Managing Staff and Referees

Every league has their own set up and needs for staffing and referees. Some programs may be reliant on volunteers to supervise fields, scorekeep and officiate while other organizations are able to staff these positions. Some organizations may have these types of positions in house while some may contract out those positions.  Regardless how your program is set up it is imperative that you have a staffing plan to recruit, retain, train, and schedule your staff and referees. Managing staff and referees effectively requires a balance of leadership, clear communication, and support. Here are some guidelines to manage your staff and referees:

1. Plan Optimal Staffing Levels: Put together a plan to figure out what the ideal staffing level is for your program. Regardless of the mix of scorekeepers, referees, or site supervisors you need or if they are paid or unpaid, you need to know what mix is ideal to get you through a season without running short.
   
   
2. Make a Contingency Plan: Always have a plan in place if something doesn’t go as planned, such as a staff member or referee not showing up for a scheduled shift. Have policies in place for the minimum needed in order to run a game. If it does happen, have back-ups assigned that you can contact to try to fill shifts last minute.
   
   
3. Contract out anything you cannot provide in house: This is generally the case with an officiating association where you will pay a group of officials a contracted per game rate to officiate your games. The benefit of an officials association is that they have the training and the manpower to cover your games. The downfall is that you lose control of the quality so make sure any officiating group is trained for your in house rules and you hold them accountable.
   
   
4. Provide Training: Have a thorough pre-season training both in meeting format and an onsite clinic, if possible. Also, invite your staff and referees to your coaches meeting to help review rules and start a line of communication for your coaches on day one.
   
   
5. Be Flexible: Ensure fair scheduling so staff and referees get the shifts they are able and willing to work and don’t burn out.
   
   
6. Empower Staff and Referees: Provide your staff and referees the tools they need to succeed and let them do great things within your program. Provide training, educate, and make it as easy as possible for them on game days to access rules, scoresheets, etc. Keep them in the loop on communication and issues that may arise week to week.
   
   
7. Provide Support: Back up staff and referees in disputes by enforcing a zero-tolerance policy on abuse from coaches, players, or parents. Promote a positive culture where referees are respected and valued while provide feedback constructively, focusing on improvement rather than criticism.
   
   
8. Conflict Management: Train referees in de-escalation techniques to handle tense situations calmly while making sure there is always another staff member that can provide support and assist when an issue arises. Have a process for addressing complaints fairly and professionally, as well as educate coaches and parents on respecting officials and game integrity.
   
   
9. Monitor and Evaluate: Monitor staff and referees on a weekly basis and always look for opportunities to improve. If you receive a concern from a coach on a referee, communicate it to the official and make sure to monitor them the next week. Always look for those teachable moments to improve when something comes up to make your staff and referees the best they can be.
   
   
10. Accountability: It is important to hold your staff and referees accountable if they are not doing what you ask or meeting expectations. Ignoring rules, not making the calls, not handling an issue with coach or parent properly, could send your program in a downward spiral and stick you with more issues you have to deal with after every game week. Regardless if you staff in house or contract out it is important to ensure they are supervised and evaluated as the season progresses to ensure they are meeting expectation.
    
    
11. Rewards and Recognition: When staff and referees are excelling, it is important to Recognize and reward good officiating with awards, incentives, or simple acknowledgments. Foster a sense of community among referees through meetings, social events, or team-building activities.
    
    
12. Be Consistent: Consistency is key! Be consistent in how you staff and how you are coordinating games each week. If you have the ability to schedule the same staff or referees with the same age groups each week it will create an atmosphere where they are more a part of the program. Parents and coaches will get used to seeing them week to week and know what to expect. As long as they are meeting your expectations it can be a great benefit to the program as they will know anything that happened in that group the week prior and can adjust accordingly. Each game, regardless of age group should be run the same way as far as the processes you have in place and the officiating.
    
    
13. Pre-Game Meetings: Get the staffing group together before each game day to discuss rules that came up or things that need adjustment so all are on the same page. Parents and coaches like when things are consistent from week to week and there are no surprises. This is a major key for your consistency as well!
    
    
14. Provide Resources: Make it as easy as possible for your staff and referees to run games, especially if you are not always on site. Provide everything they need such as rule books, scoresheets, rosters, and equipment and make sure it is organized and easily accessible. Break your rules and policies down into smaller “cheat sheets” on the more important things that come up every week as an easy reference sheet for staff. Review these at your pre-game meetings. Have it all ready and organized for games so your staff and referees can come in and run your games at a high level.
    
    
15. Feedback: Your front line staff and referees are your greatest tool for feedback on how things are going throughout the season. Constantly ask them on how things are going and any issues that they are seeing. If they approach you with something make sure to listen and act accordingly. This is an important part of the process to be able to improve week to week and ensure your expectations are being met.

Managing youth sports staff and referees effectively requires a combination of training, clear communication, strong support, and recognition. By fostering a positive and respectful environment, providing necessary resources, and ensuring fair treatment, leagues can develop confident and skilled staff and referees who contribute to the integrity of the game. A well-managed officiating crew not only improves the quality of play but also enhances the overall experience for athletes, coaches, and spectators. Investing in your staff and referees today helps build a better sports culture for the future.