Communicating with members

Keeping your members up to date with the latest information about your club is an effective way to keep your members engaged, reduce email traffic, and prevent issues occurring through lack of communication.

How to communicate effectively with your members

There are several aspects to making communication effective:

1. Use multiple channels

There are several channels you can use to communicate with your members.

Remember, not all members will have access to all communication channels, therefore choose the most accessible and appropriate for your message.

You could use one, or a combination of:

• Email – Newsletters, one-off emails
• Social media – Quick and timely information – event results and success stories, good luck messages
• Text message – Reminders or short messages
• Apps – Push notifications for timely reminders and messages
• Poster – Advertising events, tasters, fundraisers, jobs

2. Provide regular updates

Provide consistent updates on club news, upcoming events and important announcements through scheduled newsletters or notifications.

Many clubs have weekly or monthly newsletters with recurring content headings, so members know what to expect and when.

3. Personalise information where possible

If the club uses a team management software, there is often the option to send specific communications to different member segments, to prevent members receiving information that isn’t relevant to them and to ensure the right people are receiving the information they need. If the club doesn’t use a team management software, then divide newsletters with clear headings so that everyone knows which information is relevant to them.

4. Ensure communication is two-way

Encourage member feedback through surveys, suggestion boxes or dedicated feedback channels, to understand their needs and concerns. This can help members feel listened to and valued.

Ensure contact details for the club and key committee members are clearly listed on the website and included in all communications that go out to enable members to reach out.

What information should you send to members:

• Training schedules – include any changes to the normal schedule
• Coach away days – plus any appropriate coach cover
• Galas, competitions and events – highlight which events are suitable for which squads/teams and include any entry requirements such as qualifying times or scores.
• Celebration of gala/competition results – include pictures making sure you have the correct consent
• Policy changes – changes to Wavepower or new Swim England policies
• Volunteering opportunities – how to get involved to support the club, including any committee vacancies or calls for specific roles.
• Social events and fundraisers – date and time, price, how to get involved
• Membership renewals information
• Surveys and questionnaires – provide opportunities for members to give feedback on their experience at the club

As well as functional information, remember to share fun and upbeat content with your members such as short video snippets, photos from events and positive testimonials.