this is a guest post from Jon Bontrager, Facility Director, of YMCA Camp Harrison near Wilkesboro, NC.
I am not, nor do I claim to be, any sort of “horse person.” I do, however, like a challenge. I was excited In 2008, when I arrived at YMCA Camp Harrison at Herring Ridge, to learn that one of my first duties was to help set up infrastructure for our horse program, which has grown steadily to the creation of a “Dude Ranch” program in 2011. This doubled the number of horses we have on site, added goats, donkeys, chickens, a garden, and all associated pastures and structures to support them. So, since the end of summer 2011, much of our time has been spent discussing, plotting, and excessively tweaking to make programming and year-round care easier and more effective, as well as to improve the overall appearance. Due to my “insufficiencies,” it has been a great opportunity for me to release control, listen to our program staff, and provide the construction expertise to help them create what they want. I am quite impressed with the impact this has had on our staff team, and wanted to share a few solutions of our collaborative effort in our tack room.
Prior to this project, the space we ended up using for the tack room was split into tack room and an office. We removed a wall (and the office), doubling the size of the space. We scrapped the 24 square foot desk that took up half the room, replacing it with a 3 square foot “desk.” Out went the couch, stuffed horses, and assorted accumulation of 3 years of programming.
Saddle Racks:
One of our program personnel came to me with a simple metal saddle rack which we used to create a wooden replica. She drove the design, insisting on rounded edges and curvy supporting members despite my half-hearted (time-conscious) protest, and then rallied program, volunteer, and maintenance staff to chip in and help with the intensive construction and installation. End result: a sturdy, attractive way to display in an organized manner the main tool of the trade. The staff who will be in the barn on open houses and during programming drove the construction and will can tell that board member, parent or kid “That? Oh, yeah.. I built it,” communicating competency.
Gate-style hook system:
Horses come with an obscene amount of ropes, cables, and assorted control mechanisms, all of which need to be hung up. In order to save space and attractively display some of these, we built this hinged hook system, which places the more attractive horseshoe hooks on a hinged board, covering up the less attractive hooks behind it. End Result: form makes sense for a horse program, function is great.
We still need to build space for feed, boots, and all the stuff that kids bring with them. As someone who likes to check things off the list, relinquishing control always requires multiple calming talks with the voices in my head. But yesterday I looked around as we were putting up a fence, and saw 3 program staff and 2 additional volunteers who didn’t have to be there laughing, working hard, and enjoying the sun. At some point in the tack room this winter, they became hooked on creating the small, physical details that make camp different, larger than life, and a place to which kids and parents want to return.
Meet Dave, and Dave, and Dave…. (it’s a video, click on the link)
Does your life as a camp director feel like this? If you work at a small camp this can be a reality and if you work at a larger camp, but have failed to master the magic of delegation this can also be your reality. I think this commercial for Staples gets across a great message that if you are tasked with getting everything done yourself because of a small staff (or no staff) it is okay to ask for help, in fact, Staples wants to help.
This same thing is true for the life of a camp director. It can be a lonely lifestyle. You happen to live at your work, you don’t have much of a staff team around you for months out of the year and you can get pulled into the world of “I have to do it all myself” syndrome (I like making up syndromes).
Here is my advice. Break the habit! Here are my tips to break the habit of doing it all yourself:
I know that as camp directors we are asked to do many things (many things we might not have been trained to d0), but when we get caught up in the busyness of minutia it can take our time and efforts away from the important.
I leave you with my final thought: Don’t be like Dave (the dave in the video or this dave – two dave’s is way too many!).
(originally written for Camp Business Magazine)
I’ve been thinking and talking about trust a lot lately. Usually it has come up in conversations I have had about what is the defining element in why parents choose one camp over another. I believe that reason is trust. This is why it is so important for camp directors to connect with parents at camp fairs, in home shows and through electronic media (blogs, social media, email, etc.) because above selling cool programs, catchy theme week titles or progressive skill development systems at camp we are selling trust. Does a parent trust their child with us (me, the camp director) for a week or more out of their life?
