Volunteers are the life blood of most youth sports organizations. They are going to be your coaches, officials and fans, your players’ chauffeurs and cooks; they’ll help run tournaments, organize team parties and much more. Finding enough volunteers to keep your sports organization afloat is only half the battle. Once your volunteer roster is full, it’s up to you as the league administrator to make sure they all are being effectively utilized!
Here are 4 sports volunteer organization and scheduling tips:
1. Create a master event document.
Before the season is underway, create a master calendar with all the events you’ll need to staff with your sports volunteers. Are there any league-wide potlucks, awards ceremonies or field days where you’ll need everyone to participate? The sooner you can let your sports volunteers know about upcoming events the more time you have to get them to commit and give them time to clear their schedule.
No sports volunteer is an island! Instead of scheduling individual volunteers for events, why not group them into teams of 3, 5 or 10. Each team will be responsible for certain events throughout the course of the season so no one person will have to go it alone. Having teams also makes it easier to assign jobs at large events (red team is responsible for set up, blue team will man the ticket booth, etc) and if one person can’t come last minute you won’t be stuck with no volunteers.
3. Hold regular volunteer meetings.
Even if it’s just once a month, volunteer meetings are great ways to keep everyone involved and up-to-date with the latest from the league. These meetings are a good time to work out a strategy for upcoming events, assign jobs and responsibilities, get feedback and ideas for improvement and make your volunteers feel like they are really contributing to the success of your sports organization.
4. Set up “volunteer officers.”
Sports administrators have a lot more on their plate than just coordinating the volunteer staff. Why not use some of your more dedicated volunteers and create “volunteer officers” that you can use to delegate tasks and responsibilities. You probably can’t be at every league event, so your officers can be in charge when you’re not there and can help keep large events running smoothly.