Best Practices
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      1. WinWon Knowledge Base
      2. Getting Started and Best Practices
      3. Best Practices

      Recommended Channel Setup for Athletic Departments

      Organizing channels helps athletic departments stay efficient, reduce miscommunication, and ensure the right people see the right updates. Below is a suggested starter pack for departments.

       

      1. Department-Wide Channels

      dept-announcements
      Who: All coaches, AD, compliance, trainers, staff

          • Official announcements (deadlines, policies, weather closures).

      dept-operations
      Who: All staff

          • Daily logistics (bus delays, gym conflicts, uniform drops).

      dept-compliance
      Who: ADs, compliance, head coaches

          • Eligibility reminders, document requests, NAIA/NCAA updates.

      2. Facility Update Channels

      Helpful Tip: Use facility channels to keep everyone in sync with quick updates — like weather changes that move practice, notes when a space is blocked for a campus event, or operating updates about a facility. For requesting event space, it’s faster and easier to use the WinWon Calendar event request process.

      facility-main-gym
      Who: Basketball, Volleyball, Cheer, Facilities Ops

          • Updates → Last-minute changes, special event coordination, setup/tear-down reminders.

          • Coordination → Preseason discussions as coaches set up recurring practice times.

      facility-weightroom
      Who:  Strength coaches, coaches of each sport

          • Equipment status → Letting staff know if something new is available.

          • Space availability → Flagging when the room is closed for cleaning, maintenance, or special use.

          • Coordination → Sharing context like “football wrapping early, women’s soccer can move in 15 minutes sooner.”

          • Schedule updates → Quick notes if a team lift shifts times, or if groups are swapping slots.

      facility-turf-field
      Who: Football, Soccer, Track, Facilities Ops

          • Updates → Weather relocations, game-day setup notes, practice overflows.

          • Coordination → Preseason discussions as coaches set up recurring practice times.

      facility-athletic-training
      Who: Athletic trainers, AT staff, coaches

          • Treatment availability → Updates if trainers add extra hours or open additional slots for athletes.

          • Schedule changes → Notices when treatment hours are adjusted (early closure, extended hours, holiday changes).

          • Capacity updates → Quick heads-up if the training room is at capacity or able to take walk-ins.

          • Resource updates → Notes on new rehab equipment, taping stations, or supplies available.

          • Reminders → Seasonal check-ins like physicals, concussion baseline testing, or clearance deadlines.

      3. Sport-Specific Channels

      (Recommend starting with one “staff” channel per team, and expand to recruiting/ops as needed.)

          • sport-football-staff

          • sport-mens-basketball-staff

          • sport-womens-basketball-staff

          • sport-baseball-staff

          • sport-softball-staff

          • sport-volleyball-staff

          • sport-mens-soccer-staff

          • sport-womens-soccer-staff

          • sport-track-staff

          • sport-crosscountry-staff

          • sport-golf-staff

          • sport-tennis-staff

      (Expand if needed: swimming, wrestling, lacrosse, etc.)

      👉 Each channel should include the head coach, assistants, GAs, the AT assigned to that sport, and sport-specific ops staff.

      4. Functional Role Channels

      ops-facilities
      Who: Facilities coordinator, ops staff, AD

          • Shared space conflicts, gym rentals, turf/lights scheduling.

      ops-sports-medicine
      Who: Trainers, strength staff, coaches

          • Injury updates, treatment schedules, clearance notices. Reminders for medical eligibility. 

      ops-sports-info
      Who: SIDs, media staff, coaches

          • Stats uploads, media day coordination, press releases.

      ops-recruiting
      Who: Recruiting across all sports 

          • Best practices, any compliance updates, recruiting messages or ideas that work well.

      ops-admin-support
      Who: Admins, AD, coaches

          • Budget, reimbursements, HR, paperwork.

      5. Special Event Channels

      event-game-day
      Who: Game ops staff, facilities, trainers, SIDs

          • Live coordination during home events.

      event-media-day
      Who: SIDs, marketing, coaches

          • Planning media shoots, headshots, hype content.

      conf-callouts
      Who: AD, compliance, commissioner reps, head coaches

          • League reminders, reporting deadlines, meeting prep.

      📌 Quick Recommendations

        • Naming convention: Stick with dept-, sport-, ops-, and event- for clarity.

        • Onboarding new staff: Add them into department + functional channels. Sport-specific is opt-in by role, managed by the coaching staff.

        • Pin and share policies: Travel handbooks, recruiting calendars, and facility protocols should be posted in relevant channels.