Esports Team Management 101: The Art of Scrim Scheduling

I want to write a post about scrim scheduling because this is one of the biggest things you’ll have to do as a manager. It’s a daily task and if you screw it up, you’ll lose a day of practice for your team. In this post, I want to go into tips of scheduling scrims and things that I have done to make sure things go smoothly.

1. Get Availabilities

Some teams tend to have set schedules for example Monday-Thursday from 6PM to 10PM. It definitely makes it easy to schedule. But what if there was a week when three people weren’t available on a Wednesday but everyone was available on Saturday? Would you still schedule a scrim then? If you don’t, then your players lose a day of scrims that week.

My method was to make the most of my players’ availabilities. I would ask my players what days and scrim blocks they would be able to play that week. I use a site called Doodle. Doodle allows each player to write their name and check mark the dates and times they are able to play. I suggest making each option as blocks such as 6PM-8PM, 8PM-10PM and 10PM-12AM blocks. I’d always make an announcement for everyone to complete it before a certain time and constantly remind them if they don’t fill it out.

Once I have everyone’s availabilities, I create a schedule.

2. Create a Schedule

The next part is creating a schedule. After everyone has provided you with their availability, create a schedule where all your players are available. Every so often, I’d add in a block if I can find someone to ring or have a sub in to maximize the team’s practice time. I wouldn’t schedule in blocks if you have 2 or more players unavailable as it could lead to potential issues like not being able to find ringers or if more people suddenly can’t show up. I wouldn’t recommend more than one block of this because you want most of your scrims to have your main roster. You want to minimize complications as much as possible and not create more work for yourself.

Once you have a schedule, make sure you announce it on a channel in discord where you regularly  update your players.

3. Keeping track of scrims

It is very important to keep track of your scrim partners’ information and which blocks you have already booked. There are so many methods to do this, but my way was just making spreadsheets. I had pre-made spreadsheets with dates and the time blocks where I can just input our scrim partners’ information. I always get the following information:

  • Team name
  • Team avg sr
  • Captain/Manager Discord
  • Captain battlenet (in game name)
  • Backup contact information if any

After confirming a block, always put their information in right away so you don’t forget if you booked it or not.

4. Day of the scrim

There are a few things you should always do on days you have scrim to create less problems for yourself and other team. These are things you should do at the beginning of the day.

First, remind your players that there are scrims that day and the times. Let them know that if they are unable to show up because of unforeseen reasons to let you know at least 2 or 3 hours before the first scrim block. By doing this, it allows you time to find a ringer if anything happens or even cancel in advanced if more people can’t show up.

The next thing you should is to message the manager or captain you scheduled the scrim with and confirm with them that they are still good to go to scrim that day. Let them know that if they cancel to let you know ahead of time. By doing this, it minimizes chances of you having to look for last minute scrims and maybe even miss a scrim block.

Lastly, make sure your team captain or whoever your designated in game contact is to has the other teams’ captain/manager battlenet (in game name) and that they have added each other.

5. At the time of scrim

One of the things I tend to do when it’s time to scrim is to make sure that I am readily available in case my team or the other team needs to reach me. This is just in case one of my players is missing and I need to find a ringer or if the other team cancels on the last minute and my team needs me to find a new scrim partner. Usually once the first match starts, I know that I’m good to work on other things. Event after the first match starts, it’s always responsible to let your team know to ping you if you’re needed. There may be a chance that the other team cancels mid scrim, and they need something to do by either quickly finding a new partner or a give them a VoD to review.

And that’s pretty much it! I hope you enjoyed this read and hopefully learned something from it, even if it’s one small thing. I’ll be writing more tips for team management so please be on the lookout for them. But that is it for me. I will see you all next time!

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