Building a Sustainable Volunteer Program
A New Approach for Community Sports Clubs
Leading a community sports Club means juggling countless responsibilities, but nothing challenges Club leaders more than volunteer management. Despite being essential to every aspect of Club operations, from coaching teams to serving in the canteen, volunteers remain the most complex resource to recruit, retain and coordinate effectively.
The role requires Club leaders to be part psychologist, part project manager and part cheerleader, all while maintaining the delicate balance between getting things done and keeping people engaged and happy.
If you’re feeling this challenge more acutely than ever before, you’re not alone. Recent data reveals that volunteer participation rates have dropped from 36% in late 2019 to 33% in 2023. The COVID-19 pandemic triggered a staggering 65% decline in sports volunteers nationwide, with over two million volunteers not returning to their usual roles.
This dramatic shift is forcing Clubs to completely reimagine their approach to volunteer management. The traditional model of expecting long-term commitments, allocating substantial roles to single individuals and replying on informal arrangements simply isn't sustainable anymore. Modern volunteers want more flexibility, clearer boundaries and better support – and Clubs that don’t adapt will struggle to survive.
Understanding Today’s Volunteers
Successful volunteer management starts with understanding what motivates people to give their time in today’s environment. Over the last few years, clear patterns have emerged about what volunteers want:
· Clear direction about what’s expected
· Flexibility in how they contribute
· Regular, transparent communication
· Their time to be respected and used efficiently
· Recognition for their contribution (even if they say they don't need it)
· Opportunities to use their skills and experience
· Social connection and community belonging
· To see the tangible impact of their efforts
These needs manifest differently across five distinct volunteer types commonly found in community sport:
The Project Pro tackles specific, time-bounded projects with clear start and end dates. They’re perfect for coordinating events, running registration days, managing facility upgrades etc.
The Regular Reliable commits to structured, ongoing roles but needs clear boundaries. They thrive with well-defined responsibilities like weekly scoring or canteen management.
The Specialist brings professional skills they're willing to share. From accountants to marketers to teachers, they can transform how your Club operates – if you let them work in their zone of genius.
The Social Supporter volunteers primarily for connection. They excel in roles that involve regular interaction, like team management or social media coordination.
The Occasional Helper can't commit regularly but will reliably help with specific tasks or events. They're your game day volunteers, working bee participants and event support crew.
Common Challenges and Modern Solutions
Understanding these volunteer types helps address the most common challenges Clubs face:
1. Volunteer Burnout
Traditional Approach: Expecting one person to handle all aspects of a major role like uniform coordination or canteen management.Modern Solution: Break roles into smaller, focused responsibilities that can be shared among multiple people with different skills and availability.
2. Recruitment Struggles
Traditional Approach: General calls for help or pressuring parents to step up.Modern Solution: Create clear role descriptions that specify time commitments and required skills, then target recruitment to match volunteer types.
3. Knowledge Transfer
Traditional Approach: Hoping the outgoing volunteer will somehow pass on what they know.Modern Solution: Develop simple handover documents, implement shadow periods and maintain central documentation of key processes.
4. Recognition
Traditional Approach: Annual thank you at presentation night.Modern Solution: Regular, meaningful acknowledgment tailored to individual preferences and contributions.
A New Framework for Success
Moving from understanding to action requires a systematic approach. The first step is breaking down traditional roles into more manageable pieces that better match modern volunteering styles.
Take uniform coordination for example. Instead of one person handling everything, consider creating three distinct roles:
· Stock Manager: Handles ordering and inventory (perfect for someone who likes systems and can work remotely)
· Sizing Coordinator: Manages try-ons and distribution (suits someone who can be available at specific times)
· Sales Tracker: Maintains records and handles payments (ideal for someone with attention to detail who can work flexibly)
This approach not only makes roles more manageable but also creates opportunities for different volunteer types to contribute in ways that suit them.
Taking Action
Ready to transform your Club's approach to volunteering? Start with a comprehensive audit of your current volunteer roles and responsibilities. Most Clubs discover they've been operating with significant blind spots - tasks that aren't formally allocated or work that's been informally absorbed by already-stretched volunteers.
I've created The Club Volunteer Audit Kit to guide you through this process. This practical toolkit will help you:
1. Map current volunteer roles and responsibilities
2. Identify gaps and informal work
3. Assess volunteer satisfaction and support needs
4. Create practical action plans for improvement
Share your findings with your Committee to ensure you capture the full picture. You might discover you need entirely new positions, or that you have opportunities to redistribute work more evenly among existing roles.
The future of volunteering in community sport depends on our ability to adapt to changing social patterns and expectations. By understanding what motivates volunteers, breaking down roles into manageable tasks and providing proper support systems, Clubs can build sustainable volunteer programs that serve both the organisation and the volunteers themselves.
Download The Club Volunteer Audit Kit to get started on transforming your Club's approach to volunteer management. Remember, small improvements made consistently over time lead to significant long-term changes.
