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Defining Leadership Roles and Delegation Sport Club Leadership Series Number Two North Georgia College
Group Activity 1 • Get together in five groups • What are some of the responsibilities club officers have? • Be general . . . • Group 1 – Presidents • Group 2 - Vice Presidents • Group 3 – Treasurers • Group 4 – Secretaries • Group 5 - Others?
Suggested Roles of Each Officer • President : • Oversees all functions of the club and club meetings • Will serve as liaison between the club, the coach, and the Sport Club Office • Delegates club responsibilities to the other officers and/or members • Developing guidelines and/or expectations for the club each year • Provides a request for fields, courts, and equipment • Submit a schedule for both practice and game times • Will attend the Sport Club coaches and officers meeting and the year-end meeting with the Sport Club Administrator • Will have each club member complete a waiver before they participate or compete in any Sport Club activity • Will submit accident/incident reports to the Sport Club Administrator within 24 hours of any accident/incident • Will hold elections on a yearly basis to elect a President, Vice President, Secretary, Treasurer and Fundraising Chairperson • Will inform the next club president of the routines and guidelines for club operations prior to the next president assuming office
Roles Continued • Vice President: • Assist president as needed • Will carry out the responsibilities of the President in his/her absence • Handles the day-to-day operations of the club • Reports issues to the president • Works with other officers and members • Will submit information on events to the Sport Club Administrator for special event set-up at least two weeks in advance • Secretary : • Responsible for the upkeep of membership • Updates the club on all communication • Informs members of dues • Works with the Treasurer to ensure only due-paying members are active • Keeps and distributes minutes of all meetings and emails minutes to the Sport Club Administrator • Will handle club correspondence with the assistance of the club president and coach • Will complete other administrative tasks as assigned by the Sport Club Administrator and/or club president
Roles Continued • Treasurer: • Deals with all money-related issues • Responsible for submitting all bills and club budget • Attend any money-related meetings • Submits receipts/invoices to the Recreational Sports Office • Oversees the club checking account and ensures all club bills are paid on time • Will work with the fundraising chairperson to prepare and submit proposals for fundraising activities to the Sport Club Administrator according to Sport Club guidelines • Will coordinate expenditures with the assistance of the Sport Club Administrator • Will coordinate scheduling and payment of officials with the Sport Club Administrator • Understands that nothing will be paid for that has not been pre-approved and ordered through proper purchasing channels • Will complete other administrative tasks as assigned by the Sport Club Administrator and/or club president
Other Leadership Roles • Pros and Cons: • More people get involved and have a role in the function of the club • Requires more management of people and assessment of their job duties • Alumni Chair • Recruiting Chair • Fundraising Chair • Newsletter • Risk Management Chair • Travel Secretary • Historian • Equipment • Website
Delegation • To transfer responsibility to another in order to increase one’s own effectiveness and productivity and also the productivity and effectiveness of those to whom this responsibility is being transferred as well as the entire organization (club). • Delegation Requires/Is: • Selecting what work should be delegated • Choosing the right person • Making the assignment, giving directions • A process, not an event • An investment, not a short-term strategy
Issues to Keep in Mind • Club life cycle: • Will your club be around when you leave? • Are you grooming leaders to take your place? • Active Recruitment • Alumni network – keep track of graduates • Delegate authority, not responsibility!
Why We Should Delegate • To keep the club from getting too dependent on one or two of the leaders • To become a more successful club • To allow all club members to feel a part of the club’s effort and success • Club members feel more committed if they have a role and feel needed • To use skills and resources already within the group • To keep from burning out leaders • To develop new leaders and build new skills within the group • To get things done
Why We Should Not Delegate • No time to instruct others • Can do it quicker and better yourself • Might lose the credit or recognition • High personal interest in the task • Fearing loss of control and/or power
Steps in Delegation • I-Introduce the task • D-Demonstrate clearly what needs to be done • E-Ensure understanding • A-Allocate authority, information and resources • L-Let go • S-Support and monitor
Introduce the Task • Determine the task to be delegated: • Tasks you have completed prior to your new role • Tasks your members have more experience with and/or are comfortable performing • Routine activities • Determine tasks to retain: • Supervision of subordinates • Long-term planning • Tasks only you can do • Select delegate: • Look at individual strengths and weaknesses • Determine interest areas • Determine need for development of member
Demonstrate Clearly • Show examples of previous work • Explain objectives • Discuss timetable • Set deadlines
Ensuring Understanding • Clear communication • Ask for clarification • Secure commitment • Collaboratively determine methods for follow-up
Allocate Authority, Information, and Resources • Give the club member authority to determine the process in which the outcome is reached, but not authority over the outcome • Provide access to all information/ resources needed • Refer member to contact person(s) that have previously assisted in the task • Provide appropriate training to ensure success
Let go • Communicate member’s authority to all members of the club • Step back and let them work • Use constrained access • Avoid Interference • Don’t allow for reversal of delegation • Dependent upon size of task
Support and Monitor • Schedule follow-up meetings • Review progress • Encourage problem solving • Assist when asked • Publicly praise progress and completion of goals
“If you want to succeed as bad as you wan to breathe, then you will be successful”