Planning is the key to the future for all sporting and recreation clubs no matter their level, activity or size.
Clubs need to plan their long-term viability in order to grow.
Planning helps to:
- Look at where the club has come from, where it is now, where it wants to go and how it is going to get there
- Identify the main objectives of the club
- Encourage the members to get involved in the development of the club
- Adjust to changes in the current environment that have an impact on the club
- Ensure that resources (human, physical and financial) are used effectively
- Evaluate the progress of the club
- Bring order into the hectic business of running a club. A plan
provides an essential guide to the club committee, especially new
members to that committee
- Educate and provide information to groups/stakeholders external
to the club. For example, it is usual for the local government to be an
essential ‘partner’ for the club. Your local government should be
provided with a copy of your plan or at least ‘walked through’ the plan
to ensure they have an understanding of the club’s future.
Who should be involved in the planning process?
Your club is made up of all sorts of people that have all sorts of
expectations of and from the club. Try to involve as many people in the
planning process as possible as the more people consulted in the
development of the plan, the more it will reflect the true direction of
your club. Your members will also feel that the plan belongs to them and
they will be more comfortable in assisting with its implementation.
In fact, many of your members may have skills and experience in
planning through their workplace or other clubs – make use of these
members and involve them.
A group of people should be invited to a planning workshop to
brainstorm the basics of the plan. This group should be representative
- Board/committee members
- Sport participants
- Paid staff
- Facilities operators
- Other stakeholders in your club.
After your planning workshop, the draft plan should be circulated as
widely as possible to your members to make sure that it reflects their
When should you plan?
It is important to set aside some time for your planning to ensure
that it receives the attention it requires. It is probably most
economical to schedule your planning meeting with one of your sport’s
regular gatherings. This could be a:
- General meeting
- Club tournament
- Social occasion.
You will need to set aside a specific time slot in your schedule
(perhaps a day or half-day) for your planning meeting. The meeting
should be long enough to develop the basic framework of the plan, so the
duration will depend on the size and complexity of your club.
Remember, the plan should be reviewed regularly to monitor your
progress and make any necessary modifications. And the planning meeting
should be a regular feature of your club’s calendar.
The planning pathway
Form a planning committee
A small group of committed people should get the planning process
underway and ensure the plan is implemented and reviewed regularly. This
committee needs to be endorsed and set some simple terms of reference
by the club committee.
Hold a planning workshop
Invite a group of people (including administrators, coaches,
officials, athletes, sponsors and facilities managers) to attend a
planning workshop to develop the framework of your plan. A facilitator,
or a person who is experienced in leading planning workshops, may assist
your club to get the most out of the workshop.
Develop your plan
The planning committee or an entrusted individual writes up your plan. Remember
it does not need to be a complex document – it is best to keep it simple! The plan needs to contain some basic elements:
- Mission – a brief statement explaining the
purpose of your club and why it exists. An example may be, "to promote
tennis as an enjoyable, healthy sport for people of all ages and ability
levels in our community".
- Club goals – statements that explain the broad
directions of your club. For example, "to encourage the provision of
opportunities for participation in tennis by all members of the
- Objectives – what specifically does your club
want to achieve by the end of the planning period? Make sure your
objectives are specific, measurable, achievable, realistic and have a
timeframe. An example of an objective may be, "to double the number of
registered junior players by the start of competition".
- Actions (what) – what needs to be done to
achieve the objectives? An example of an action to achieve the objective
of doubling the number of junior players might be, "to produce a
promotional brochure for distribution to local schools".
- Responsibilities (who) – who is responsible for completing the actions?
- Timeframes (when) – when do the actions need to be completed?
- Resources – how much is it going to cost?
Consult with your members
- Make sure that your members understand your plans
- Remember that it is their plan too!
- Make any necessary changes to the plan.
Promote your plan
- Make sure your new plan gets plenty of publicity. Put it in your
newsletter, on your website and Facebook, and send a copy to sponsors
- It is your plan – you should be proud of it
- The more you promote the plan, the more people will know about it and help you to implement it.
There is no point in developing a plan that will gather dust on the
shelves. Make your plan a living, breathing document that helps people
to get the job done. Evaluate it and modify it if necessary – it may not
be exactly what you want or can achieve first time around.
Your plan should form the basis of your reporting on progress and
discussion at your club committee meetings. By doing this, each
committee member will have a clear guide and understanding of what is
expected from them as a member of the committee.
As objectives in the plan are achieved, let everyone know about it – no matter how small.