How Park and Rec Departments Can Automate for Efficiency

Drowning in Spreadsheets: How Park and Recreation Departments Can Automate for Efficiency

Park and recreation facilities are at the heart of many close-knit, inclusive communities.

Last year alone, more than 276 million people in the United States visited a local park or recreation facility at least once. A staggering 91% agree that parks and recreation is an important service provided by their local government, according to a 2024 report from the National Recreation and Park Association.

However, outdated manual processes can slow down your department, making it difficult to chase down payments, reconcile spreadsheets, and complete other vital tasks.

The good news is, there’s a better path forward. When you automate your workflows, you can unlock new levels of efficiency and create better experiences for your residents.

The Cost of Inefficiency

Everyone knows that manual processes can drain time and resources — but more specifically, they can lead to:

• Lost Revenue: Missed payments, inaccurate reporting, and inefficient pricing structures can significantly impact your bottom line.
• Reduced Staff Productivity: Staff are often bogged down with tedious tasks instead of focusing on community engagement and program development. A Salesforce study found that more than 79% of workers said that one of the biggest benefits of automation was that it increased productivity, and 83% added that they’re more satisfied at work since they began to use automation.
• Increased Errors: Manual data entry and calculations are prone to human error, leading to inconsistencies and potential financial discrepancies. The Salesforce study showed that 66% of workers said that automation reduced the number of errors in their work.
• Lack of Valuable Insights: Without automated reporting and data analysis, it’s difficult to identify trends, optimize programs, and make informed decisions — and far too many departments are struggling with this. For example, a National Recreation and Park Association (NRPA) member survey found that although most park and recreation agencies have implemented sustainability activities, most agencies do not have a documented sustainability plan — let alone a plan backed by performative measurement. If they’re unable to demonstrate the benefits of sustainability efforts, it’s more difficult to make the case for funding and support.

Related Read: 8 Ways to Boost Community Engagement and Inclusion in Parks and Rec

How Automation Can Improve Your Workflows (and Transform Your Community)

Technology is evolving rapidly, and residents expect park and recreation departments to embrace new digital tools. About 93% of U.S. adults want park and recreation departments to use automated technology, especially for crime prevention, understanding park use, and boosting residents’ access, according to the 2024 report from the National Recreation and Park Association.

Your department can also use software to:

• Streamline Registration: Online portals allow participants to register and pay for programs with ease, eliminating paper forms and manual data entry. Also, by allowing people to self-service their own needs online, agencies can boost engagement and improve overall resident satisfaction, according to CivicPlus® data.
• Automate Payments: Recurring billing, online payment options, and automated reminders ensure timely payments and reduce administrative burden.
• Simplify Reporting: Generate comprehensive reports with just a few clicks, gaining valuable insights into program performance, revenue streams, and cost recovery.
• Improve Operational Efficiency: Free your team from tedious tasks, allowing them to focus on what matters most: providing exceptional recreational experiences for your community.

Related Read: 5 Best Practices for a Successful Recreation Software Implementation

CivicPlus Cost Recovery: Your Ally in Automation

CivicPlus’ new Cost Recovery solution, built into the Recreation Management platform, is designed to help park and recreation departments embrace automation and optimize operations.

Here’s how Recreation Management has already helped transform communities around the country:

• Boost Revenue: In Huntington Beach, California, Recreation Management empowers the community and library services department to increase revenue and participation, reduce program setup time from 30 minutes to five, and improve operational efficiency.
• Improve Processes: Lauren Merriman, the recreation services manager for Campbell, California, said Recreation Management is “a time-saver” and “very user-friendly.” “The number of 50-plus [year-old] customers who are using the system versus the previous registration system is a lot,” she added. This has increased overall engagement and created opportunities for staff to focus on other priorities.
• Increase Engagement: The parks and recreation department for Apache Junction, Arizona has been able to reduce staff hours and add “way more” events and programming, thanks to CivicPlus’ Recreation Management solution. In addition, program participation is up, leading to revenue growth.
• Improved Online Access: Recreation Management helps the city of Las Vegas provide residents with improved online access to classes and activities. It has also reduced staff training time and boosted overall efficiency.
• Simplify Registration: Georgia’s Gwinnett County uses Recreation Management to streamline online activity registrations and improve internal workflows.

Ready to Dive In?

Embracing automation is a necessity for park and recreation departments to thrive in today’s world. By leveraging the power of technology, you can unlock new levels of efficiency, improve cost recovery, and empower your team to create amazing recreational experiences for your entire community.

Learn more about how CivicPlus Cost Recovery can transform your department. Visit our website or give us a call today.