Business Solutions: The Responsibilities and Impact of a Director of Communication

Empowered Volleyball Academy was founded in 2011 as a year round beach club in the northern city of Fort Wayne, Indiana. In  2014 it added an indoor program so its athletes could enjoy both sports in a complimentary way. Today the club has 475 indoor players and 100 beach players, and has grown into one of the largest clubs in the state.

Last Summer, Janelle Didion approached Club Directors Will and Ashlee Robbins and presented the idea of adding a Director of Communication and Quality Assurance, a new role for the club that was continuing to grow in membership. Janelle felt that her high level playing and professional resume, combined with her role as a volleyball parent equipped her for this position. She played Division I college volleyball at IPFW and was an Elementary School Guidance Advisor for 16 years. Almost one year after Janelle was hired she agrees that each of these roles have been highly influential in her journey as the Director of Communication. The position has proven to be a full time job, as she also runs clinics for young athletes, is the Head Coach of one team and an Assistant Coach for another.

Qualifications

Janelle has a deep understanding of the game and its nuances, as well as a unique perspective on the challenges and aspirations of athletes. Her firsthand knowledge of the demands of the sport enables her to relate to players at a profound level, build trust, and motivate them to reach their full potential.

As an Elementary Guidance Advisor she’s equipped with vital interpersonal skills and a deep understanding of child development. Working with young children, Janelle has honed her ability to communicate effectively, listen attentively, and provide guidance and support. These skills are invaluable when interacting with young volleyball players and their parents, as she can effectively address their concerns, foster positive relationships, and promote a supportive team environment.

“I have developed expertise in conflict resolution, teaching sportsmanship, and instilling important values such as discipline, respect, and resilience. These skills are critical in nurturing the holistic growth of young athletes, helping them navigate challenges, and fostering their emotional and mental well-being,” said Didion.

Responsibilities

The Director of Communication is responsible for:

• effective communication and fostering positive relationships within the club. Janelle’s primary responsibility is to develop and implement a comprehensive communication strategy. She creates a plan to effectively communicate with athletes, parents, coaches, and other stakeholders. This includes determining appropriate communication channels (such as emails, newsletters, social media, and website updates) and establishing a consistent schedule for sharing information.
• disseminating important information to all relevant parties. This includes sharing practice schedules, match details, tournament information, club policies, and any other updates that are pertinent to the athletes, parents, and coaches. This position needs to make sure that the information is clear, accurate, and delivered in a timely manner.
• serving as a primary point of contact for parents and athletes, addressing inquiries, concerns, and feedback, and providing timely and helpful responses. She also facilitates communication between coaches and parents, ensuring that both parties have a clear understanding of expectations, progress, and any relevant updates.
•  collaborating closely with coaches and club staff to gather relevant information and coordinate communication efforts. This involves regular meetings, sharing updates on team activities, coordinating announcements, and ensuring that coaches have the necessary resources to communicate effectively with their teams
• actively fostering positive relationships with athletes, parents, coaches, and other key stakeholders. This includes attending club events, matches, and meetings to engage with the community and build connections.
• creating opportunities for open dialogue, seeking feedback and suggestions to continuously improve communication practices and enhance the club experience.

Impact

In addition, Janelle has an 8 year old that played on the 10/11U team this year and a 14 year old that also plays for Empowered. As a parent of athletes, taking on the position of a Volleyball Director of Communication can be highly advantageous and impactful for many reasons.

• Active Involvement in the athletes’ journeys:  be at the forefront of communicating important information, updates, and resources that can contribute to the growth and development of every athlete. This level of involvement allows you to stay closely connected to their journey, ensuring you are well-informed and able to support them effectively.
• Enhanced Communication and Transparency: ensure that communication within the club is transparent, timely, and comprehensive. As a parent, this role enables you to have direct access to information regarding practice schedules, team events, tournament details, and any other relevant updates. You can communicate with other parents, coaches, and club staff, fostering a strong sense of community and enhancing your overall experience.
• Advocacy for the Athletes: actively address concerns, provide a platform for open communication, and work towards resolving any issues that may arise. By having a direct influence on communication channels, you can ensure that all athletes receive fair treatment, have their voices heard, and benefit from a positive and supportive club environment.
• Building Relationships and Connections:  become a key point of contact with other parents, coaches, and club administrators, facilitating effective communication and creating a network of support within the club community. This role offers an opportunity to collaborate, share insights, and contribute to the overall growth and success of the club.
• Making a Difference: actively contribute to enhancing the club’s culture, improving communication practices, and fostering a positive environment for all athletes and parents. All efforts can positively impact the overall experience of the entire club community

If your club is considering adding a volleyball director of communication position, here is some advice to help you get started and ensure a successful implementation:

• Begin by evaluating your club’s current communication practices and identifying areas for improvement. Consider the challenges you have faced in the past regarding communication with athletes, parents, and coaches. Determine the specific goals and objectives you wish to achieve by adding this position, such as enhancing parent engagement, improving information dissemination, or strengthening the club’s brand.
• Clearly outline the role and responsibilities of the volleyball director of communication. Identify the key tasks, such as developing communication strategies, managing communication channels, coordinating with coaches and staff, and engaging with parents and athletes. Ensure that these responsibilities align with your club’s overall objectives and complement the existing roles within the organization.
• Look for someone who possesses strong communication skills, both written and verbal, along with excellent organizational abilities. The ideal candidate should be able to handle multiple tasks, work collaboratively, and have a passion for volleyball and the club’s mission. Consider individuals with experience in public relations, marketing, or communications, as they can bring valuable expertise to the role.
• Foster a collaborative relationship with coaches and club staff. Work closely with them to gather relevant information, such as practice schedules, tournament details, and player updates, and ensure that they are well-informed about communication initiatives. Establish clear lines of communication to facilitate coordination and effective dissemination of information.
• Actively engage with parents and athletes by providing regular updates, soliciting feedback, and addressing their concerns. Encourage their participation in club activities and create opportunities for open dialogue. Consider hosting information sessions, organizing social events, and providing resources that support their understanding and involvement in the club.

