Volunteers are often the backbone of sports coaching programs. They bring energy, enthusiasm, and invaluable support that helps teams and organizations thrive. However, managing volunteers effectively requires thoughtful strategies to ensure a positive experience for everyone involved.
Here, we explore how sports coaching programs can efficiently manage their volunteer workforce, maximize productivity, and maintain morale.
1. Establishing clear roles and responsibilities
One of the most critical aspects of managing volunteers is ensuring that each person understands their role within the program. Volunteers need clarity to be effective and to feel confident in their contributions.
Write detailed descriptions for each volunteer role, outlining tasks, time commitments, and any required skills or experience. Don’t forget to outline specifically, what is in their remit so as not to overload or overburden volunteers. Within these roles, clearly explain what you expect from volunteers in basic areas such as punctuality, dress code and behaviour during events.
How did FSQ Consultant Matt Young handle volunteers in sports coaching programs?
Matt Young, a consultant at FSQ consulting in sports and fitness, had a similar issue with parent and coaching volunteers at the grassroots level. Without clear roles and responsibilities, coaches and parents were singling out their own children and only coaching them. His approach to their development put enjoyment at the heart of their practice.
“The biggest gap we saw in sports across North America was that it was being run by the least educated. No operating systems were being handed down by governing bodies and no systems (outside of Canadian soccer) that could be implemented at the grassroots level.”
2. Providing training and resources
Even the most enthusiastic volunteers can struggle without the proper training or resources. Investing time in initial training can save significant headaches later on. Organize a welcome session that introduces volunteers to the organization’s mission, values, and goals of the sports program. This is especially necessary if the remit of your mission or management has changed.
If volunteers are involved in coaching or assisting with practice sessions, provide specific training in coaching techniques, safety procedures, and handling conflicts or emergencies. Make sure volunteers have everything they need, from coaching manuals to equipment. This information should be standard practice to help them hit the ground running.
3. Creating a supportive environment
Volunteers are more likely to stay committed if they feel supported and valued. Pair new volunteers with experienced mentors who can provide guidance and answer questions. Offer regular check-ins with volunteers, even after orientation, to discuss their experiences, challenges and any suggestions they have for improving the program.
Foster camaraderie with team-building activities, hosting occasional social gatherings such as dinners and game nights to help all volunteers feel a part of the team. This can encourage retention, something CEO Heath Eslinger from A Better Way Athletics knows all about.
How did CEO Heath Eslinger create a supportive environment for his volunteers?
Heath built A Better Way Athletics to create positive experiences for children, young people and parents in sports coaching. Now Heath has had his fair share of coordinating with volunteer coaches, he believes most of them didn’t feel like they had the right support or tools to do their jobs well.
“One of the biggest fears is finding coaches and determining how to keep them there. You might decide not to have a coach for a year and then be inundated the next year. You need to be willing to shape a vision of the future, step back and not think of the immediate but the long-term engagement of coaching talent.”
4. Recognizing and appreciating contributions
Recognition is key to motivating volunteers. When volunteers feel appreciated, they are more likely to stay engaged and continue offering their time. Give shout-outs during meetings or events, and publicly acknowledge exceptional work.
Consider giving out awards or certificates of appreciation to celebrate milestones and outstanding performance. As an added opportunity for retention, why not consider a handwritten thank you note to help your volunteers feel valued and connected to the organization?
5. Streamlining communication
Clear communication is essential for managing volunteers efficiently. Miscommunication can lead to frustration and disengagement, so it’s crucial to keep everyone informed. Allow volunteers to easily share their feedback and concerns centrally. Not only will you retain volunteers but it’s an easy resource for making changes when necessary.
Don’t forget to use digital tools to help with this! Platforms like Slack, WhatsApp groups, or volunteer management software like Coordinate Sport can streamline updates and facilitate discussions. With Coordinate Sport, you can coordinate weekly or monthly emails on updates, events, scheduled changes and other important information.
6. Being flexible and adaptable
Volunteers often have other commitments, such as work or family obligations. By offering flexible scheduling and understanding when conflicts arise, you can help maintain a motivated volunteer base.
Allow volunteers to choose from different shifts or roles that align with their availability. It’s also essential to have a centralized contingency plan in place so that if a volunteer misses a session, another volunteer or staff member can step in.
7. Providing opportunities for growth
Just like paid employees, volunteers often seek opportunities to grow and develop new skills. Encourage volunteers to take on leadership roles, such as managing a smaller group of volunteers or overseeing specific tasks. If there are skills that they don’t have, offer workshops that can help volunteers gain skills that are beneficial to the program and valuable in their personal or professional lives.
And when they achieve certifications that allow them to support your company, partner with sports organizations to offer certifications in coaching or sports management. Providing these opportunities can boost satisfaction and retention.
8. Managing challenges proactively
Every volunteer program will face challenges, whether it’s interpersonal conflicts or volunteers not fulfilling their responsibilities. Addressing these issues early can prevent them from escalating.
Ensure that all volunteers understand and adhere to a code of conduct that promotes respect and teamwork. When there are issues, train your supervisors to handle conflicts calmly and effectively, with clear procedures in place.
Volunteers should be encouraged to reach their potential. Hold one-on-one meetings with volunteers who may be struggling or underperforming to understand their perspectives and work together on a solution.
Are you managing volunteers alone?
Volunteers play a crucial role in the success of sports coaching programs. By managing them effectively, you can create an environment where volunteers feel appreciated, motivated, and part of a community. Coordinate Sport can offer you a platform to manage all teammates, centralizing information on their roles and providing you with a real-time update to schedules for sessions and resource management.
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