CLUB BEST PRACTICE MANUAL • SECTION 1 COMMUNICATION

Transcription

club best practice manual
unit 2 oFF-field: Day to day
• section 1 communication
Good communication means regular communication using all opportunities available. Being able to
communicate well within your club and with your stakeholders and the general pubic will lead to good
public relations for your club. Following are a few ways to assist your club with communication.
Correspondence
•
Regularly clear the club’s post and emails.
•
List all inward and outward correspondence for each committee meeting and the club’s records.
•
Ensure that copies of all correspondence are passed on to the appropriate person to deal with.
•
Acknowledge and action all inward correspondence promptly.
•
File all inward and outward correspondence appropriately.
Websites
How to have a club website
The NZRU’s community rugby website www.nzrugbynet.co.nz enables your rugby club to have its own
website free of charge. Assistance to build your website and learn how to load content is also available.
Why have a website?
•
Many rugby clubs have websites on www.nzrugbynet.co.nz, giving them online exposure.
•
It’s free.
•
Your website’s ready to go: it’s just waiting for you to sign up and start loading content directly
onto the page.
•
You do not need to be a computer whiz to set it up: it’s as simple as typing straight onto the
screen.
•
Your website can be as simple or as complex as you want it to be.
•
You can insert photos, use cool fonts and create links to other web pages
•
A manual and online helpdesk are available.
•
Minimises phone calls, as people can retrieve information from your website.
•
Minimises time, administration and printing costs associated with distributing information.
•
Increases your sponsors’ online exposure.
produced and distributed by
New Zealand Rugby Union • P: 04 499 4995 • F: 04 499 4224 • 1 Hinemoa Street • Harbour Quays • PO Box 2172 • Wellington
•
www.nzrugbynet.co.nz is well known and easy to find.
•
You have total ownership and control of your rugby club’s content.
•
Having all New Zealand rugby organisations together as one online community is very attractive to
sponsors and increases exposure for your rugby organisation.
What could you put on your website?
•
Club logo
•
President’s report (from AGM)
•
Player profile
•
Photos of games, events, players etc
•
Prizegiving – award winners
•
List of contacts (including coaches and administrators)
•
Special items your club offers (eg touch modules, kids club etc)
•
Club merchandise (including where it can be purchased)
•
Jubilee information
How to get started
•
Simply visit the www.nzrugbynet.co.nz and sign up.
•
Your application will be automatically emailed to the NZRU NZrugbynet Administrator and
notification of approval will be emailed to you within 48 hours.
•
Appoint a person to be responsible for updating the website.
Further Information
•
A manual to help you build your own website is available on www.nzrugbynet.co.nz.
•
If you need any further information or have any queries on using the system please contact:
NZrugbynet Administrator
New Zealand Rugby Union
Phone: 04 494 0798
Email: [email protected]
Examples of club website front pages follow: the first is on www.nzrugbynet.co.nz, the second the club’s
own, with a link on www.nzrugbynet.co.nz.
Newsletters
Regular club newsletters are crucial to ensure clear communication to all club members. These can be
sent to players, members, sponsors, suppliers, members of the community, local schools etc.
The traditional method of mailing out newsletters is effective, however a fair amount of time and money
can be saved by the club when an up-to-date database is set up. This can be done through the NZRU
registration system. This database will then be used to provide the required contact details.
Club newsletters can also be put on the club’s website. Anyone who is interested can then access club
information at any time.
Clubs can tailor their newsletters to meet their own needs. Information that may be provided includes:
•
•
•
•
•
•
•
•
committee and team contact details
playing dates
training sessions
upcoming events
sponsor’s details
advertising
changes in rules
draws
Two examples of a club newsletter follow.
Other Ways of Communicating with Members
•
•
•
•
•
•
•
•
•
Emails
Bulk texting
Links between club–school–club
Regular contact with players that have gone to school teams
Prizegiving and social events
Reminders
Advising when and where games are held
Noticeboards
Trainings
Meetings
Meetings are required as part of the formal governance of the club. They need to be well run (chaired)
and relevant so as to not consume the valuable time of committed volunteers.
Formal Meetings
Pre-meeting
•
The chairperson calls for, and decides on, the agenda items with the secretary/administrator.
•
The chairperson liaises closely with the secretary on meeting arrangements, speakers, format and
any other arrangement that will help make the meeting successful.
•
If it is a committee meeting, it is useful for the committee members to be reminded about the
meeting and any tasks which need to be completed.
•
Set up the room so everyone feels comfortable speaking.
During the meeting
•
The meeting is started on time.
•
The meeting is conducted in the order set out in the agenda. The agenda determines the order of
business.
•
The chairperson welcomes and thanks all members for being present, makes a few introductory
comments and declares the meeting open.
•
Apologies are called for and read out. A record of those who are present is kept. The chairperson
puts a formal motion that the apologies are accepted. A vote can be taken and the result
recorded. Any absentees are also recorded.
•
The accuracy of the previous meeting’s minutes (which should be circulated prior to the meeting)
are confirmed by those present at the meeting. The motion of acceptance has to be nominated
and seconded.
•
