Lyme/Old Lyme Little League Season Communication Strategy Discussion Document First Draft: February 28, 2008

2 Today’s Objectives  Discuss benefits of a multi-generational communication strategy to support and formalize the emerging LOL Little League culture  What?  Why?  How?  When?  Focus discussion on two audiences and work streams – internal (archiving) and external (communicating)  Establish next steps to refine and develop strategy

3 The Basics – What? Background  As LOL Little League activities continue to mature, board members have expressed a desire to formalize both internal and external communication approaches  Discussions to date have focused on a multi-generational, two-pronged approach for two distinct audiences I.Internal Audience (Board Members, Project Leaders) II.External Audience (Players, Parents, Spectators, Managers, Coaches, Vendors, etc.) Recommendation  Formalize the ongoing process of documenting LOL Board discussions, decisions, correspondence, financial records, etc., and  Introduce pre-season and in-season communications to help “brand” the LOL approach, leveraging lessons “observed” from other organizations, most notably the East Lyme Babe Ruth approach/website Internal External

4 The Desired Outcome – Why? Desired Outcome  Communicate  Engage the hearts and minds of players and parents  Position the league for future growth by creating a common and repeatable framework  Archive  Formalize the safekeeping of LOL Little League program framework  Enable succession planning for new board members and officers  Mature LOL Little League model to shift share of mind from administrative tasks to league enrichment Guiding Principles  Utilize the LOL website ( as the primary go-to site for internal and external communication, supplemented by “hard copy” hand-outs as required  Leverage the Board secretary “laptop” as a contingency repository for internal communication  Balance the amount of communication with “need to know” basics and “human interest” stories, evoking a multi-generational theme that fosters and balances “what can be done” with “what we want to eventually do” on a season-by-season basis  Remember it’s about the kids first and foremost  Additional voice of the “board” suggestions …

5 First Quarter 2008 January * February * March Second Quarter 2008 April * May* June LOL Little League Fast Facts – Pre-Season Newsletters – In Season The Basics  Our Mission  Season Duration  Key Dates (ex. Opening Day)  Player Eligibility  Code of Conduct: Athlete, Manager, Coach, Parent, Volunteer, Spectator  Concession Requirements  … The Extras Sponsorships Matching Gifts Work In Process (ex. Capital Improvements) The Link to the Season LOL Little League Registration The Basics  Registration Forms/Player Eligibility  Concession Requirements  Signage/Banners/Notices  Live Registration  … The Extras Sponsorships Matching Gifts … The Link to the Season Don’t Forget! DISCUSSION POINTS Two Steps? Fast Facts Pre-Season and then Newsletter(s) In-Season? Season Newsletter (Push and Pull?) Look and Feel? How Many? When? Authored By? Audience? Constituent Pulse Points Feedback Forms Best Practices from Other Leagues Volunteer Opportunities Coach/Manager Reviews Communicate – How? FOUNDATIONALFOUNDATIONAL We’ve Done This … Let’s Do This …

6 First Quarter 2008 January * February * March General Housekeeping  Board Member Listing  Meeting Minutes  Bank Statements  Routine Correspondence  … Archive – How? WEBSITEHOUSED*WEBSITEHOUSED* Ongoing Pre-Season  Registration  Forms/Materials  Player Eligibility Outline  Banners/Signage  … In-Season  Code of Conduct  Coach/Player Development Guidelines  AA Level A Guidelines  LOL Photo Coordinator Responsibilities  Safety Guidelines  Clinic Opportunities  Player Roster  Manager/Coach Assignments  Schedules  Fast Facts  Newsletters  … * Materials backed up on LOL Board Secretary Laptop

7 Next Steps – When?  Create LOL Little League Mission Statement & Look& Feel – Who/When  Design LOL Fast Facts Layout – Who/When  Develop Newsletter objectives, parameters – Who/When  Inventory archived documents and identify document gaps – Who/When  Update online archives on an ongoing basis – Who/When  Mission Statement  Season Duration  Don’t Forget … Key Dates  Code of Conduct Statement/Link  Sponsorship/Matching Reminders  Newsletter Coming Soon …  Teams  Schedules  Returning Players  Culture Commitment  Etc. Step #1 Fast Facts Pre SeasonStep #2++ Newsletter In Season