Step-by-Step Guide to Creating an Effective End-of-Year Pool Operations Report

As the year comes to a close, it’s the perfect time to reflect on your aquatic operations and evaluate your facility’s performance. Whether you’re a municipal aquatic supervisor, part of a for-profit private facility, or running a collegiate or school district aquatic department, creating an end-of-year report is an invaluable way to analyze results, celebrate achievements, and set goals for the future.

In this guide, we’ll break down the 10 essential elements of an end-of-year pool operations report and share tips to make it comprehensive, reader-friendly, and impactful - while building buzz about the exceptional job you do to build political capital in your organization and tell an effective story.

1. Start with an Executive Summary

Kick off your report with an executive summary that highlights the year’s key successes, challenges, and metrics. This section should provide a quick overview tailored to your audience, whether it’s for a commission meeting, an email update, or an in-person presentation.

What to include:

• General Overview: Brief summary of the year’s operations, key successes, and any challenges faced.
• Top Highlights: Showcase standout moments such as record-breaking attendance, successful programs, and significant facility improvements.
• Key Metrics: A quick snapshot of important data, like total attendance or revenue.

HydroApps Team Tip: Keep this section brief (1–2 paragraphs) for easy scanning.

2. Share Attendance Data

Understanding how many people are using the pool and when is crucial for evaluating your facility’s success. Use this section to present clear, data-driven insights.

What to include:

• Total Visitors: How many people visited throughout the year? Break it down by location, time of day, and day of the week.
• Trends: Highlight peak attendance periods (e.g., summer, holidays) and identify lulls.
• Activity Breakdown: Provide data on different user groups—how many attended swim lessons, water fitness classes, or special events?
• Visitor Frequency: If you offer membership or pass options, include data on how often regular visitors return. Also track how many folks gained access with free passes, low-income discounts, or scholarship programs. 

HydroApps Team Tip: Use graphs or charts to visualize attendance trends and make the data more engaging. HydroApps' attendance tracking features help create effective storytelling by location, body of water, and time of year.😉

3. Analyze Downtime and Closures

Sometimes, pools need to close for maintenance, weather-related issues, or safety reasons. Closures impact operations and revenue, so understanding the reasons behind them is essential.

What to include:

• Total Closure Hours: Document how many hours your facility was closed.
• Reasons for Closure: Break down closures by category, such as maintenance, weather, or safety.
• Impact Analysis: Explain how closures affected attendance and programming, and describe how you managed disruptions.

HydroApps Team Tip: A clear breakdown of reasons for downtime can help you identify areas for improvement—remember to use your HydroApps Pool Closure forms in the Facility Manager module to effectively track this information all year round. 

4. Highlight Chemical Usage and Maintenance

Maintaining water quality is non-negotiable for safe and efficient pool operations.

What to include:

• Chemical Usage: List the chemicals used for water treatment, such as chlorine and pH balancers.
• Maintenance Costs: Share data on major repairs, upgrades, or equipment replacements.
• Water Testing: Outline your testing schedule and actions taken to resolve any issues.

HydroApps Team Tip: Showcase sustainable improvements, like eco-friendly chemicals or upgraded filtration systems, to demonstrate your commitment to efficiency.

5. Showcase Programs and Special Events

Programs and events are the heart of your pool’s community impact. Highlight their successes and participation levels.

What to include:

• Total Programs: Share the number of classes, lessons, or events held during the year.
• Special Events: Describe standout events like charity swims, competitions, or community days.
• Participant Feedback: Include testimonials or photos to emphasize the value of your programs.

HydroApps Team Tip: Share feedback or testimonials from program participants to tell a compelling story about your events’ success. Including photos here can tell a more complete story of the impact of these events. For bonus points, try to invite stakeholders to these important community events in the future and thank them in the end-of-year report for their attendance and participation. 

6. Focus on Staff Training and Development

A skilled team is vital for smooth operations. Use this section to highlight training initiatives and staff accomplishments.

What to include:

• Training Hours: Quantify time spent on certifications, audits, and emergency drills.
• Certification Classes: Highlight lifeguard and instructor certifications conducted at your facility.
• Retention Initiatives: Share efforts to retain staff, like recognition programs or career development opportunities.

HydroApps Team Tip: Use HydroApps to track your training data down to the hour so you can tell a holistic story of just how much continuing education you and your team are doing on a monthly basis. 

7. Analyze Pool Usage by Activity

Dive deeper into how different parts of your facility are utilized.

What to include:

• Activity Breakdown: Provide a breakdown of which activities (swimming lessons, lap swimming, water aerobics, etc.) were most popular.
• Space Utilization: Identify which areas of your pool (e.g., lap lanes, diving wells) were most popular.
• Seasonal Patterns: Note trends in usage based on time of day or season.

HydroApps Team Tip: Optimize your schedules based on usage trends to improve efficiency and program planning. Break this information down in your HydroApps reporting so your team can easily enter this data on a daily basis. Optimize how you receive the data so it’s less work at the end of the year to compile the info! 

8. Present Financial Performance

Financial transparency is key for demonstrating your facility’s value and sustainability.

What to include:

• Revenue Streams: Detail income from memberships, daily admissions, and program fees.
• Financial Assistance: Highlight scholarships or discounted passes provided. Include how much money was allocated for financial aid or scholarships for those in need.
• Sponsorship/Donations: If you received sponsorships or donations for programs or special events, highlight those as well. 
• Comparative Data: Compare this year’s financial performance to previous years to show trends.

HydroApps Team Tip: A comparison of financial data from the previous year can help readers understand trends in revenue and expenses.

9. Address Safety and Incident Data

Safety is always a top priority. Use this section to reinforce your facility’s commitment to risk management.

What to include:

• Incident Reports: Document any significant accidents, rescues, or injuries.
• Safety Protocols: Highlight new measures implemented to improve safety.
• Staff Performance: Acknowledge lifeguard efforts and quick responses.

HydroApps Team Tip: While safety incidents can be sensitive, use this section to show how you learn from any issues and improve safety measures moving forward—use your data in form management via HydroApps to breakdown the types of incidents and staff’s response. 

10. Set Goals and Plans for the Future

End your report with a forward-looking section that inspires confidence in your facility’s vision.

What to include:

• Planned Improvements: Highlight any upgrades or changes planned for the facility (e.g., new pool equipment, energy-efficient lighting, or renovations).
• Goals for Growth: Are there any specific programs or services you plan to expand or introduce? 
• Community Engagement: Will you be launching new community initiatives or events next year? Describe efforts to strengthen ties with the local community.

HydroApps Team Tip: Setting clear goals for the coming year will demonstrate that you’re continuously striving to improve and provide better service to the community. Start with small, actionable steps and build from there!

Final Thoughts

An end-of-year pool operations report is more than just a summary—it’s a strategic tool for celebrating success, identifying areas for growth, and building support for your facility. By focusing on data, storytelling, and future plans, you can create a report that informs and inspires.

Ready to simplify your reporting process? Tools like HydroApps can streamline data tracking, making it easier than ever to compile and present your year-end insights.

Schedule a Demo or Request a Quote today!