Volunteer Coordination - Volunteering - Development

Live Scores

Welcoming your volunteers

The volunteer’s first experience within the club is a vital time in their retention and even the smallest club should have an induction process which provides all volunteers with information:

About the club structure
Club contacts, key people within the club
External contacts the individual may need to communicate with to carry out their role
Who will help them over the first few sessions (Supervisor)
Their responsibilities (a role outline)
Club policies (child protection, code of practice, etc)
Details of how to claim expenses, etc.

This is often called an 'Welcome Pack'. It will also help with the integration of the new volunteer if they have a main point of contact; this is when the recruitment of a volunteer coordinator is really useful. To aid in the process of inducting a new volunteer please view the ‘induction checklist’.

Do not assume that people who have been players at the club know about how it runs or the range of volunteer roles – ensure that they also have a supportive induction into the team.

Other information you may wish to provide the volunteer may include:

A list of names, addresses and telephone numbers of key contacts, within and outside the club relevant to their role
Provide details of meetings or events that they will need to attend
Provide details of key dates for example; the closing date for league affiliations, the first game of the season, etc
Make sure they know where to find the things they need to do the job (and how to work them) e.g. line marking equipment, first aid kit, computer, paperwork, stationery
Provide details of expenses that may be claimed and how to claim them. Issue them with an expense form
If appropriate to the job, provide information on club financial procedures, confidentiality and other operating policies such as child welfare protection practices
Provide some feedback on progress. People like to know how they are succeeding and to learn positively from any mistakes they have been making
Check that they understand exactly what they are meant to do

Communication

It is vital to communicate clearly with all of your volunteers. Nothing frustrates a volunteer more than not being kept up to date or 'in the loop' – it is important to ensure that your volunteer workforce is included in the overall club communications and that the Club Volunteer Coordinator has regular contact with all the volunteers.

Top Tips for communication include the following:

Ensure all volunteers know the phone number/contact details of either a volunteer representative or the Club Volunteer Coordinator (communication should flow two ways and they need to be encouraged to keep in touch with the club, as well as the club keeping in touch with them).
Hold volunteer briefing meetings (these can be useful once or twice a year, but don't hold them too often).
Send messages by text and email (particularly popular with younger volunteers). Or put key messages on your club website if you have one
Include a volunteer page in the club newsletter.