1 Volunteer Management Plan November 2015Insert State/Territory Logo Here Insert Club Logo Here XYZ Cricket Club Volunteer Management Plan November 2015 VOLUNTEER MANAGEMENT PLAN | XYZ CRICKET CLUB

2 VOLUNTEER MANAGEMENT PLAN | XYZ CRICKET CLUBTable of Contents Introduction – Volunteer Management Plan – Action Plan Page 2 Section 1: Club Information Volunteer Management Plan Club Profile Page 4 Club Discussion Topics Page 5 Club Tracking Key Page 6 Section 2: Volunteer Management Action Plan Recruitment Page 7 Place Page 8 Induct Page 9 Train Page 10 Supervise Page 11 Recognise Page 12 Replace Page 13 Volunteers Management Plan Cycle – Topics for Club Guide Page 14 VOLUNTEER MANAGEMENT PLAN | XYZ CRICKET CLUB

3 Volunteer Management PlanA volunteer management plan provides our Cricket Club with clear objectives and strategies to support volunteer recruitment and retention efforts. Supporting, recognising and rewarding volunteers is crucial for the ongoing sustainability of our organisation. The development and implementation of this plan and appointment of a Volunteer Coordinator should be the combined effort of representatives across our organisation. Overall the volunteer management plan will assist in achieving an effective structure and management practices. The below template offers seven areas to consider in the management of volunteers and offers sample strategies that may be considered for implementation. While it is recommended that consideration be given to each area, it may not be necessary to provide as many actions as suggested. In a perfect world the appointment of a Volunteer Coordinator is ideal for every club. However with many clubs this is not a reality. Existing committee members have the opportunity to take on parts of this role if they are unable to fill the Volunteer Coordinator position. VOLUNTEER MANAGEMENT PLAN | XYZ CRICKET CLUB

4 Volunteer Management PlanThe Volunteer Management plan has two core functions: Recruiting Volunteers and Retaining Volunteers. Both Functions are continuous and must work in conjunction with each other to be the most effective. The success of the plan is dependent on the motivation of each level of cricket wanting to improve a volunteer’s experience in cricket. If there is little or no motivation, then we shouldn’t expect volunteers to reciprocate the same motivation. The Volunteer Management Cycle below outlines the on-going process Associations and Clubs go through; bringing volunteers into the club, looking after them while they fulfil their duties and then planning for when they leave. VOLUNTEER MANAGEMENT PLAN | XYZ CRICKET CLUB

5 Volunteer Management Plan – XYZ Cricket Club ProfileAssociation: XYZ Premier Cricket Incorporated Year Established: 1955 Home Ground: Central Park, XYZ Website: Our Vision: To be the most successful and respected cricket club in Victoria Our Purpose: The XYZCC exists to promote & create opportunities in our district for players to play at the highest level, by: Allowing cricketers to compete and progress to their highest level Developing cricketers for “on-field success” Fostering a committed and engaged membership who respect and promote the spirit and traditions of the game Major Achievements: Insert Club Logo Here VOLUNTEER MANAGEMENT PLAN | XYZ CRICKET CLUB

6 Volunteer Discussion Topics for XYZ Cricket ClubYes I No Lets get the club thinking about Volunteers (example answers) Start Date Do you currently have a structured approach to managing the volunteers in your club? No Appoint a Volunteer Manager to coordinate the recruitment of volunteers at our club. This includes recruiting for our Entry level programs, Junior coaches and committee. An existing committee member is taking on the responsibility of our volunteer recruitment and retention. He or she ensures all roles are filled and the item Volunteers is always on our agenda at meetings. Aug 2015 Do you have a budget allocated to your Volunteer Management Program? Put aside money for coaches and volunteers and communicate this to new volunteers entering the club. A pool of money is put aside for our Volunteers by the committee to cover the costs of travel, phone calls and anything else the club feels is fair to reimburse our volunteers Oct 2015 Does your club have the capacity to appoint a dedicated volunteer to take on the role of Volunteer Coordinator? Our Club is only small and just covers the 3-4 key committee roles we need to operate. We need to recruit a volunteer coordinator and complete a Volunteer Management plan for our club. We have a large numbers of volunteers that are keen to be involved. Recruiting for a specific position to over see the volunteers is crucial for the sustainability of the cricket programs we deliver in the community. Do you include "volunteer management" as an item on the committee's regular agenda? Volunteers are never placed on the agenda. We wait to the end of the year to think about our volunteers for next season. We don't have the time as we are already are required to meet numerous tasks to operate the club. Volunteers are always placed on the agenda for our committee meetings. The Dedicated committee member will do a volunteer report each month and the club are proactive in searching for new volunteers and succession planning. We want quality volunteers involved at our club We offer training and up skilling opportunities at every chance for our volunteers. We encourage our volunteers to attend seminars and education programs offered by the WACA and Local Government. Ongoing Table 8 (last page) Shows a number of discussion topics for clubs that can be used throughout the 7 Tables of Volunteer Management. VOLUNTEER MANAGEMENT PLAN | XYZ CRICKET CLUB

