Inducting new management committee (MC) members is about creating a warm, welcoming environment that sets them (and the club) up for success. A well-planned and delivered induction reduces stress for new MC members and can be the difference between them staying for the longer term or leaving prematurely.
A well-structured induction program aids the transition from outsider to insider and will help new committee members understand their responsibilities, connect with the team and feel comfortable in their new role.
The induction program
Your induction program should set a positive first impression, providing enough information but not an overwhelming amount.
Here’s an example:
Basics
Welcome
Introductions
Facility tour
Assign a mentor
The club
About the club
Structure
Governance
Duties
Essential documentation
The role
Description
Work essentials
When complete, it’s a good idea to have new MC members acknowledge in writing that they have received and understood the information shared during the induction process.
Post induction
Follow up to see how everything is going, provide recognition and make the MC member feel valued and appreciated. Schedule regular training and professional development to build both the MC member’s and the club’s capacity.
Handover checklist
A handover checklist helps ensure that induction process doesn’t miss anything important. Here’s an example:
▢ Keys / alarms
▢ Email and contact list
▢ Constitution, bylaws and any policies and procedures (e.g. Codes of Conduct)
▢ Strategic plan
▢ Financial reports
▢ Previous meeting agenda, minutes and schedule
▢ Bank accounts (including transferring signatories)
▢ Meeting schedule
▢ Property and inventory
▢ Lease and any other tenure instruments
▢ License details (e.g. liquor, gaming, food handling)
▢ Legal contracts or agreements
▢ Safety and statutory inspection details (e.g. fire, electrical, asbestos, gas, plumbing)
▢ Maintenance obligations and maintenance schedule
▢ Member list
▢ Calendar of events
▢ Important dates (e.g. affiliation, purchasing)
▢ What worked well and what should change
▢ Important contact details (e.g. sponsors, suppliers, Council)
▢ Login credentials or admin access and payment/renewal details for:
▢ Update all passwords and remove access for non-current MC members
▢ Details of external relationships (e.g. local elected representatives, peak bodies, Council and government officers, sponsors, suppliers, venues)
▢ Details of regular activities required under each role
▢ Details of ongoing support available to incoming MC members
UQ Sport reinvests all profits into services, facilities, and programs, and is supported by funding from the Student Services and Amenities Fee (SSAF) to benefit UQ students.
UQ Sport Ltd is a division of UQ Holdings.
