Getting started

What will I learn?
This module highlights how utilising digital platforms can support efficient handover of club documents, policies, and procedures and streamline volunteer coordination.

How long will it take?
‍This module will take approximately 10 minutes to complete.

Who should complete this module?
This module is designed for club leaders responsible for managing club organisational documents and operational knowledge.

Section 1

Basic digital structures to simplify your club’s digital footprint

Club Email Account

Establish a generic club email address to be monitored by a club leader

Role based email accounts

Establish role-based email addresses for key seasonal volunteer roles

President
Secretary
Treasurer

Club Website

Establish a club website to share, manage and store public facing club information:

Club policies, codes of conduct, and procedures
Merchandise sales
Calendar of events
Club volunteer organisational chart
Contact details of current committee members and key seasonal volunteers

Section 2

Digital Document Storage

There are a variety of free or low-cost digital storage platforms that clubs can adopt.

Cost is generally dependent on digital storage size.

Some user-friendly platforms include, but are not limited to:

Google Drive
Drop Box
Microsoft Teams

A digital document storage platform can be used to store internal club documents, such as:

Policies and procedures
Club governing documents such as the constitution and by-laws
Membership register
Volunteer register
Club volunteer role descriptions

Section 3

Handover of club digital access

Handover is an important aspect of club succession planning

Handover checklist items to consider:

Provide incoming volunteers with access to role specific volunteer email accounts
Provide incoming volunteers with access to club digital document storage
Update contact details of volunteers on club website
Update club volunteer organisational chart
Update club financial signatories for purposes of online banking
Notify the club members of the change in personnel