How to use the TeamUCL Club Development Plan

This guide is linked from our core how-to guide on Running Your Group.

Download the Club Development Plan template. This is your tool for tracking club goals, activity, finances and more across the year. 

General Guidance

• Keep this as a live document on your OneDrive/Sharepoint, that all committee members can access.
• Assign different parts to different committee members. E.g. the Treasurer manages and updates the Budget tab.
• Optionally, create a 'Meetings' tab, storing minutes and actions from committee meetings. 

Document tabs

Club Details

Outline your club goals, and create a short delivery plan for achieving them. 

1. What actions will enable your goal? What are the different elements that need to be considered? E.g., Increasing competitive success might contain 1. attracting new players, 2. utilising coaches and 3. appropriate training times and facilities.
2. What enables these actions? E.g. 1a. Effective social media, 1b. Strong presence at the Welcome Fair and TeamUCL Takeover.
3. Who is responsible for the enablers?
4. When do these enablers need to be achieved/closed? 

Committee

Having clear roles, responsibilities and actions is crucial to a well run club. Use this tab to:

1. Store the information from the club constitution regarding each role.
2. Complement this with additional responsibilities not listed in the constitution. E.g. it may be the each captains' responsibility to set up and manage group chats for their teams.

Core Activity

Use either weekly schedule template to map out all regular, weekly club activity, including it's purpose (e.g. Social sessions) and location (e.g. Somers Town). Does this look like a good spread? Is there opportunity for more? Do you need to slim down your regular schedule?

Welcome

This is a calendar to plan the Welcome Period, which typically finishes after the last week of October. Use this to map out:

• Pre-season
• Trials
• Taster sessions
• Social events early in Term 1

To goal here is to help new students build your club into their routine. How are you...

1. Making it easy to attend club activity.
2. Reducing anxiety around joining in
3. Making people want to come back

Membership

• Track memberships from the last three years to understand trends.
• Note the cost of your memberships to allow future committees to review.

Budget

This is your Treasurer's bible, and there are three objectives of keeping an up-to-date budget:

1. Avoid account deficits.
2. Effectively plan club activity.
3. Understand the value of your club’s membership.

We achieve these by considering the below:

• Forecasting core expenditure, e.g. facilities and coaching, against core income, e.g. memberships and sponsorship.
• Working out the cost per member, by dividing your expenditure by number of members. How does this compare to the cost of your membership?
• Will there be a shortfall in your budget?
  • Look at how much you’re charging for membership. Are you are undercharging for what you offer?
  • Review fundraising opportunities, such as charges for loaned kit and equipment, ticketing income for events, or donation drives.
• Will there be a surplus?
  • How much do you want to finish the year with?
  • How can surplus income be reinvested into the club and your members?
• Track spending closely during the season, by regularly assessing expenditure using the ‘Finance’ tab on your club’s Student’s Union page.

Inventory

This tab should be updated 3 times a year as a minimum. Commit half a day each Term to check all of your storage areas and update your inventory. Will you need to order more kit or equipment? When might this be needed?

Contacts

Store all of your club's important contacts here, including TeamUCL staff, NGBs, facilities and coaches.

Coach Info

Store all information for your coaches and instructors here. You can change the 'Cost per session' and 'No. of sessions coached' columns to 'Cost per hour' and 'No. of hours coached', if it makes it easier to forecast.

Competitions

What did you achieve last year? Which competitions are you entering this year? Do you have any goals for competitions this year?

Development Criteria

Track your approach for achieving Development Criteria and and accreditation at the end of the year.

• Use column B to indicate if you want to aim for a criteria (input Y or N)
• Use column C to note how many points that criteria achieves.
• Use column D to assign each criteria to a specific committee member.
• Use column E to make notes on progress.

If you have any questions, feedback, or concerns about the contents of this guide, please email us at teamucl@ucl.ac.uk.