2. Adjust and Add Task Templates

2. Adjust and Add Task Templates

Idea of This Feature

The Task Templates feature is designed to revolutionize the way you manage athlete recruitment and support. It offers a range of benefits that streamline processes, enhance efficiency, and ensure consistency across your operations. Here’s how it achieves this:
  1. Structured Approach: By categorizing tasks, this feature brings a systematic order to your workflow. This structured approach simplifies the management of complex and diverse tasks involved in athlete recruitment and support.
  2. Time Efficiency in Communication: Communicating what needs to be done becomes a streamlined process. Pre-defined task templates allow you to quickly inform athletes and their parents about necessary actions, saving significant time that would otherwise be spent on individual communications.
  3. Accountability with Deadlines: The ability to set deadlines for each task helps keep athletes and their parents accountable. This ensures timely completion of essential steps in the recruitment and management process.
  4. Automated Task Management: With the trigger system, you won’t miss any follow-up tasks. The system automatically notifies you of the next steps, ensuring a continuous and efficient workflow without the risk of overlooking important tasks.
  5. Overview of Athletes’ Progress: This feature provides a quick and comprehensive overview of all your athletes. Within minutes, you can assess where each athlete stands in their recruitment journey, making it easier to manage multiple athletes effectively.
  6. Rapid Information Dissemination: Inform athletes about their tasks instantly. With just a few clicks, you can dispatch bulk emails detailing what needs to be done, ensuring athletes are always aware of their upcoming responsibilities.
  7. Seamless Expansion Capabilities: Expansion into new countries or sports becomes much more manageable with a predefined approach. This feature ensures that any new staff member can work efficiently, adhering to the same high standards and processes, regardless of the geographical or sport-specific context.
In essence, the "Task Templates" feature is more than just a tool for task management; it's a comprehensive solution that enhances your operational effectiveness, ensures consistency across your services, and scales up with your growing needs.

Definitions


Task Categories
  1. Purpose: Task categories organize the various responsibilities and activities in the athlete recruitment process. They help structure the workflow and ensure a systematic approach to managing tasks. Additionally, it provides you with a graphical overview of where your athletes are at in the process, in the "Task Overview" Section
  2. Usage: Categories might include "Initial Assessment," "Eligibility Checks," "Communication with Coaches," etc., each containing relevant tasks.
Tasks
  1. Function: A task is a specific action item or step within a category. It represents an individual piece of work that needs to be completed as part of the recruitment process. The title of the task will be sent as the subject line, when sending the task via email to your athlete.
  2. Example: Under the "Eligibility Checks" category, a task could be "Send Transcripts to the NCAA."
Task Descriptions
  1. Details: Descriptions provide more comprehensive information about what the task involves, guidelines for completion, and any relevant details.
  2. Example: The description for "Send Transcripts to the NCAA." might include the method of contact and key points to cover.
Responsible Person
  1. Assignment: This denotes who is responsible for completing the task – it could be the athlete, the recruiting expert or a other staff member.
  2. Example: For a task like "Update Athletic Profile," the responsible person would typically be the athlete.
Triggers
  1. Activation: Triggers are conditions or events that initiate a task. They ensure tasks are activated at the appropriate time in the recruitment process. Throught the trigger the task will get assigned to the responsible person
  2. Example: The completion of the "Sign up for the NCAA" might trigger the "Send Transcripts to the NCAA" task.
Service Packages
  1. Variation: Different service packages may have different sets of tasks based on the level of support provided.
  2. Example: A premium service package might include more in-depth tasks like "Assitance with official visit"
Language Filter
  1. Customization: Allows tasks and communications to be set up in different languages to accommodate diverse athletes and staff.
  2. Usage: Ensures clear understanding and effective communication across different linguistic backgrounds and enables you to grow your company seamlessly in other countries.
Service Offer Filter
  1. Selection: Enables the filtering of tasks based on the specific services offered to an athlete.
  2. Implementation: Assists in tailoring the task list to fit the unique needs of each athlete or service package.

How to Set It Up


Existing Task Templates:
The software comes pre-loaded with a set of default task templates, designed based on common recruitment workflows.

Customization:
  1. Adjust Categories: Modify or create new categories to better fit your specific operational model, by clicking on the category.
  2. Task Title, Description, Subtasks: Fine-tune each task’s title, detailed description, and break them down into subtasks for clarity.
  3. Responsible Person: Assign each task to the appropriate party, whether it's an athlete, recruiter, or other staff members.
  4. Service Package & Trigger: Align tasks with different service packages and set up triggers for automated task activation.
Manage Triggers:
Click on "Manage Triggers" to get an overview of how your different tasks are linked together

Recommendation

Email Format for Athlete Tasks:
Tasks assigned to athletes should be written in an email format, as the system allows for them to be easily sent in bulk to athletes and their parents. This method streamlines communication, ensuring athletes receive clear, direct instructions for each task. This approach not only saves time but also maintains a consistent and professional tone in all communications.


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