Before fall camp begins:

Pre-season youth league coaches’ clinic
Headset evaluation
Outside equipment set up and in working order
Meet with counselor on senior GPAs
Post fall SAT/ACT dates
Home visits for all new players to the program
Organize how the staff will conduct grade checks
Coaches dress code for practice and games
Reorganize depth charts for all kicking units
Reorganize offensive and defensive depth charts
Make a depth chart for two years down the road. Use this when preparing freshmen and junior varsity depth charts later
Organize scout teams (how you will communicate once practice begins so you have to ask, “Why do we only have ten on the scout D?”
Parent meeting - calendar, absence policy, etc.
Booster Club organizational meeting
Playbooks and Pearls - Moms 101
Dads mentor program organizational event
Using program stationary, send a ‘thanks in advance’ note to all speakers for the upcoming season