Many grassroots sports clubs are powered by passionate individuals who go above and beyond to keep things running. They organise fixtures, manage registrations, recruit players, update social media, arrange volunteers and often step in to solve problems at the last minute.
While having committed people is invaluable, there is a danger when too much responsibility sits with one person.
We’ve seen clubs where a single volunteer effectively becomes the club. They hold all the knowledge, make all the decisions and carry most of the workload. It might work for a while, but eventually it becomes unsustainable.
Whether through burnout, changing family commitments, a new job or simply wanting a break, every club needs to be prepared for the day when its key people step back.
The risks of relying on one person
When a club depends heavily on one individual, several challenges can arise:
- Important knowledge isn’t shared.
- Decision-making becomes concentrated.
- Volunteers feel reluctant to step forward.
- Succession planning becomes difficult.
- Growth is limited by one person’s capacity.
- The club becomes vulnerable if that person leaves.
Often, this isn’t anyone’s fault. Many volunteers take on more and more responsibility because they care deeply about the club and want things to succeed. However, good intentions can unintentionally create a fragile structure.
Create a shared leadership culture
Building a sustainable club starts with creating a culture where responsibility is shared.
This doesn’t mean everyone needs to do everything. Instead, think about how tasks can be distributed across a wider team.
Consider:
- Creating small working groups for specific areas.
- Giving volunteers ownership of individual projects.
- Involving more people in decision-making.
- Encouraging volunteers to develop new skills.
When people feel trusted and valued, they are often more willing to contribute.
Document key processes
One of the simplest ways to reduce reliance on one person is to document how things are done.
Ask yourself:
- How would someone organise registrations if the current volunteer wasn’t available?
- Who knows how to access the club’s systems?
- Where are important documents stored?
- How are fixtures arranged?
Creating simple guides and checklists can make a huge difference.
Not only does this reduce risk, but it also makes it much easier to bring new volunteers on board.
Invest in volunteer development
Many clubs focus heavily on recruiting volunteers but spend less time supporting and developing the people they already have.
Providing opportunities for volunteers to learn, grow and take on new responsibilities can significantly strengthen your club’s capacity.
This could include:
- Shadowing existing volunteers.
- Attending training workshops.
- Taking ownership of smaller projects.
- Developing leadership skills.
Plan for succession early
Succession planning shouldn’t start when someone announces they are leaving.
The strongest clubs are continually thinking about how knowledge, responsibility and leadership can be shared over time.
Ask:
- Who could step into key roles if needed?
- Which volunteers have leadership potential?
- What support would they need?
Developing future leaders is an ongoing process, not a last-minute exercise.
Build systems, not heroes
It’s easy to celebrate the volunteers who seem to do everything. They are often the reason clubs survive difficult periods.
However, sustainable clubs aren’t built around heroes. They’re built around systems, teamwork and shared responsibility.
The goal isn’t to reduce the impact of your most committed volunteers. It’s to create an environment where the club can continue to thrive alongside them.
Final thoughts
Every club needs passionate people. But no club should depend entirely on one person.
By sharing responsibility, documenting processes, developing volunteers and planning for the future, clubs can build stronger foundations that support long-term growth.
A sustainable club isn’t one that relies on a single individual. It’s one where people work together to create something bigger than themselves.