My thoughts on trust building with parents started changing to how trust allows me to effectively get things accomplished at work. I realized that trust is the currency I use to get work done with my supervisors, those I supervise and my co-workers. The interesting thing about trust is that we are in a constant effort of gaining and losing trust. Every day I am either making withdraws or making deposits of trust in the bank of those I work with.
With a high level of trust built up between myself and others I can get things accomplished with less pushback and disruption to timelines, but when trust is not there things can slow down because of questions that are asked about motivations, and open skepticism about my work.
How is trust built up and torn down? The starting point of mistrust in many situations is misunderstanding. Misunderstanding can be avoided through clear, constant and honest communication. Another way misunderstanding is avoided is through contact. When we spend quality time with individuals we are able to avoid many misunderstandings because we can know them better.
When I interviewed for my job with the YMCA of Greater Charlotte one of the questions they asked me was, “if you do not supervise individuals how will you be able to get things done through them?” It was an interesting job and an interesting question, but it is the same way you get things done through people when you do supervise them – through building trust.
I am realizing that the only way that I am going to be successful in my career is through my ability to connect with people and to build trust with the people I work for and work with. A layer of trust allows us to work harder, forgive easier and accomplish more. A layer of trust also has ramifications on our efficiencies and cost structure because of time saved by not having to check up on others work. Taking someone at their word takes less time and is more efficient than micro-managing a staff member. This year (and in the years to come) I will spend more time building trust with those around me. I will work to be more trustworthy as an employee and will focus on clear communication and intentional contact with those I supervise to build trust in those relationships also. Please join me in using our currency of trust to build a better workplace.
I’m not sure if readers pick up on the fact that most of the things that I write about (and speak about at conferences) are things that I have struggled with, or more often than not, continue to struggle with in my professional life. Sometimes I wish my work still centered around leading games and songs all day and hanging out with middle-school age campers, but unfortunately (sometimes) times change and people do to. With change comes the opportunity to grow and evolve. There have been times when I have been prepared for the changing and evolving and other times when I was having to quickly catch up with the expectations of a new position.
One of the areas that I have been working on for the past few years and finally think I am getting a handle on is board development and volunteer development. I certainly don’t think I have mastered it and I will probably spend the next 20+ years (how long I think I will continue working) perfecting this skill, but at least at this point I have learned some things that might help people who are new at this or are struggling with it at this point in their career.
Here are some tips I recommend for getting the best out of your board development efforts:
Volunteer and board cultivation and development is an ongoing process. I believe that over time this type of work will be what keeps me interested and engaged in the work that I do. The ability to share my passion for summer camp work with the community and looking for continued ways to connect peoples passions with our mission is what keeps me energized. Hope these tips will help you in your recruitment efforts.
Even though summer camp is over 150 years old it really hasn’t changed that much. It began when some individuals took kids to a remote location to separate them from the hustle and bustle of the world, and today, we are still removing kids from the hustle and bustle (more like removing them from their video games, iphones and such).
Anyway, even though much is still similar (the magic of camp is a couple of counselors and a small group of campers) there are areas that we can begin to re-think. Just because we’ve always done something one way doesn’t mean we should continue it that way. I think of businesses today that have changed the way I think.
Apple - made me think differently about the personal computer, the portable music player and the telephone.
was there life before this device?
Zappos - made me think differently about shoe buying.
why would I go to a store to buy shoes?
Starbucks - made me think differently about how I consumed coffee (it should be social) and how much I am willing to pay for good coffee.
I think differently about a lot of things and I think it is time we start thinking differently about camp. Here are some things that I believe we should look at differently:
We are living in an amazing time when we can share ideas and learn from people around the world. What are you doing to re:think or re:imagine what camp can be? Does camp have to happen at your camp site? Can camp happen in a school classroom or a hospital room? Think Different and maybe you can change the world.