Remember that the Volleyball Director of Communication is a crucial role that requires ongoing dedication and commitment. It is important to allocate sufficient resources and provide support to ensure the success of the position.

Janelle receives gratification from the impact she has on athletes, parents, and coaches. By effectively communicating with athletes, she can provide them with the information they need to excel in their volleyball journey.

“Whether it’s sharing training schedules, highlighting their achievements, or providing resources for skill development, I have the opportunity to empower athletes to reach their full potential. Witnessing their growth, confidence, and success brings immense satisfaction.”

Parents play a crucial role in their child’s volleyball experience, and Janelle values the trust they place in her as the Director of Communication and Quality Assurance.

“By keeping parents well-informed, addressing their concerns, and providing a platform for open communication, I can foster a sense of trust and collaboration. This trust creates a positive partnership between the club and parents, ensuring that their child’s well-being and development are prioritized.”

Coaches are integral to the success of a volleyball club, and Janelle feels she has the opportunity to support them in various ways.

“By sharing coaching resources, providing timely communication regarding schedules and events, and addressing their needs and concerns, I can contribute to their effectiveness and job satisfaction. This support enables coaches to focus on their primary role of developing athletes and creating a positive team culture.”

“One of the joys of my role is celebrating the achievements and milestones of athletes, teams, and the club as a whole. Whether it’s recognizing outstanding performances, sharing success stories, or acknowledging personal growth, I have the privilege of highlighting these accomplishments. This not only boosts morale but also inspires others and fosters a culture of continuous improvement,” shared Didion.

Biggest Obstacles

• Miscommunication: Communication breakdowns can occur between the director and parents/players, leading to misunderstandings or misinformation. Parents and players may have questions, concerns, or requests that need to be addressed promptly and accurately. Ensuring clear and consistent communication channels, such as email updates, newsletters, or dedicated communication platforms, can help mitigate this obstacle.
• Expectations and Pressure: Parents and players may have high expectations and place significant pressure on the director of communication. They may expect immediate responses, constant updates, or specific outcomes. Managing these expectations and effectively communicating the club’s processes, timelines, and limitations is essential to maintain a healthy working relationship.
• Conflict Resolution: Conflicts between parents, players, or even between different players can arise. These conflicts may be related to playing time, coaching decisions, team dynamics, or other issues. As the Director of Communication, you may need to mediate and facilitate resolution by actively listening to concerns, addressing them empathetically, and finding fair and constructive solutions.
• Information Overload: Volleyball clubs often have multiple teams, events, and activities happening simultaneously. Ensuring that parents and players receive all the necessary information without overwhelming them can be challenging. Organizing and disseminating information in a clear and concise manner, using appropriate platforms such as online portals or team-specific communication channels, can help streamline communication and reduce confusion.
• Managing Feedback: Parents and players may provide feedback, suggestions, or criticism regarding various aspects of the club, such as coaching methods, team selection, or overall club operations. It’s important to establish a culture of open feedback and create avenues for parents and players to express their opinions constructively. Responding to feedback with empathy and transparency while considering the best interests of the club and its members is vital.
• Time Constraints: Parents and players may have busy schedules, making it challenging to coordinate meetings or communicate effectively. Some parents may have conflicting opinions or priorities, leading to difficulties in finding common ground. Being flexible and accommodating, offering multiple communication options (in-person meetings, phone calls, email), and leveraging technology for virtual meetings can help overcome time-related obstacles.
• Resisting Change: Introducing new communication methods or platforms may face resistance from parents and players who are accustomed to existing systems. Overcoming resistance requires effectively communicating the benefits of change, providing clear instructions on how to use new communication tools, and offering support and training as needed.

Navigating these obstacles requires strong communication skills, active listening, empathy, and a customer-centric approach. By establishing clear communication channels, setting expectations, actively engaging with parents and players, and addressing concerns proactively, you can build a positive and collaborative relationship with them, enhancing the overall club experience.

The impact I have as a volleyball director of communications on athletes, parents, and coaches is deeply rewarding. From empowering athletes to building trust with parents, enhancing the club experience, supporting coaches, celebrating achievements, and fostering a strong volleyball community, my position allows me to make a positive difference in the lives of those involved in the club,” added Didion.

“Having a boss who appreciates and respects you positively affects your job by increasing motivation, job satisfaction, open communication, trust, professional growth, team morale, loyalty, and ultimately, performance and results. A supportive and respectful boss creates an environment that nurtures your potential, encourages collaboration, and contributes to your overall well-being. Will and Ashlee and my fellow directors are supportive and appreciate what I bring to the table.”