It’s not all that uncommon to lose coaches midseason. Life happens. They transfer colleges, get married or pregnant, or may even take a full-time job. No matter how committed, even the best coaches sometimes have life pop up … and it doesn’t matter that it’s November. 

Some of you have likely faced the alternative too: A coach leaves midseason because they were unhappy with something happening in the gym, and you thought they’d at least stick it out for the season.

Or maybe you’ve dealt with the worst case scenario: You have to let a coach go midseason. It’s the right decision for the program or the gym, but it doesn’t make it any less difficult to explain to parents and athletes why this is happening—especially while maintaining professionalism and workplace privacy for all involved.

Regardless of the reason, consider this your Midseason Staffing Guide for All Star!

My Experiences With Losing Coaches Midseason

In the past 13 years, I’ve experienced all of these things. Once I even had to let a coach go midseason who was actually wonderful. She was well-liked by the athletes, parents and other coaches. She just couldn’t get the kids from point A to point B. Despite training, oversight, and creating practice plans together, competitive cheerleading just wasn’t the right fit. Her team had little improvement over the course of four to five months, but parents who didn’t understand cheer struggled to see that. She had been a great recreational coach, and upon taking her off teams, we asked if she wanted to return to classes. However, you know what it’s like: Once you’ve coached a competitive team, it’s hard to find that same level of passion sometimes in the recreational side.

I’ve also had a coach quit midseason to “go away to school” only to end up working at a local daycare for several more months before leaving. That was a tough one to explain to the kids …

I’ve even had a coach quit midseason on a Wednesday at 7 p.m., and by 8 p.m., she was coaching at the gym down the street. Though your situation may feel dire, you’re not alone. 

This is not totally uncommon in our industry. 

I regularly like to compare our industry to others to see if we’re “unicorns.” I’d say this is a “semi-unicorn” situation, truly. When I owned a restaurant, a staff member quitting and getting hired the next day at Subway never really hurt my feelings. In fact, my mentality usually was, “Well, I hope that’s a better fit,” or on my less-than-proud days, “I hope the manager is up for the task of managing that guy!” 

How to Handle Losing a Coach Midseason

Though we can easily agree this is a fair challenge to navigate, I’m often confronted with questions from my clients in the Next Gen Academy asking, “What’s next? How do I resolve this so the kids can be successful? How do I explain this to the parents? How do I staff this team?” 

“How do I explain this to the kids?” 

The good thing is, kids are resilient! We typically say something along these lines when a coach leaves: “Unfortunately Coach Sarah isn’t going to be returning. She wanted you all to know how much she loves you and that she wants you to have the best season! She had another opportunity that made more sense right now, and we’re going to cheer her on as she pursues it. If you see her out around town, make sure to give her a big hug and let her know you miss her.” Our athletes see enough conflict at school and home. They don’t need to hear (or even discern) there was internal conflict at their gym. 

You’re probably thinking, “This works well for your minis, but what about the seniors?” Same answer. I don’t take a lot of questions. I maintain everyone’s dignity despite the reason for leaving, and we end on a positive note. When the terms of leaving aren’t great, we typically do not have a moment for the coaches to return and say their good-byes. I don’t want drama in my gym. Kids are surprisingly perceptive. When it’s a great reason like, “Coach Sarah’s husband has orders to England, and she’s moving,” then we host a going-away party outside of practice, and those who were close to her can attend at their leisure.

“How do I explain this to the parents?”

Sometimes parents are going to want to know the details. But here’s the thing: You are a professional. You have to maintain neutrality in everything you do. Don’t blab to the parents you trust about what the coach did that caused the exit. If the parents have been around a while, they know what you’ll stand for and what you don’t. They also are probably perceptive themselves. They know if your coaches are showing up late to work or not at all. They know if the coaches are prepared for practice. Though there will always be some parents in favor of a great coach, the more they gain trust of your gym values and standards, the more they will trust your decisions. Logical, reasonable parents will also understand that there are always things happening behind the scenes. 

A big thing here: I don’t open the floor to questions. It’s truly no one’s business why a staff member left. The focus here is not the “why.” Instead, I focus on what’s happening next. We discuss how we will ensure the team gets on track or stays on track to finish out the season on a strong note. Setting this expectation with your parents is vital. Focus on the future, and be the most positive person in the room.

“What do I do now?”

This one is always a bit more challenging. Some owners already have a solution. They have another coach who can step in, or maybe they have the ability to step in themselves (though that isn’t always the right answer). This is where one-on-one business coaching comes in handy. I can see things differently than most of my clients. I have a clear, non-emotional view of the situation. My opinions aren’t clouded by frustration, fear or anger. A great coach knows the strengths of their client’s gym, including staffing, systems and culture. Business coaches are trained to ask the right questions to more clearly identify problems and solutions. Often the solutions include mentoring lower-level coaches who will have the opportunity to grow and expand their skill sets this season. When that’s the case, we set up a training process together. 

Other times, the solution might include adjusting a team’s practice time so the owner or another coach is now available to step in. Whatever the solution is, we walk through it together and create a list of action items that need to be completed. I’m not just there to give advice. I’m there to strategize alongside the gym owner and make an action plan. That’s the beauty of coaching. You don’t have to go through the fire of trial and error. I’ve already done that. You can make important decisions strategically, allowing you to make less mistakes and retain more athletes and staff along the way.

If you’re reading this and thinking how awful it would be to lose a coach mid-season, you’re right. If you stay in the business long enough, you will experience this. In the moment, it feels awful. I remember feeling like the whole gym was falling apart, when in reality, it was only one hiccup on a few teams. We made it through the season fine and continued to grow. You’ll encounter challenges every season, but don’t let them get in the way of your goals. Owner burnout is one of the top reasons gyms close. Owners who have to learn by trial and error burn out fast.

To learn more about coaching and what the Next Gen Academy can do for you, visit nextgenowners.com/book-a-call.