Effective Club/Group Management

The success of a club will predominantly come down to the group of people who manage the club’s affairs; the club committee. The committee is ultimately responsible for ensuring that its members receive the best possible service and experiences. For this to happen it is important that the committee follows a structure that works and includes a diverse mix of people with the right skills and experience for each role. As a minimum, these roles should include:

> Chair – the person in charge

> Secretary – deals with administration

> Treasurer – handles the money

It is important to clearly define each role within the committee, including what is expected from the person in the role and how much time commitment is expected. It is worth noting what skills or experience would be suitable for a role to help identify the right people.

Another fundamental aspect of club management are the constitution, policies and procedures put in place to determine how a club and its members should operate. Having these in place and communicating these effectively to everyone associated with the club will play an important role in the running of the club and help to protect club members and officers. It is recommended to introduce the following:

> Constitution

> Safeguarding and Welfare

> Codes of Conduct

> Data Protection Policy

> Equity Policy

> Health and Safety Policy


What is a constitution and why is it important?

A constitution underlines the fundamental principles of a club. A good constitution should:

> Explain to members (and non-members) what the club is about

> Help protect club members and officers

> Clarify how club procedures should work

> Clarify and help sort out internal problems

> Underpin funding applications

> Enable your club to become incorporated

Find a draft constitution here

I am trying to start a new club. How do I create a committee?

It is important to elect a committee as soon as possible, ideally at the first meeting. Electing a committee is relatively straightforward, however it is worth considering the following:

> Decide on the right committee structure that meets the needs of the club

> Consider people with the appropriate skills and experiences for the committee roles. For example Somebody who has experience managing social media platforms as your marketing officer or somebody with accounting experience as your treasurer

> Try to ensure that people intend to put themselves forward before any meeting

> Try to consider the membership of your club, and ensure the committee represents the diversity of your members

> Encourage each committee member to undertake one role so that they are not overloaded

For more information about creating a club committee click here

How do I recruit committee members?

Recruiting to your committee is an opportunity to develop or bring in new skills, experiences and perspectives to your governance. It’s a good idea to regularly undertake a skills audit to identify any gaps.

Be diverse – Your committee should reflect the diverse nature of your members. Are any of the committee roles occupied by a diverse range of people? If you have a club with a growing youth section, you might want to think about involving a youth representative, for example. Just remember that no one under 18 can be a committee member for an unincorporated association.

Be businesslike – If you are looking for a particular skill, target the right audiences. If you need a new treasurer, target accountancy firms. If you need someone to look after sponsorship, target businesspeople that are used to negotiating. If you need a press officer, are any of your members journalists or journalism students?

Be transparent – If you’re looking for new committee members, spread the word and be clear about the role you are recruiting for. Draw up a role description and be honest about the responsibilities and time commitment involved.

Be professional – Refer to your constitution as there should be rules in place around the recruitment of officers. Make sure you know whether nominations for new committee members have to be taken in advance or can you take them at the meeting? For more information click here.

See our club marketing section for more details on how to promote your roles.

How do you make a committee position attractive and recruit volunteers?

> Start informal – encourage people to help informally at events first

> Advertise opportunities – use e-flyers, posters, newsletters, your website and social media

> Write a role description – this template will help you describe who you’re looking for

> Share stories – promote the hard work of your volunteers

> Events – talk about volunteering at awards evenings and social functions

> Spread the word – get volunteers and staff to talk about volunteering

Can you help us with developing policies and procedures to enable the club or group to run effectively and efficiently?

The Club Matters website has a section on developing policies and procdures that you might find useful here. otherwise, Warwickshire Community and Voluntary Action (WCAVA) can support your club or group in developing your generic policies and procedures.

How do I achieve the code for sports governance?

The code for sports governance is a mandatory set of requirements for those organisation seeking public funding, as required by the Government in its 2015 strategy Sporting Futures. There are three tiers, on which funding investment is placed. The principles are:

> Structure

> People

> Communication

> Standards and Conduct

> Policies and Processes

Warwickshire Community and Voluntary Action (WCAVA) can support you to achieve the elements of the code.

If you haven’t found the answer to your question above, please complete the below form and we will get back to you shortly.