Matters arising from the previous minutes are discussed (unless they appear on the agenda).
This discussion should be brief. If a topic develops, try to transfer this to general business later in
the meeting.
•
Correspondence (inward and outward) may be tabled. Important correspondence should be dealt
with as separate agenda items. Many clubs no longer spend meeting time on approving all items
of correspondence. A well-prepared secretary can briefly outline contents of correspondence.
•
Financial statements are presented. This may include Accounts for Payment and a Monthly
Statement of Accounts. An indication of the club’s financial position should be given. Note:
financial reports, as well as all other reports discussed at the meeting, require formal motions of
acceptance.
•
Committee reports should be circulated prior to the meeting. Discussion during the meeting
should be confined to recommendations and to those matters requiring approval for further
action.
•
Other reports are dealt with: these should be brief and on specific topics.
•
‘General business’ is the time for minor items to be raised. It is important for the chairperson to
encourage members to submit major items prior to the agenda being circulated and to discourage
people from raising these items during the meeting unless they are urgent. The chairperson has
the right to decide whether any particular matter should be discussed.
•
‘Action items’ are determined: confirm delegated tasks and timeframes.
•
Announce details of next meeting: date, time and venue given to all members.
•
Meeting is closed: chairperson thanks members for participation and formally closes the meeting.
Post-meeting
The chairperson will liaise with the secretary to:
•
Confirm action plans and follow-up procedures.
•
Discuss timeframe and circulation date for minutes of the meeting.
•
Discuss any special items.
•
Make arrangements for next meeting.
Informal Meetings
Informal meetings encourage members to relax and participate, but still need to be managed.
You might hold an informal meeting to:
•
Discuss and sell ideas
•
Solve problems
•
Gather opinions
•
Build morale
•
Brainstorm ideas for fundraising/sponsorship
The meeting needs a chairperson and possibly a facilitator/recorder. Ground rules need to be set at the
beginning of the meeting, including:
•
Establishing the purpose and desired outcomes of the meeting.
•
Checking that everyone understands the topics to be discussed.
•
Ensuring everyone listens to each other carefully and is not judgmental.
•
Ensuring only one person speaks at a time.
•
Encouraging everyone to be objective and keep discussion focused on the topic.
•
Examining each option individually and objectively and reaching a conclusion for that option
(which should be recorded for later reference).
Annual General Meeting
Follow guidelines for as for formal meetings. Suggested agenda for an AGM:
•
Welcome and introductions
•
Present/roll call
•
Apologies
•
Confirmation of minutes of previous AGM
•
Adoption of Annual Accounts
•
President’s report
•
Notices of motion
•
Treasurer’s report
•
Committee reports
•
Election of officers
•
Report of Honours Award Committee (presentation of Honours, life memberships etc)
•
General Business
•
Close of Meeting
Contact your local Provincial Union for further guidelines on holding an Annual General Meeting.
Club Handbook
A club handbook for all the club coaches and managers is a good idea to ensure everyone is well
informed and knows the procedures and processes for the club season.
Some suggestions for headings or topics for the handbook are as follows:
•
Club contacts
•
Committee contacts
•
Team budget procedures
•
Handling of all money/financial
•
Gear/equipment
•
Key dates
•
Provincial Union bylaws
•
Travel arrangements
This handbook could be distributed to all the coaches and managers at the beginning of the season at a
social function, or provided when a coach/manager appointment is confirmed.
Contact your local Rugby Development Officer or Club Liaison Officer for further information.
Junior/Senior Club Communication
The following is a list of suggestions to improve communication between junior and senior clubs, and is
by no means exhaustive.
•
Have a separate committee for the junior club and senior club.
•
Have a very good delegate from the junior committee who sits on the senior committee.
•
Put a junior club noticeboard next to the senior club noticeboard.
•
Have extra meetings where the junior and senior Presidents meet with the delegate who sits on
both committees. These meetings could sort out any specific problems or issues.
•
Include a link to the junior website on the senior site and vice versa.
•
Have an understanding with both junior and senior players to ensure each group is represented at
each others games for support and club spirit.
•
Have senior players assist with giving out prizes at junior prizegiving.
•
Have a joint handbook for junior and senior coaches, players and managers.
•
Have a joint coaches and managers evening to address them as a whole group – the group could
split into separate meetings later.
•
Invite junior “Team of the Week” to senior prizegiving or have junior “Player of the Day” awards
presented at the senior club each Saturday afternoon.
•
Compile club player profiles.
•
Appoint junior or senior committee to run fundraising at events.
Visit www.nzrugbynet.co.nz for more information.
Download and tailor documents and templates for your club.

CLUB BEST PRACTICE MANUAL • SECTION 1 COMMUNICATION

Transcription

Similar documents

Rotary Club of Denver West | Golden, Colorado

Diamond Club - Seattle Mariners

Serving With Pride - Kiwanis Club

los güeros contact information form document information family

Das Casino Gewinnt Immer

Kasey`s Chronicles - The Great Alabama District of Key Club

Hello! I am Britni Graves, your new Lieutenant Gov

WESTZONE CLUB

innisdale secondary school

Dummer Golf Club Minutes of a Liaison Meeting Held on 176 |anury