This is an interesting theme, from new to established Academies.

Before we start, just keep in mind that the more transparent and clear the path is, the better you will end up with your staff, players and parents expectations.

And this is a benefit you don’t want to lose.

Managing academy teams and competitions is both an art and a science, requiring a delicate balance of strategy, organization, and leadership.
Whether you’re overseeing a grassroots program or guiding an elite development academy, success hinges on your ability to create a clear vision and execute it effectively. 

When entering competitive stages you need to be ready for some backsplash and feedback (not always positive and constructive…) on results, performances, minutes played, coaches options, etc.

It’s a different world!

Therefore, let’s go step by step.

1. Establishing a Clear Vision

Every successful academy begins with a clear vision. 

Define your objectives: Are you focused on Talent Development for Professional pathways, or is the goal to foster participation and love for the Game? 

Your vision should be the guiding light that shapes your decisions about Training, team composition, and competition levels.

For instance, an Academy prioritizing Elite Development will focus on tailored Training Programs, exposure to high-stakes Tournaments, and partnerships with Professional Clubs.
Or you may even be involved in a full path (ie. Club Academy), from the 4 years old to a 1st Team and your goal is to prepare players throughout the entire path to reach your 1st Team. 

A different scenario may be grassroots-focused academies, that may emphasize inclusivity, community engagement, and participation in local leagues.

This step is a must!

2. Structuring Your Academy Teams

Effective Team Management starts with a well-thought-out structure.
Divide your teams into age-appropriate categories to ensure players are training and competing at the right developmental stage. 

Common divisions include:

• Beginners (5 to 8 years old): Focus on foundational skills and enjoyment.
• Juniors (9 to 11 years old): Develop technical abilities and introduce tactical concepts.
• Early Elite (12 to 15 years old): Sharpen tactical awareness and physical conditioning.
• Pathway to Pro (16+ years old): Prepare players for professional trials and competitions.

Take this names as examples, their not binding, important or what I normally work with.
The most important is to think in a holistic way of individual skills development, appropriate knowledge of the Game for each age and to create a safe environment for they development.

Ensure that each category has dedicated Coaches, clear player pathways, and a manageable coach-to-player ratio (e.g., 1 coach for every 10 players). 

This allows for personalized attention, ensuring every player gets the support they need to grow.

3. Building a Competitive Calendar

Having a competition schedule is a cornerstone of Academy Management and a competitive differentiator. 

Competitions provide players with valuable experience and exposure, helping them to develop resilience, and test their skills in real-game scenarios.

More importantly, will expose players to winnings and defeats.

Therefore, we must create this unique opportunity to develop a mental strength and focus on the most important – development.

It’s not only about the results, regardless the age, but most significantly at the younger ages.

When planning your calendar:

• Balance Development and Competitiveness: For younger teams, as up to 8 years old for example, prioritize local tournaments and friendlies that focus on participation over results. For older age groups, entering in competitive leagues is an important element to assess everything, from your Program, Methodology, teams level, players level, Coaches level and composure, etc. Here again, it shouldn’t be the only measure of evaluation, but it’s an element of assessment you shouldn’t waste. And you learn a lot about people.
• Consider Recovery and Workload: Avoid overloading players with back-to-back matches. Schedule rest periods and monitor workload to reduce the risk of burnout or injury. Although this can be more importantly to older ages, there’s always scope for analysis and learning, even for younger ages.
• Adapt to Local Regulations: Stay informed about the competition rules set by governing bodies like the UAE FA to ensure compliance and eligibility.

Additionally, not all groups, teams or players will be ready to get into competition at the same time.

Understand different stages of development and prepare all expectations accordingly.

Here, we always need to revert to the beginning of this text and consider the importance of transparent and clear communication with all involved, so that everyone clearly understand where they are positioned.

4. Emphasizing Player Development Over Results

While winning is a natural goal in competitions, Academy Management must prioritize player development. 

A short-term focus on results can overshadow the long-term growth of players.

More importantly, results can hide problems you don’t want to have.

So, be present in all moments and have a clear idea of what’s happening everyday on the teams sessions, individual development, coaches development and delivery, etc.