7 Tracking your clubs’ Volunteer Success StoriesIt is crucial to understand the success your club has had after the development of the Volunteer Management Plan. It is just as important to continue to identify the gaps with in your club and track how you as a club are doing. Against each of the club discussion topics it is important to mark against the goal how you are tracking. Tracking your clubs success is recommended. Please see the below key which will assist your club track against your Volunteer Management Plan. Your local [State/Territory] Regional Cricket Manager is available to assist you with your Volunteer Management plan. The Regional Cricket Manager is encouraged to work with your club to complete the plan and provide on going support. For a full list of [State/Territory] Cricket Association Regional Cricket Managers please head to [insert link]- Metropolitan [insert link]- Country Not Started Behind/At Risk On Track Completed Postponed No Longer Applicable VOLUNTEER MANAGEMENT PLAN | XYZ CRICKET CLUB

8 VOLUNTEER MANAGEMENT PLAN | XYZ CRICKET CLUBStage 1 - Recruitment The process of identifying the tasks/roles, the time and number of volunteers required, who does the task/job now and when will it finish. Recruiting the right people into the right roles at your club. Discussion Topic Strategy or Action Timeline Action Officer Comments Goal Status Source ideas to conduct volunteer recruitment within the local community Develop a set of actions around recruitment, spanning a specific timeframe, and identify useful ways to integrate within the community and promote the organisation's volunteer roles. Initiate new ways to involve the community including past players and potential sponsors to visit the home ground. XYZ Committee The Club is in a position where approaching sponsors is crucial to meet the financial costs of helping running the club. The committee are keen to explore new ideas and programs such as hosting Coaching workshops and a junior T20 Blast centre which could potentially attract new and enthusiastic parents. Have clearly defined opportunities for volunteer involvement in the organisation Assess the organisation's capacity and identify where volunteer roles are required, both long term and short term (adhoc) volunteers. Tailor recruitment needs on the basis of the assessment Ensure that each XYZ committee member has a specific role or portfolio. Members of the XYZ committee need to take ownership of roles. Members duplicating roles only confuses volunteers and clouds meetings. Each committee member should have a clear job description. Identify creative ways to attract volunteers Research ways in which other organisations of a similar nature attract volunteers. Focus specifically on promotional tools which attract the age and gender which is required. Promote the club through actively being involved with the local Community Cricket Board and taking an interest in the Junior Cricket Association and surrounding schools. Ensure that the cricket community identify the XYZ Cricket Club as the ultimate Cricket Club in the region where not only players want to be a part of but also Volunteers. VOLUNTEER MANAGEMENT PLAN | XYZ CRICKET CLUB

9 VOLUNTEER MANAGEMENT PLAN | XYZ CRICKET CLUBStage 2 - Place The process of promoting the tasks to be completed, attracting volunteers to do the tasks, screening volunteer's suitability to perform the task, selecting and appointing volunteers to roles. Discussion Topic Strategy or Action Timeline Action Officer Comments Goal Status Do you have a position description for each of your volunteers? Develop specific job descriptions for each of your volunteer positions Each Member has a clear job description outlining all roles and responsibilities. President To get the most out of each committee member's time develop a clear job description which outlines exactly the volunteer's role and expected hours a month. The XYZ Cricket Club has a diverse committee structure with a number of experienced volunteer s that can drive new initiatives and projects. Record Keeping of all volunteers? Develop a document holding all Club Volunteers details that can be easily updated Create a spreadsheet including details and Working with Children numbers – see VMP Framework Volunteer Manager A club with all of its volunteers clearly outlined in a document makes it easier to edit and make changes. The club is also upholding its legal responsibility to keep current records of its volunteers. Screening Volunteers assessed against the position description and placed in activities that suit their skills, interests, knowledge and experience. Each volunteer is placed in a suitable role that will benefit themselves and the club. Club to keep an updated record of volunteers and Working with Children information Specific Screening requirements will be detailed in the position description. VOLUNTEER MANAGEMENT PLAN | XYZ CRICKET CLUB

