Data is simply information that is either collected, maintained and turned into content, or knowledge and facts. Unfortunately, few clubs take the time to collect and maintain their critical club information and consequentially it remains uncollected and unutilised.
Data can be utilised in many different ways and when organised can help clubs to meet their objectives. For example, if a club objective was to have a certain number of people attend an event, having contact details for members as well as past players, sponsors and other stakeholders is important to ensure you can communicate effectively, in order to achieve this goal.
It is also important that this information is kept safely in a database that can be passed from one club representative to the next, as people leave the club, or their role for any reason.
As well as written documents, data can also include pictures, videos, audio recordings and copies for newspaper articles.
Nine types of data that are important to collect are:
1. Current player information
This includes the player’s name, date of birth, contact details, fee details etc.
These are collected for obvious reasons, but ensuring this information is easily accessible helps your club to run smoothly. It is particularly helpful to know who is paid up or not and who to contact if there is an accident involving a member at your club.
2. Past player contact details and playing history
Having details about your club’s past players is a good idea for two main reasons:
– Past players are often great people to re-engage with your club. You may wish to invite them to your next function or event or to re-join the club as their circumstances may have changed.
– When looking at your website, newsletters and social media, including historical stories about past players can give your readers a sense of the history of your club, which helps to create a greater connection and in turn a sense of belonging.
- Detailed information about sponsors
This includes the sponsor’s contact details, type of sponsorship purchased and other information specific to each sponsor. This is important information to have and ensures you are meeting the agreed terms of the package your sponsor purchased. It also allows you to continue to grow strong relationships with your sponsors over the long term.
- Supplier details
This includes contact details, terms and conditions and any contracts in place. This is important to ensure that whomever is given the responsibility of ordering supplies knows who to contact, how often and when to expect deliveries to arrive.
- Media Contacts
This should include all media contacts, including contact details, how to submit stories and publication deadlines. Having these details readily available ensures that the volunteer who oversees the club’s marketing and public relations can send stories appropriately to the correct person, which in turn increases the chance of the newspaper running your story.
- Government contact and government agency details
This relates to all levels of government and the different functions within each level. For example, at a local council level you have your Sport and Recreation Team liaison and should also have information relating to the Mayor and other Councillors. These relationships are important to maintain as different levels of government can offer different types of support to your club. This includes support such as facility hire, grants and advertising, among many others.
- Peak Sporting body
You will need to have your club’s Peak Sporting Body’s contact details, best contact name and any contracts held with them. You may liaise with this person for support in many areas of your club and competitions.
- Historical competition results and player statistics.
This is important information to have to so that it can be referred to if any questions arise from players about their results. It also can be used to decide on awards for presentation night, for example five year awards. When setting goals for your club, having past results and statistics allows you to get an idea of what may be realistic and to celebrate milestones at your club.
- Distribution lists for club newsletters
This is a list of people involved with your club or who have previously been involved in your club, that will be receiving your newsletters. Having this information up to date is important to ensure everyone is aware of what is happening at your club and upcoming events as well as supporting a positive and inclusive culture.