Staying on top of administrative actions can be made easier by:
- Embracing the digital age - electronic file storing and sharing means multiple committee members can have quick and easy access to a variety of documents. Investigate the possibilities for cloud type storage services. This also reduces the obligatory handover of a box of files or paperwork on change of committee.
- Establishing a quick reference guide - create a folder that has hard copies of important files so that they are accessible, this includes constitution/model rules, plans, policies, lease or licence document, copies of certificates (e.g. Certificate of Incorporation) and other important date. Make sure the folder is stored in an accessible location (e.g. club house) and someone is in charge of updating and managing the folder.
- Adopting standardised record-keeping procedures - make sure these are communicated to all committee meetings so that information is gathered and stored in similar formats. A procedure and template should be creating for recording of meetings including decisions.
- Retaining financial records - keep all records for a minimum of seven (7) years.
The Committee should work towards developing and regularly updating its strategic plan which could guide club development and processes in the short and long term.
Managing an organisation's finances is an important role to ensure short term and long term financial viability.
Correct asset management procedures should ensure that assets are maintained, correctly recorded and documented and protected. It can also maximise the potential life of the assets and assist clubs in planning for replacements. Organisations should consider developing an asset register, maintenance plans, facility management plans and procedures for use of equipment e.g. mowers or rollers.
Volunteer management is another important component of club administration, as volunteers are the life blood of organisations and should be managed, rewarded, recognised and embraced.
Organisations should have adequate risk management processes and plans in place to minimise risks that it may encounter.