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How an Outlook Calendar Scheduling Tool Can Help Efficiently Manage Your Sports Team

Diogo GouveiaProducts and Solutions Leave a Comment


The Unknown Life of a Sports Team Manager

Although this is something that probably does not cross the minds of sports lovers while they are out watching games, managing sports teams requires enormous amounts of scheduling and administrative duties. Behind all that spirit flowing in the stadiums are the efforts of the individuals responsible for the logistics of the entire process.

However, problems still arise due to the lack of an optimized way of managing teams’ scheduling needs, and here are some of them:

Sharing Facilities

In today’s world, there are a lot of famous sports teams sharing their stadiums, and this inevitably brings a big challenge in terms of scheduling. Additionally, smaller teams (e.g., university teams), also share facilities like practice fields, gyms, meeting rooms or even locker rooms. As is common whenever sharing resources, this becomes a challenge to any sports team manager – how do they know when the other teams are using the facilities? How can they quickly and efficiently change their appointments when needed and not worry about that becoming a problem with other teams?

Missing or Arriving Late to Practice Sessions or Other Team Appointments

All teams have that select group of players who always arrive late or miss training/meetings, for a multitude of reasons. This is especially true when team appointments are changed at the last minute, such as when a meeting is pushed to an earlier time, or a practice session is moved to a different field.

One of the justifications for this is that some players do not pay attention to their email, and subsequently, to their calendar. This means they might check their calendars, but if they do not check their emails first to accept the new invite for their team appointments, their calendars will be wrong, and hence, they will arrive late and/or miss important appointments.

Scheduling Team Appointments

Whether you are a player, coach, or general staff, being a part of a sports team nowadays goes much beyond attending practice sessions. Teams have unplanned meetings to go over game plans, they organize team dinners to boost morale and improve their team chemistry, they organize charitable initiatives to help the community, among many other activities. All these events require the ones responsible for planning them to answer one of the most puzzling questions – when can we do that?

So, the overwhelming questions still stand:

  • How can a sports team manager appropriately book facilities and spaces?

  • How can team members ensure they do not miss appointments?

  • How can managers choose a time that fits all of those involved? Especially when their personal calendars are not shared with the organization?

We have an answer to give you! It is called CB Exchange Server Sync.

The Benefits of CB Exchange Server Sync

CB Exchange Server Sync can be the first step to your fully digitized and efficient sports team management! It works entirely with Exchange Servers, and it maximizes the already powerful capabilities of this massively used Microsoft environment. With our solution, you can easily synchronize all the following across endless Exchange Servers:

  • Email

  • Calendar

  • Contacts

  • Tasks

  • Notes

  • Folders

This means CB Exchange Server Sync can solve all the problems we identified in a heartbeat! Let us address them through a CB Exchange Server Sync lens:

  • Sharing facilities – Since our solution allows you to synchronize Exchange calendars, you can synchronize the calendar of the facilities with the teams’ calendars, providing a much clearer view of the available timeslots for the events being planned. Also, besides being able to view the facilities’ availability, teams will be able to insert new appointments into their calendars, which is much more efficient and less time-consuming than having to book everything through phone calls and emails. Of course, this is only feasible if the organizations involved are willing to share calendars with each other.

  • Missing or arriving late to practice sessions or other team meetings – By synchronizing your team’s calendar to each player’s personal calendar, every member will have the team appointments directly inserted into their calendars.

  • Scheduling team appointments – And of course, since CB Exchange Server Sync works one-directionally and bi-directionally, it is also possible to automatically synchronize each of the player’s blocked timeslots into the team calendar, for a sports team manager to consider when arranging team events. It is a win-win!

We also make it possible to synchronize your SharePoint to your team members’ Outlook Calendars with CB SharePoint Exchange Sync. This is particularly useful for the sports team managers who plan on SharePoint and wish to share information to the players’ Exchange Servers.

Oh, and before we forget, in case your team players or anyone else involved in the processes use Gmail, we have the answer to that! It is called CB Exchange Server Sync for Gmail and Google Workspace.

By using digitization in your favor, your sports teams’ calendar management can be done much more efficiently, and you can make sure players do not miss meetings and all staff are present on time. Reach out and bring us your challenge!


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