You may also use competition to, in the right moments, encourage coaches to:

• Rotate players to give everyone game experience.
• Focus on teaching moments during games, even if it means sacrificing a win.
• Set individual goals for players, such as improving their passing accuracy or decision-making under pressure.

By making development the priority, you create a culture where players feel supported, confident, and motivated to improve.

Additionally, creating a minimum of minutes to play each match (ie. Every player must play a minimum of 15 minutes when called up for a match, or 25% of match time) you’re setting a clear message to all parents that your focus is on the individual exposure and development.

5. Communication is Key

Managing Academy teams requires seamless communication across all stakeholders, including players, parents, and coaches. 

Clear and consistent messaging ensures alignment with the Academy’s goals and avoids misunderstandings.

• With Players: Set clear expectations and provide regular feedback. Use one-on-one sessions to discuss their strengths, areas for improvement, and progress toward their goals.
• With Parents: Keep them informed about schedules, performance, and player development. Hosting parent meetings or using communication apps can help streamline updates.
• With Coaches: Create a collaborative environment by holding regular staff meetings to discuss training plans, player evaluations, and competition strategies.

Although this is the easiest point to think, majority of the Academies start to fail here.

And then, it’s very hard to comeback.

People lose trust when you’re not communicating, clear as that.

Communication creates a community and belonging, an understanding on the path ahead and alignment to everyone involved.

Don’t fail here.

6. Leveraging Technology and Data

Incorporating technology into academy management can elevate performance and streamline operations. 

From video analysis tools to track player performance during matches to apps that manage schedules and player attendance, evaluation systems or feedback platform, technology provides valuable insights.

Data-driven decision-making can also improve competition outcomes.

Although this is directly impacting your season budgeting, because some of this technologies are not cheap, this is a competitive advantage you may have in your specific market.

Finally, I would go deeper and you can even consider this as an element of seriousness about the Program you’re developing.

Imagine you’re a Coach: would you like to have the opportunity to have your matches/training sessions recorded and then use them as a benchmark of performances throughout the season, a tool to help you to develop your players individually and collectively or even to assess your Game Model and Training Methods?
Or that you’re an Academy Manager, or Technical Director, and you cannot attend all matches but want to understand the level of your teams, have an evaluation method supported by this analysis?
Or, lastly, you’re the Academy Director and your goal is to send players to Professional Clubs or to establish partnerships with Agents or Scouts to get your Academy work visible and create a recognized brand across the Football landscape you’re involved.

Yes, it can be costly, but it may change the game for everyone.

7. Creating a Winning Culture

Lastly, a controversial one!
I believe that, ultimately, the culture you build within your academy will determine its success. 

A winning culture doesn’t mean always chasing trophies.
It means fostering an environment of discipline, respect, and continuous improvement. 

And yes, some of these successes will be materialized in terms of winnings.

Would you trust in the Program of an Academy where all the teams lose consecutively by big margins, every year?

Additionally, what is the problem with wanting to win?

In the same way you need to celebrate small milestones, recognize player and coach achievements, and instill the values of teamwork and perseverance.

On the other hand, when you lose, understand that it can be part of the future success.

Encourage players to support one another, respect opponents, and learn from every match win or lose. 

Every moment is important, winning or losing.

And a moment of learning, for sure.

This mindset will not only prepare them for competition but also equip them with life skills that transcend the pitch.

So, to finalize my thoughts on this, I hope it gets clear how demanding ti is to manage Academy teams and competitions. 

It clearly is a dynamic, rewarding challenge that demands strong leadership and careful planning. 

For me, honestly, it’s a given that you will be establishing a clear vision, structuring teams effectively, and focusing on player development.

If so, you’re set the stage for sustained success! 

However, always remember, the journey is as important as the destination.

Not all the players will become professional, regardless if you’re at SL Benfica, FC Barcelona, or at your local club. 

It simply doesn’t matter where you are now!

But they will ALL BE ADULTS.

Therefore, cultivate an environment where players grow as athletes and individuals.

Share your strategies and challenges in the comments below!