10 VOLUNTEER MANAGEMENT PLAN | XYZ CRICKET CLUBStage 3 - Induct The process of welcoming volunteers to the organisation, informing volunteers of organisational policies and procedures, establishing preferred communication methods Discussion Topic Strategy or Action Timeline Action Officer Comments Goal Status Induction Information Develop a tool kit listing the required information necessary for the volunteer to undertake their roles and responsibilities. Develop an Induction checklist for all new volunteers entering the XYZ Cricket Club XYZ Cricket Club The Induction checklist will work hand in hand when new volunteers enter the cricket club. The checklist supports new Volunteer orientation to be thorough and consistent regardless of who conducts it. Checklist available on WACA website. Integrating all volunteers and members at the club to feel like they are part of the XYZ Cricket Club Ensure that all new and existing volunteers feel that they are part of the club and can approach all members. The club will invite all players to events and encourage them to bring along parents and other members of the XYZ community. Invite all members, players and parents to all social functions, events and matches. Ensure that all communication lines are open from the president down. The club can drive this through the website and social media. XYZ Commitee It's important that all volunteer feel like they are a part of the club and feel comfortable approa ching all people involved on the committee. This should improve the image the club portrays on the community and more volunteers will want to come along and get involved in the club that is inviting and engaging to everyone. VOLUNTEER MANAGEMENT PLAN | XYZ CRICKET CLUB

11 VOLUNTEER MANAGEMENT PLAN | XYZ CRICKET CLUBStage 4 - Train Educating volunteers on specific information for the role, and additional learning and development opportunities to enhance knowledge and skills Discussion Topic Strategy or Action Timeline Action Officer Comments Goal Status Communicate effectively with volunteers Provide pathways to communicate information to volunteers. Develop useful tools such as website and make use of twitter and Facebook. Website is up to date and is known as the main information source for internal and external users. Facebook page to get up to 500 LIKES Twitter page to get up to 100 followers Communications Administrator Communication IS vital to all members and potential new members. Information sent through social media is currently being used by the club and the opportunity to utilise these methods is greater than ever with such a young playing group. Do you identify the training needs/resources for your volunteers and offer them suitable training opportunities? Work with State/Territory staff and Local Government to identify upcoming training opportunties. Ensure all new coaches take part in Level 1 & 2 Coaching Accreditation. All Volunteers are made aware of training, workshops and seminars delivered by Local Government and DSR. XYZ Committee A strong relationship between the State/Territory and XYZ CC will result in all communication flowing through to the club and all volunteers. This can be communicated through the State/Territory Development Officers and also through the community cricket board. Do you cover the cost or subsidise accredited training for your volunteers? Encourage and pay volunteers to attend courses that will benefit the club Pay for all coaching courses and out of pocket expenses the clubs deems reasonable to reimburse the volunteer. XYZ currently encourages and pays for new volunteers and coaches to take part in courses to improve their skills. Do you conduct regular reviews of your volunteer's skilis and abilities7 Conduct a half yearly review and end of season review of all volunteers In existing Volunteer database create a section outlining all volunteers' roles and identify gaps in the club that could be improved Make use of the newly developed Volunteer data base for all kinds of volunteer information. VOLUNTEER MANAGEMENT PLAN | XYZ CRICKET CLUB

12 VOLUNTEER MANAGEMENT PLAN | XYZ CRICKET CLUBStage 5 - Supervise The process of monitoring and providing feedback to the volunteer on performance in achieving the tasks. Discussion Topic Strategy or Action Timeline Action Officer Comments Goal Status List learning opportunities for volunteers and Identify volunteer career progression opportunities for each volunteer Identify and list appropriate and relevant learning and development opportunities for volunteers. Profile each volunteer and identify ways in which the organisation can offer internal opportunities for rotation/progression in different positions. Ensure all volunteers maximise their time at the club and have the opportunity to progress and take on new roles. XYZ Committee Make use of the newly developed Volunteer database for all kinds of volunteer information. Identify volunteers and keep them interested by reviewing job descriptions and providing feedback to the vital role they play on the committee. Coach Education and Development Head Coach links with other coaches at the club to provide expertise and guidance Head Coach to meet with Junior coaches and provide feedback and development opportunities Head Coach XYZ CC currently have a new enthusiastic head coach with a passion for coach education and player development. Utilising his expertise skills to bring on other volunteers will benefit the club in the short and long term. Game day Supervision and Evening functions Ensure volunteers are fully equipped and have full access to all necessary equipment, keys and apparel for game days and all other club events. Ensure a committee member is available at the ground on game days to open club house, canteen, bar when operating and all other club operations. Fully accredited volunteers are working behind the bar at all times. Continue to work with local government around some of the issues some residents have with the cricket club. The Club acknowledges some residents that live in close proximity would like things done differently and the club is open to working with the local people. VOLUNTEER MANAGEMENT PLAN | XYZ CRICKET CLUB