I think one of the worst things that can happen at a summer camp is what I like to call HOS or “Hanging On Syndrome”. This happens when a camper begins coming to camp around age 6 and they continue through the evolutionary process of camper until they become eligible for a leadership training program (LIT, CIT). They of course graduate into this program and after completion become a Jr. Counselor, and after spending 1 or 2 summers at this level are off to college and on to becoming a full-blown counselor! 3 more years as a counselor and they graduated to Head Counselor, Program Director or Teen Leadership Director (because they want to give back to the program that gave them so much).
evolution from camper to camp director is similar to this (hopefully with more clothing)
The camper who is suffering from HOS majors in Recreation Administration at college and after graduation becomes the assistant camp director. After 3 or 4 years at this position the camp director retires or this individual starts applying for camp director jobs around the country. They are not qualified for most of them, but this does not seem to stop their enthusiasm for emailing resumes. Eventually this individual will get a job as a camp director, in fact, they might have several camp directing jobs during the course of their career.
You might read this and go, “what’s the problem?” I’ll tell you what is the problem, this individual should have never become a camp director! This person was Elevated Above Their Level of Competancy (my smart friend Michael Cardus covers it very well) many years ago, but no one told them and now they are so far in that it will take something catastrophic (honesty of their supervisor or firing) to let them know that they should do something else.
honest conversations can help
Unfortunately, the honesty of the supervisor or the firing will probably not happen and this individual can find themselves struggling in the same position for years or bouncing around from camp to camp trying to find the “right fit”. This could have been stopped many years before with an honest and possibly difficult conversation. It is hard to tell someone at camp that the place they love so much is no longer the place for them. I have had to do this on a few occasions and it doesn’t get easier, but I have not doubted the need for the conversations.
What can we do? What is our responsibility? Well in the words of GI Joe, ”knowing is half the battle”. Here are a couple of tips to help guide staff in and out of the profession of camp directing:
If you are reading this and you followed the evolutionary scale of camper to camp director and are doing it successfully I applaud you, but if are reading this and either considering the path or struggling as a director it is time to find a personal coach (I recommend Michael Cardus) and maybe re-evaluate your plans.
I am Denver Broncos fan! I have been one since 1983 when John Elway was drafted #1 over-all by the Baltimore Colts and told them he would play professional baseball unless he was traded. Elway ends up a Bronco and I end up a Broncos fan!
I am a Tim Tebow fan! He is quite the inspiring young man. I am not too concerned about his religious beliefs except for the fact that they have a profound impact on who he is as a person. I don’t know what he would be if he wasn’t a Christian (some have joked Ben Rothlisberger), but with it he seems like one of the most inspiring, thoughtful and energetic people I have ever seen. His will to win and over-achieve is contagious.
in honor of Tim my hair looks like this today
I direct summer camps and have done so for 15+ years. As a camp director I would love to have a staff member like Tim Tebow. He becomes your coach in the game. Does he make mistakes? Yes. Does he ever blame others? Never.
I am a big fan of culture at summer camp and think it can be one of the biggest make or breakers for a successful camp. Counselors have a way of defining the camp experience. As a director I can’t be everywhere, but knowing I have some staff that in spite of mistakes they might make they are always desiring to do the right things, make sure we are focusing on our goals and being there to encourage the other staff members helps me sleep better at night.
Will the Broncos beat the Patriots today? I hope so, I’m a Broncos fan!
Is God more on Tim Tebow’s side than anyone else? I doubt that.
Would I laugh if Tim Tebow was on my staff and kneeled everytime he did something awesome? Yes.
i just won a game of kickball!
Win or lose would I still hire Tim Tebow? Yes.
Go Broncos! Go Summer Camp!
