Jobs4football are delighted to deliver a guest post from Geoff Wilson. Geoff runs his own consultancy business, with a focus primarily on sport.  Previously Head of Marketing and Communications at the Irish FA, Geoff now consults to a wide range of global sports organisations on areas such as strategic planning, marketing and communications, digital, fan engagement, public affairs, women’s football, league development, club development and knowledge sharing / capacity building programmes.  Geoff has created numerous academic models for the sports industry and is on the Advisory Panel at the English Football League and Chair of the Sports Council Trust Company (Sport England organisation).

Grassroots sports clubs are essential for local communities in terms of social interaction, sense of belonging, skills development, community building as well as physical activity. However, running a grassroots sports club effectively requires strong governance, strategic planning and dedicated volunteers. I have provided10 tips for your club to consider.

Key Responsibilities of a Grassroots Sports Club Board

Most grassroots sports club boards operate without full-time staff and rely fully on volunteers. The board’s primary responsibility is to ensure the club functions efficiently, maintaining accountability and adhering to best practices in governance.

1. Establish Clear Governance

Strong governance ensures that clubs operate smoothly. This includes:

• Establishing a clear legal structure (e.g., non-profit status, community interest company, limited company etc).
• Regularly updating policies, including safeguarding and financial management.
• Ensuring compliance with national and sport laws (e.g., GDPR, player registration, public liability coverage)
• Creating and reviewing a strategic plan
• Strong financial management in place (budgets, income and expenditure statements, audited accounts etc)

2. Build a Strong Board

A well-structured board should include key roles such as:

• Chairperson – Leads board meeting and represents the club externally.
• Secretary – Manages correspondence with leagues, federations and stakeholders.
• Treasurer – Oversees financial matters, including accounts, invoices and bank accounts.
• Safeguarding Officer – Ensures the club has safeguarding policies in place for player welfare.
• General Board Members – Support the core roles and may lead subcommittees (e.g., governance, facility development and youth programs).

It is vital that a good blend of skills are on your board ie marketing, coaching, financial etc

3. Recruit and Retain Volunteers within the club

Securing capable board members and volunteers is crucial. It is recommended to:

• Identify parents, supporters, coaches, players and club followers with valuable skill sets (legal, financial, marketing, HR, coaching, etc.).
• Set realistic expectations (e.g., committing five hours per month) to prevent burnout.  Make sure you put the best person to the relevant role in the club. ‘a square peg must go in a square hole’!
• Encourage structured participation through subcommittees to distribute workload evenly.   These subcommittees might include: Academy Committee, Finance Committee, Income Committee etc

4. Prevent Volunteer Overload

To prevent individuals from being overwhelmed, the board should:

• Clearly define roles and responsibilities for each position.
• Ensure multiple people share responsibilities instead of one person handling multiple tasks.
• Provide support structures where board members collaborate to ease workloads.

5. Prioritise Financial Stability

Beyond membership fees, the board should explore:

• Local sponsorships with clear value proposals.
• Grants from local and regional authorities.
• Event-based fundraising initiatives.

6. Communicate Effectively with the board members

Clear communication keeps board members engaged and informed. Methods include:

• WhatsApp and Facebook groups for regular board updates.
• Monthly board meetings, subcommittee meetings and an annual AGM.

7. Build Strong Community Connections

Engaging with local schools, businesses and organisations can create valuable partnerships. I recommends club boards to:

• Offer facilities for school use and organise tournaments.
• Host business networking events at clubhouses.
• Collaborate on grant funding opportunities to benefit both the club and community.

8. Develop Quality Coaching Programs

A successful grassroots club prioritises high-quality coaching. Key elements the board should include:

• Recruiting individuals with coaching potential.
• Providing education on coaching philosophy, session planning and playing style.
• Encouraging continuous development through coaching certifications.
• Hosting regular coaching meetings to exchange knowledge and improve training

9. Handle Disputes Effectively and Maintain a Positive Culture

To resolve conflicts among players, parents and coaches, the board should:

• Establish clear club values and ensure new recruits align with them.
• Define a structured dispute resolution process, escalating issues only when necessary.
• Foster a culture of mutual respect and teamwork.

10. Avoid Common Mistakes

Many grassroots boards make mistakes that hinder efficiency. Key issues include:

• Infrequent meetings – Clubs should schedule at least 10 formal board meetings per year.
• Inefficient reporting – Proper minute-taking and action tracking.
• Drawn-out meetings – Keep agendas focused to avoid unnecessary discussions.
• Lack of financial oversight – A clear financial plan and strategy.
• Neglecting policy updates – Regularly reviewing safeguarding and governance policies.

Final Thoughts

Grassroots sports clubs are fundamental to society and they rely on passionate volunteers. We must recognise and support their great contributions.

By implementing these expert insights, grassroots sports club boards can strengthen their operations, foster community engagement and ensure long-term success. Whether you’re a new board member or a seasoned club leader, these strategies will help your club flourish.

Read more from Geoff : https://geoffwnjwilson.com/