13 VOLUNTEER MANAGEMENT PLAN | XYZ CRICKET CLUBStage 6 - Recognise The process of acknowledging a volunteer’s contribution. Discussion Topic Strategy or Action Timeline Action Officer Comments Goal Status Deliver a volunteer appreciation Calendar Develop a volunteer awards program to be included in the end of the year celebrations and any other key times in the year to thank volunteers for their support and dedication. Plan ahead volunteer awards. Recognise volunteers with a letter at the completion of the season written by the club President. Send along Volunteers to State/Territory Volunteer Recognition days. Volunteer Coordinator To get the most out of each committee member's time develop a clear job description which outlines exactly the volunteer's role and expected hours a month. The XYZ Cricket Club has a diverse committee structure with a number of experienced volunteer s that can drive new initiatives and projects. Life Members Recognise Life Members at the XYZ Cricket Club Induct Life Members into the XYZ Cricket Club XYZ Committee Being a young club the importance of recognising volunteers who have contributed to the cricket club and deserve Life Membership is imperative. Recognising previous Life Members might be a way to attract old and new volunteers back to the club. Do you have an allocated budget for recognising and rewarding your volunteers? Develop a budget for recognising volunteers Allocate a portion of money for volunteer recognition. Treasurer Allocating money for Volunteer recognition will dismiss ad-hoc awards and recognition. VOLUNTEER MANAGEMENT PLAN | XYZ CRICKET CLUB

14 VOLUNTEER MANAGEMENT PLAN | XYZ CRICKET CLUBStage 7 - Replace The process of filling vacated positions and the importance of succession planning. Discussion Topic Strategy or Action Timeline Action Officer Comments Goal Status Conduct exit interviews when a volunteer leaves Develop a basic exit interview which can be done via , phone or in person with volunteers. Monitor & track reasons for volunteer resignations. Communicate with all volunteers prior to the end of the season to determine if volunteers will be returning next season. Volunteer Coordinator If Volunteers are leaving ensure they are appropriately thanked. Prepare existing volunteers to step up into existing roles Ensure each job role on the committee is clearly defined and more than 1 volunteer understands how the position works. Communicate with more than one person on the committee so volunteers understand dual roles if they need to take it on. Ensuring more than 1 volunteer knows how a role on the committee works will allow another member to step into the role if someone decides to leave. Communicate with other volunteers from community clubs who hold similar volunteer roles. The attraction of volunteering at the district club might appeal to volunteers who are currently working in similar roles at smaller community clubs. Advertise to the junior and senior associations that potential roles will need to be filled. Clubs may pay an honorarium if the organisation feels they can attract an excellent volunteer who will do a great job. VOLUNTEER MANAGEMENT PLAN | XYZ CRICKET CLUB

15 VOLUNTEER MANAGEMENT PLAN | XYZ CRICKET CLUBStage 8 – Volunteer Management Plan Cycle – Discussion Topics for Clubs Below are discussion topics for clubs to use in their own Volunteer Management Plan. Recruitment Place Induct Train Supervise Recognise Replace Source Ideas to conduct volunteer recruitment within the community Do you have job descriptions for each of your volunteers? What sort of Induction information do you provide? Are you communicating effectively with your volunteers? List learning opportunities for volunteers. Develop a Volunteer Appreciation Calendar Conduct exit interviews Have clearly defined opportunities for volunteer involvement in the organisation Do you keep a record of all volunteers? Do you take the time to actively Integrate all volunteers and members? Do you identify the training needs / resources for your volunteers? Identify volunteer career progression opportunities for each volunteer Incorporate Life Members into activity by way of invitation. Prepare existing volunteers to step into existing roles Identify creative ways to attract volunteers What sort of screening do you do? WWC Check Police Clearance Ensure a welcome letter is delivered to a new volunteer Do you cover the cost or subsidise accredited training for your volunteers? Coach Education and Development opportunities Allocate some budget to volunteers Communicate with volunteers who hold similar positions with other clubs Do you actively promote the club via local community newspapers. schools and other sporting codes? Establish a roster for your volunteers Ensure they feel welcomed and aware of their rights and responsibilities. Do you conduct regular reviews of your volunteers skills and abilities Game I Training day supervision, does this happen? Use reward evening to recognise publicly. Communicate with volunteers who hold similar positions with other clubs from other codes. Regularly publish a list of your filled and vacant roles to your club members via a newsletter, notice board or social, web media. Conduct information workshops for volunteers, AGM and “Welcome” to the club days are perfect forums. Ensure they are aware of the clubs health and safety procedures or any potential issues. Produce a training Calendar for volunteers including all workshops, courses and PD opportunities for volunteers. Offer ongoing feedback and evaluation of volunteers. Be mindful that some take feedback differently to others. Involve community newspapers to run stories on your great volunteers. Invite members who show interest to committee meetings. Communicate with State Sporting association to help advertise Are you a small club? Do you manage responsibilities and share roles? Do you host a welcome to the club afternoon / lunch or dinner for new and existing members? Can existing volunt eers train up new volunteers, do they have the skills? Ensure Volunteers are on each committee meeting agenda Acknowledge Birthday's and milestones Do you regularly check your Clubs Constitution and Strategic Plan? Can it be altered? VOLUNTEER MANAGEMENT PLAN | XYZ CRICKET CLUB