I know what you are thinking – “Dave is trying to get us to hire him to be a speaker for our staff training”. Sorry to disappoint, but that is not what I am doing. I am trying to get you to hire an outside speaker for your staff training this year though. I have always made a habit of having guest come in and do a kick-off keynote, some workshops or some specific topic that they are experts in during my staff training time at camp. Here are a few reasons why:
1. They will hear from you enough – I always assumed that during the course of the summer with meals in the dining hall, staff meetings, campfires and whatever other times I happened to stand up and start talking my staff was going to hear from me. I need to set the tone for staff training, but it is okay for me to have someone else come in and talk. I am not an expert in everything (see #2).
2. I am not the expert in everything – there are a few things that I am passionate about leading the training in, but for most everything else I am going to find the best people I can to talk about the subject. It might be a parent talking about parent expectations, a Chick-fil-a general manager to talk about customer service, an exceptional counselor to talk about cabin management – you get the idea.
3. A different voice carries more weight – this one drives me crazy, but it is true. I can say something over and over again, but if I bring in an outside trainer and they say the same thing I did my staff will remember it better and think it has more authority because it is not their “crazy director just spouting off at the mouth on one of his rants”.
4. It helps the speaker – I have hired trainers to come in who that is there full time job, I have hired camp directors who just do a couple of trainings a year and I have hired people who have never done a training before, but I know that they knew their stuff. What a great compliment to pay someone than to ask them to come speak to your staff. It might help them pay the bills and it might just be the esteem boost they needed.
Okay, since I have hired a few speakers in my career and I have heard a lot of camp trainers at conferences over the years I will give a short list of people I would recommend and why (all of these listed below I would classify as practical and affordable).
1. Jim Cain – I have had Jim in a few times over the years and heard him at several conferences. Here is why you should hire Jim: your staff will use the things he teaches them the entire summer! He does a great job of teaching useable skills to help with group dynamics and cabin culture.
2. Forrest Perry – Forrest is the best I have ever seen at leading games and songs in a summer camp environment. He is high energy, funny and your staff will love him. He also is a camp director so what he is teaching your staff he is actually doing at his camp.
3. Dan Weir – I have never hired Dan, but I have heard him speak at camp conferences. He does an incredible job of tackling the technology/camp dynamic. If you need someone to cover social media and camp, should you allow technology in your camp and technologies affect on campers he is your guy.
4. Connecticut Camp Guys – I have heard Mark and Patrick speak a number of times and they do a great job of communicating to the camp directors and to the counselors and program staff. They both direct large day camps in the Northeast and so the things they are covering they practice on a regular basis.
5. Mike D’Avria – yes, I know that Mike is my co-founder of CampLeadership.org, but I have to be honest and say he is one of the best when it comes to communicating with counselor level staff. I don’t know if this is good or bad (let’s say it is good), but he still thinks like a counselor, but understands the importance of the work from the time he spent as a camp director.
Some of you might be thinking any of the following things:
1. I know my staff better than anyone and so therefore I should train them – this is true and you can share things with your guest speaker that you would like them to focus on. Remember, sometimes it works better if they hear it from someone besides you.
2. What if I hire someone that is better than me and my staff like them more than me? – If I hire someone I hope they are better than me! Yes, my staff might think the guest is smarter, better looking, younger, more fun, more interesting, but that can’t get in the way of us providing the best training opportunities for them.
3. I can’t afford to pay an outside speaker – Most camps can afford to pay for what they think is a priority. If money is really an issue you might be able to “swap” some training time with a camp professional that you know.
Staff training will be here in about 5 months and now is a good time to start thinking about who you would like to help make your training great this year. Good luck and if you know any staff training experts that I have missed let me know.
Occasionally we at CampLeadership.org get emails from Camp Directors across the country telling us about an idea that they have. James Davis, who is with the Vandercamp Center in Cleveland, New York is one of those people. He sent me a polite email asking me to check out a budget and retention tool he created. I checked it out and I was pretty amazed by it. I asked him to write a guest blog post about how he came up with the idea. The following is written by James, along with a link to the tool. Thanks — Mike D’Avria (Executive Editor of CampLeadership.org)
With the handful of camps I’ve worked for, I had a hard time getting a simple answer to what ought to be pretty simple questions.
