Five tips on Information Management for your club

1. Well planned meetings: Make sure a meeting agenda template exists for your club and the agenda is sent to committee members at least 1 week prior to the meeting. Any reports to the committee should be attached to the agenda.
2. Good minute taking: A minute’s template for a committee meeting should include item/owners of the item/discussion/ actions or decisions agreed. Have meeting minutes processed and sent out within 1 week.
3. Get it out of their heads: Get information out of committee members heads, and get club knowledge recorded in an operations manual. Sport Waitakere can help.
4. Centralise information: Have one person in the club responsible for filing all information in one place rather than bits of club information scattered amongst members. Always have the centralised information backed up on a memory stick or portable hard drive.
5. Drop box: Implement a drop box information system that allows all club documents to be centralised and committee members can have access to the club dropbox to review files. What is drop box?

Dropbox: Basically it’s a cloud based (which means data is stored on a server somewhere on the Internet) document storage system, which has software to seamlessly integrate this into your computer. Essentially you deal with your documents the same way you normally would, but any saved to the special Dropbox folder will be saved on an external server, and will be replicated to all computers registered with that Dropbox account. You can also access these documents using a web browser, and have them synchronized to your iPhone (not sure about Android phones, but that may be possible too).There is a video on the dropbox website which is recommended to watch, as that should give a pretty good overview of what Dropbox is, and how it may be of benefit.

For more assistance on how your club can better manage information processes, please contact Warren Ogilvie ( 9663115) or Steve Roberts ( 9663100) at Sport Waitakere