Coach Communication Calendar & Log

What is a communication calendar and why is it important?

A communication calendar serves as a structured and organized tool for student-athletes to plan, schedule, and manage outgoing interactions with a list of college coaches. This strategic planning tool outlines a systematic approach for athletes to engage with coaches, ensuring regular updates, and fostering a consistent flow of information. It functions as a roadmap, allowing student-athletes to align their communications with crucial events, milestones, and recruitment periods. By setting a predefined schedule, athletes not only demonstrate their commitment and reliability but also avoid the pitfalls of overcommunication or unintentional neglect. In essence, a communication calendar is a proactive and organized approach to building and maintaining meaningful connections throughout the dynamic process of collegiate recruitment.

What is a communication log and why is it important?

A communication log is similar to a calendar, but it is focused on individual schools and coaches with whom the student-athlete is having serious recruiting conversations. Like a calendar, this tool helps student-athletes stay organized and track the status of conversations and tasks with individual coaches that may happen over multiple platforms (email, direct message, text, or phone) once the recruiting process has progressed past the point of one-way communication.

How do you set up a communication calendar?

The simplest way to develop a communication calendar is to use a spreadsheet program like Microsoft Excel or Google Sheets. This format works well for general updates a student-athlete might send out to a list of college coaches. Tracking individual college coach communication once a student-athlete starts having calls with a coach is best managed in the communication log.

At the top of the communication calendar define the following field headings:

• Send Date - Identify key dates you know in advance: major athletic competitions (showcases, camps, etc.), new highlight videos, academic transcript updates, ACT/SAT scores, campus visits, application submission, etc.

  • The frequency/pace of communication will vary with each sport, the student-athlete’s recruitability, and where the student-athlete is in the recruiting process. These are general guidelines:

    • Sophomores: Introduction and Expression of Interest followed by updates every 2-3 months

    • Juniors: Continue expressing interest and send updates every 1-2 months (this will be driven by your own key dates identified above). If the student-athlete receives early serious interest, the pace of communication could accelerate quickly.

    • Seniors: Maintain regular communication (every 2-3 weeks) with coaches you are in recruiting discussions, providing updates on your progress, accomplishments, and any changes in your plans. This is crucial as coaches finalize their recruiting decisions.

• Topic - Divide your communication topics into categories such as academic achievements, athletic milestones, video highlights, competition schedules, and personal updates. This categorization ensures that you cover all relevant aspects of your profile.

• Platform - Note if you sent these updates by email, direct message (social media messaging), or text.

How do you set up a communication log?

At the top of the communication log define the following field headings:

• School

• Coach - Note the coach who you are communicating with and job title (Recruiting Coordinator, Assistant Coach, Head Coach, etc)

• Communication Notes - Keep a simple log with a date and brief description of the conversation (note format: email, direct message, text, or phone)

• Recruit Questionnaire - Mark “complete” when this is filled out

• Pre-read - Note the date and materials the coach requested (transcript, test scores, senior year classes, additional information) and when the pre-read will be complete so the student-athlete can follow up

• Visit - Note the date of the student-athlete’s unofficial or official visit and any impressions after the visit

• Offer - Note the offer date, offer details (scholarship + support in admissions, support in admissions only, walk-on without support, etc), application expectations (Early Decision 1 or 2, Early Action, Regular Decision), Likely Letter or National Letter of Intent possibility, and response date.

Critical Project Management Skills!

Student-athletes should set calendar/task reminders on their phones so they stay on track. Update these spreadsheets regularly with critical information immediately when it happens so details don’t get lost.

It's essential to note that these are general recommendations, and individual circumstances may vary. Some coaches may prefer more frequent updates, while others may have specific guidelines for communication. Additionally, always be respectful of coaches' time and preferences. If a coach indicates a preferred communication frequency, it's wise to adhere to those guidelines.

Throughout the process, adapt your communication strategy based on the coach's responses and any developments in your academic or athletic journey. Effective and purposeful communication is key to building a strong relationship with college coaches during the recruitment process.

Good luck!