“How much does our camp profit from each new child that comes?”
“How many campers do we need to bring in from spending X marketing dollars to make it worth it?”
“What is our camper retention rate? How does it impact our bottom line?”
And over time, it dawned on me. Most of us are in camping because we love changing the lives of children, not because we love crunching numbers. I count myself in that category, but I’m also a data guy. I need evidence before making a leap of faith. When I got to the Vanderkamp Center, I decided to answer a lot of these questions for myself. After running some formulas, I realized: this really isn’t so hard. I bet my Dad could make a computer program to automate this so I wouldn’t have to punch things into my calculator over and over with slight adjustments. And he did! I explained to him my mathematical formula, and he tested its accuracy. We worked together to make sure our assumptions were as accurate as possible, and I began to play with it.
When I saw how useful it was, I realized that my camp director friends needed access to it. With customizable fields, it’s easy to see everything from how a smaller camper-staff ratio impacts a camp’s financial future, to the real difference between getting a first year 7 year old camper vs. a first year 15 year old camper. The major benefit for me was being able to come before my board and say, “This is what a camper is worth to us, on average, given our current retention rate. If I can reasonably expect to get 1 new camper, I can justify this campaign.” Developing a marketing budget is a leap of faith for a lot of businesses, but for camps, our customers mean so much to us financially that it’s often crazy to not market our service.
The other eye-opener for me was seeing what a slight difference in retention rate can mean. When I communicate to my summer staff that keeping 5% more campers would give us a surplus instead of a deficit, and give them concrete tools to try and achieve that, it makes a huge difference. Likewise, I can go back to my board to justify an increase in program budget. If that new ropes element can increase retention by just 1% it’s likely to pay for itself over and over again.
If you’re like me, you don’t want to charge blindly into the night spending your camp’s dollars. With evidence to back up your intuition, you can be a lot more confident writing those checks. Your camp board will thank you for the results you produce, and those kids you reach with that extra effort won’t mind, either.
We offer this tool totally for free because we hope to help camps across America promote and market their camps a little smarter. We also hope that some camps come forward to give us their data, that we might refine the tool and make it more useful for us, and for them! Encourage the ACA to offer up their research to our perusal, and we can make this thing account for all sorts of things that currently limit it (it can’t account for referrals, for instance). I can promise you our competitors are using data to drive their businesses, and it’s time that camps do, to!
The link to the tool is here: Summer Camp Retention Analysis Tool.
Please enjoy, and I pray it will help your camp as it has ours!
Vanderkamp Center is a Christian Summer Camp near Syracuse, NY.
My daughter was born three weeks ago. This is the first child for my wife and I, and I already feel part of this new parent club that I have heard so much about. No longer do I have to worry about the question, “Do you have kids,” from parents of campers who think I’m an idiot because I hadn’t reproduced yet.
Of course, having kids does give you a new perspective on things for sure. It doesn’t mean if you are childless that you can’t be an amazing Camp Director, but it does give you a slightly different outlook since you now have the opportunity to do the same things other parents have done.
Like taking tours of childcare facilities. I did that yesterday.
I will admit that I hated giving tours to prospective camp parents. It took too long, they always had a hundred questions that could have easily been answered by a flier or our website, and they always asked me if I had kids myself (I really hated this question.)
Yesterday the tables were turned as my wife Molly, and our 3-week-old daughter Olive went to three different childcare facilities. All three are within five miles of our house, all three are similar in price, and all three had similar hours and quality standards. I went into all three with what I thought was an open mind, but of course this was tainted by what I saw on their websites and what Molly told me about her phone conversations when scheduling the tour.
Here’s what I learned from our tours, and things I would change when giving a tour of a camp if I was still in a position to do this.
