Communication silos are a common but overlooked issue in many work environments. The sports field management industry is no exception. In simple terms, a communication silo forms when information is not shared between departments, teams or individuals who rely on it. This leads to scheduling conflicts, wasted time, and avoidable frustration, one knocks over the next…you get the picture.
A lack of communication affects more than just schedules — it breaks down trust. When people do not share critical information, it fosters a culture of frustration and disengagement. Field management professionals work hard to ensure playing surfaces are in top condition, but efforts feel pointless when there is a lack in communication.
A perfect example happened to me just last week. I was mowing the lacrosse field, carefully crafting an “X” pattern with shiny light and dark stripes of ryegrass, and ensuring every pass was perfectly straight. As I completed a three-point turn in the off-field grass, I suddenly noticed a large group of players and coaches walking directly across the freshly mowed area. Caught off guard, I stopped and asked if they had a scheduled time on the field. Their response? Someone had just told them they were “free to walk around for 10 minutes.”
This kind of miscommunication happens so often that I’ve lost count, leading to unnecessary disruptions and frustration. Situations like this are a direct result of communication silos. In this case, the person who gave the team permission assumed availability without checking. I had no prior notice of their arrival. A simple exchange of information could have prevented this frustration, ensuring both the field’s maintenance and team’s needs are met without conflict.
Similar scenarios could be practice starting earlier than scheduled on the day of field painting, leading to players unknowingly stepping on wet paint; or a crew completing field repairs when impromptu drills break out, increasing the risk of injury. Small misunderstandings escalate into costly errors when communication barriers exist.
Sports field management requires coordination among multiple groups. If a maintenance crew is unaware of a last-minute schedule change, they might waste time on the field that will not be used, while another field remains neglected. Siloed communication leads to inefficiencies that reduce overall productivity and create avoidable delays.
Field management teams take pride in their work. When efforts are thwarted due to poor communication, frustration builds and lowers morale. Over time, this leads to burnout, decreased engagement, and higher turnover rates. Employees who feel their work is not valued or respected are less likely to go above and beyond in their roles.
What steps can sports field management professionals take to break down communication silos? A simple solution is to create structured ways for teams to share information. This could be as basic as a shared schedule or digital calendar.
Remember though, calendars and schedules are guidelines. A weekly or bi-weekly check-in that includes the field management team, athletics staff, and coaching personnel can go a long way in ensuring alignment. Even a short 10-minute meeting can prevent many of the issues caused by miscommunication.
Technology can improve communication, the speed of it, and offers a documented history for reference when questions arise. For example, a real-time messaging platform can ensure last-minute changes reach everyone instantly.
Breaking down silos requires a cultural shift, and it can start with you. When you talk about your work, talk in numbers, such as the number of hours needed to do the work, number of people needed to complete the task properly, how much material is required, and a goal of what time the work will be completed.
Everyone involved in facility management operations should understand the importance of keeping each other informed. Encourage open communication and reinforce that field maintenance and athletic success go hand in hand.
At the end of the day, keeping the lines of communication open benefits everyone. When teams, coaches and field managers stay in sync, work gets done more efficiently, mistakes are minimized, and the overall experience improves for everyone involved.
Alpha Jones, CSFM, is athletic field specialist at Duke University. He also serves on the SFMA Board of Directors as President-Elect. He can be reached via email at morthangrass@gmail.com