Racquet Operations:
Adjusting on the Fly

Taylor Newman, Director of Operations at Chevy Chase Club in Chevy Chase, Md., says planning is important so there is a baseline for what the clinic or event will look like in a perfect scenario, however it is important to learn how to adjust when there is a need to veer from the plan.

I remember the first time I ran a large adult tennis clinic. I spent time putting together a plan with the games and drills we would use, the rotation times for each, and how the members would be grouped. I shared this plan with the other professionals teaching the clinic and thought we would be set. But when it was “go” time, I quickly learned having a plan does not always mean that is how the clinic or event will go.

Planning is important so there is a baseline for what the clinic or event will look like in a perfect scenario, however it is important to learn how to adjust on the fly. Often, there is a need to veer from the plan. 

In clinics, we see changes in numbers and professionals as well as the need to adapt to changing a drill that might not be well received. In events, last-minute cancellations can alter the flow of your format instantaneously. Being able to adapt to these adjustments can help set you and your team up for success no matter what is thrown your way! The following examples are some of the ways I have found success pivoting in the moment. 

A change in the number of members in attendance and the time of them arriving and leaving can alter your well-laid-out plan. Life happens and sometimes members run late, cancel late, they do not show, or they show up without being registered. They might also have to leave early, or something might happen mid-clinic requiring them to leave early. As a professional, it is important to maintain the rhythm of the games and drills while these changes occur. For example, if I am running a game with six players (3 vs. 3) where a team rotates after losing a point and someone leaves early, I will simply adjust the game so the losing team switches sides when they lose since they no longer have a player to rotate on to the court. 

Believe it or not, sometimes our well-laid-out drills are not well received or understood. Reading facial expressions, body language, and energy levels is extremely important as a professional on court. This takes time and sometimes requires really getting to know a member. However, if you are on a court with a group doing a drill and you recognize they are unsuccessful at the drill either by how they are performing or in understanding, it is imperative to know how to adjust quickly. If a court is struggling to understand a drill by just verbal instructions, I pull out a tennis court board with magnets to show the drill visually. Sometimes if that doesn’t work, or too many are confused to where the board will not help, I will call timeout and pick a few players to be demonstrators. I will have them do a mock point without the tennis ball to get a feel for the rotations. This generally will solve any questions. However, sometimes changing the drill entirely might be needed.  

Occasionally, you might get in a bind in which a professional is running late or can no longer make it to the club.  You are now stuck with more members than the typical ratio. This requires you to think creatively. One basic tennis drill that many professionals use for a warm-up is “3 balls across” at the baseline. If a professional is running late, a way to keep the flow moving while down a professional is to feed two balls across and then feed an extra ball to the phantom court with no professional. This still ensures players are moving across two courts. If a professional can no longer come to a clinic, you will need to adjust by having players do a self-fed game so you can roam or choose a game where you can feed across multiple courts. 

Although most of these examples apply to clinics, much can be translated to events too. For events, however, adjusting for proper numbers and rotations is more challenging. Being prepared ahead of time is important, so you can have an easier time with last-minute changes. Having a standby player or two to call up quickly if there is a late cancel or no show is key. Running an event with uneven numbers can leave players unhappy. If no additional player is available to jump in, have a pro on standby. Having a member sit out a rotation or play by themselves is no fun. Also, having multiple rotation sheets or game ideas prepared for different number scenarios is helpful. 

Although seemingly simple, learning how to account for changes is vital. I still will let an occasional eye roll slip if someone no shows or a little sigh out if a professional can no longer make it in; we are all human, right? Knowing that I can keep a clinic or event running smoothly no matter what is thrown my way makes the members and the other professional staff stay at ease. You can do the same – it just takes a little practice.