Time of Tour
On our first tour, the kids were having naptime. The place seemed like a library — especially since a number of the staff members were reading books while the kids slept. On our second tour, most of the rooms were having some kind of activity or the kids were eating. All the kids seemed well behaved and happy to be eating or playing. The third tour was during “rides-out.” There were lots of parents picking up, the caregivers seemed exhausted and stressed out, and it was extremely overwhelming.
As someone who has worked with camps and afterschool programs for more than a decade, I know that getting a glimpse into the common day of a facility only tells a little bit of the full story. It just so happened that we scheduled the tours for when we did. Tour #2 was the absolute best because there was so much to see because kids were engaged in activities, we got to see the staff at work, and there weren’t any parents there to make it seem more overwhelming than it actually was.
Do you schedule your tours to take place when activities are going on? Most parents only see the rides-in and rides-out process, so why would you ever allow a tour to happen during the most hectic part of the day? Same with naptime. Even as a first-time parent, I know that kids spend most of their day sleeping or crying. It’s a risk to tour prospective parents during the actual activity day, but not if you have a competent staff that does a great job. We were super impressed that all the kids were wide-awake and seemed happy to be there on Tour #2.
Know your stuff
Tour #2 got this one right too. You can tell that she gives a bunch of tours and never once had to look at any of their documentation to know things like times, activity schedules, or the ages of each room. On our first tour, which has by far the best credentials and fanciest website, the tour guide actually said, “I just forgot something about our safety procedures that I was going to tell you.” What? I know that it’s hard to remember everything, but why would you tell us you actually forgot to tell us something? We would not know you forgot to tell us something if you didn’t tell us you forgot to tell us something. He never did tell us what he forgot.
Interaction with other staff
Tour #2 also got an A+ here. Nothing was fake about the staff here. On Tour #1, we had staff members ask us if we had any questions, but did not converse with us in any other way (we didn’t have any specific questions for the staff so the conversation was very short.) On Tour #3, other staff members said hello but did not interact with us at all. On Tour #2 however, we were asked a bunch of questions from the other staff members.
Things like:
“How did you choose the name Olive?”
“Have you all lived in Charlotte for long?”
And to my wife, “There’s no way you gave birth three weeks ago. You look amazing.”
She really liked that one.
We also had a lengthy conversation with our tour guide and one of the other staff members about a local pizza place that we all really like. The interactions you have with parents do not have to just be about your camp or your facility.
Other thoughts
• The tour guide on Tour #2 interacted with other staff, parents and kids while simultaneously continuing the tour. She did not ignore kids when they asked for a hug and she knew everyone’s name. And, this facility had the most kids and the most staff. She was a real pro.
• Don’t automatically tell people everything. Ask them questions and actually listen to what they are saying. Cater your tour to the conversation.
• Don’t squeeze in a tour just to get someone in before a meeting or before the end of the day. Most likely, parents have been to more than one place and they will automatically compare their experience on the tour.
• When things are mostly the same: price, location, accreditations, etc. the people that work at your camp are the absolute most important thing. Even if your facility isn’t the best around, you can impress prospective parents by being genuine, knowing your stuff and having them experience great interactions with you and your team.
The one other thing that I want to note is that I was completely wrong about the idea of daycare. When I was a Day Camp Director, I heard the following phrase a number of times from other Camp Directors:
“We are a Day Camp, not a Day Care. We don’t just babysit.”
This is false statement — especially for the “day cares” we toured. Their schedules are filled with enrichment activities and the staff is teaching the kids whenever they are awake. Even in the infant rooms. They have full day schedules and they start teaching them sign language at 6-weeks-old. I watched as a 9-month-old politely asked his “teacher” for some more milk using the sign for “more.”
I quickly went from thinking Olive needed daycare as a necessity due to the fact that Molly and I both work, to thinking that Olive needed daycare to help her develop into a well adjusted child who knows how to socialize with others and can tell me when she is hungry without the need to cry.
And this is the goal of all childcare, especially summer camps. We need to convince parents that summer camp is not just something they need, but something their child needs as well.