PROPER COMMUNICATION

By Kelly Rensel , CSFM

Don ’ t we wish our yearly budget meetings all went like this : SPORTS FIELD MANAGER : Hey boss ! How ’ s it going ?

Lovely weather outside !

BOSS : It ’ s a great day ! I just reviewed all the numbers for next year ’ s budget , and it ’ s approved ! No explanation needed . I also threw in an extra 25k for some extra supplies and another 25k into your salary .

SPORTS FIELD MANAGER : That ’ s great ! See you next year !

Unfortunately , budget meetings don ’ t work like that . Most budget-building proposals and budget meetings take a lot of planning and preparation , and they are almost impossible to plan . Most of the time we feel like everything we present is generally going to get shot down . Getting all your information together and being organized can help make a great case for why you need what you need and , in the end , hopefully get you what you require . Having a positive relationship and having open and honest communication throughout the year with your supervisors , not just at budget time , can increase your chances of getting the help and your supplies .

Keeping accurate and detailed records on supplies and equipment is key when devising a budget and agronomic and cultural practice plan that will help you and your department succeed . Basing next year off of last year and previous years is a daunting and tedious task . Knowing your team , school and / or events schedule is critical to planning a budget – and planning for the “ Hey , I forgot to tell you …” events as well . Also , constant communication with co-workers , colleagues within the industry , and vendors plays a crucial role in budgeting to ensure that you are getting the best products and supplies for the best price . Staying informed about new products or early order programs from your vendors can help you get the best “ bang for your buck .”

Over 14 years of working in the minor leagues , I have learned the importance of the following : 1 . Be organized . This seems like an easy concept , but we all struggle with it from time to time . Keeping a notebook with notes on daily activities and an events calendar is a great start to being organized . Keeping up with notes is usually the task that gets neglected , and we are left scrambling to remember what we did last week . Make it a daily habit to jot a few notes down at the end of the day . Try to be as detailed as possible about what was done that day so you can keep accurate records of inventory and maintenance on equipment . Taking notes can help with forecasting , because you can see when your busiest times of the year are and hopefully plan for it the following year to make it easier for yourself and your employees . Also , logging your hours , along with your employee ’ s hours , is crucial to forecasting for the next year . Taking notes can also defend your case for new equipment , so you can show your bosses how often you are making repairs or how much time is spent doing one task . 2 . Know what you got / know your shop . This also seems like another easy one . Going through your shop and having a purge day can help sort through some of the junk and find the hidden gems you may have completely forgotten . Taking an inventory once a month helps you to know what you have got in your shop , and the frequency you use these supplies . Also , you can keep up with how your equipment is wearing down and / or what needs to be repaired or replaced . Keeping a yearly report of your equipment and the life expectancy of it can help you and your supervisors devise a plan for repairs or replacements in the capital budget .

On my second day of work with the Buffalo Bisons , I had to move everything out of the shop and give it a new home . That was the perfect time to take inventory and go through what was needed and what was not . Having a monthly “ purge day ” with a deep clean of our new shop and equipment kept everything in order and helped us make better decisions on what needed . This monthly task also helped us to keep track of what we use the most , and maintain the equipment better . 3 . Timing is everything / look the part . Asking your boss for an extra $ 5,000 to fix the tractor immediately after a tarp pull probably isn ’ t the best time . Ask when he or she is free , and set up a meeting to catch up . We all don ’ t like it when our sales reps just drop by unannounced – don ’ t do it to your boss either . If you know that you have a big event planned for the upcoming year , don ’ t be afraid to ask for what you need , and use that as leverage to get it . Major concerts , tournaments or any other activity that ’ s not dedicated to your sport

40 SportsField Management | November 2021 sportsfieldmanagementonline . com