Running a volleyball club? Yeah, it’s incredibly rewarding. Watching young athletes grow, crushing those tournaments, and building a thriving community — all amazing. But let’s be real: it’s also a high-stakes juggling act where you’re balancing rosters, finances, schedules, and parent communications, all while wondering if you’ve accidentally signed up to be a professional email-answerer.
Quick disclaimer: I don’t personally run a club, but some of my friends and colleagues live and breathe this world. And after nearly two decades of running a business, I know that volleyball clubs are entrepreneurial beasts. You’ve got to wear all the hats — coach hat, finance hat, logistics hat, and sometimes a firefighter hat when things get chaotic. And if you don’t get a system in place, those hats start feeling heavy. Just ask Evan from Epic Volleyball Club or Jason from Fox Valley Performance.
In this article, I’ll share tips on organizing tasks, delegating like a pro, and streamlining operations so you can keep your sanity and your club thriving.
Create a Systematic Approach to Daily Tasks
Evan’s Challenge: The One-Man Show
At Epic Volleyball Club, Evan handles 95% of the operations — 25 teams, rosters, memberships, tournaments, parent emails. That’s like being a human Swiss Army knife. Without structure? Burnout is lurking around the corner, probably sipping a latte and waiting to pounce.
The Fix: Build a System (And Stick to It):
Here’s how Evan wrangles the chaos:
- Digital Tools Are Your Friends: Use platforms like SportsEngine or Volleyball Life to corral registrations, payments, and schedules. Evan relies on SportsEngine to keep everything in one tidy (digital) corner.
- Task Lists and Calendars: Google Calendar or Trello can help you lay out tasks visually. Nothing like a checklist to give you that sweet, sweet dopamine hit when you check something off.
- Automate the Tedious Stuff: Automate reminders, confirmations, and receipts. Let robots handle the boring parts so you can focus on coaching — or at least have a moment to breathe.
Delegate Responsibilities Effectively
Jason’s Challenge: The “Family Business” Overload
Jason and his wife, Julie, run Fox Valley Performance Volleyball, serving over 160 players. Between payments, communication, and day-to-day admin, it’s like running a circus while also starring in it.
The Fix: Share the Load (No, Really):
Delegating isn’t just nice; it’s necessary. Here’s how to avoid becoming the bottleneck:
- Assign Roles to Coaches and Volunteers: Need someone to handle practice schedules or tournament logistics? Tag a coach or volunteer in. Evan’s considering handing off room assignments for tournaments — because sanity is priceless.
- Parent Committees: Fundraising, events, or logistics — parents can help, and they often want to. Plus, it builds community and keeps you from doing everything.
- Clear Roles = Less Confusion: Set clear job descriptions so everyone knows what they’re responsible for. No more awkward “I thought you were doing that” moments.
Streamline Communication with Families
The Pain Point: Endless Emails and Confused Parents
Both Evan and Jason agree: keeping hundreds of families in the loop is like herding cats. Digital cats with too many questions.
The Fix: Simplify, Simplify, Simplify:
- Centralize Info: Evan created a single webpage for all club info — schedules, FAQs, checklists — so parents know where to look.
- Group Chat Apps: Tools like GroupMe, WhatsApp, or Remind make team communication quick and organized. No more “I didn’t get that email!” drama.
Leverage Technology to Lighten the Load
The Pain Point: Too Many Platforms, Too Little Time
As a career technologist, I tend to be platform-agnostic — there’s no one-size-fits-all solution. Every platform setup depends on who’s managing it. For the record, I don’t work for any of the platforms mentioned; I’m just sharing what’s been successful for other clubs. Jason described the headache of juggling separate tools for payments, registrations, and schedules. It’s like having too many browser tabs open — except they’re all in your brain.
The Fix: Consolidate and Integrate
Integrate or consolidate platforms wherever possible to simplify operations:
- All-in-One Tools: Platforms like SportsEngine or TeamSnap can manage multiple tasks in one place — registrations, payments, schedules, and more.
- Easy Payment Options: Use Square, Venmo, or another reliable payment processor. Let’s retire the phrase “Can I give you a check?” forever. Is that extra 2.9% really worth the effort of chasing down a paper check?
- Shared Digital Resources: Google Drive for schedules, rosters, and docs — so everyone’s working from the same playbook.
Set Boundaries and Manage Your Time
Evan’s Insight: Protect Your Sanity
Evan’s learning that balancing club life and actual life is crucial. Because burnout isn’t a badge of honor.
The Fix: Boundaries Are Your Best Friend
- Office Hours: Define when you’re available for calls and emails. Communicate it clearly. You’re not a 24/7 help desk.
- Time-Blocking: Dedicate chunks of your day to specific tasks — admin in the morning, practice prep in the afternoon.
- Take Breaks: Yes, actual breaks. Delegate so you can step away without the whole thing falling apart.
Final Thoughts
Running a volleyball club is tough, but it doesn’t have to break you. Take a page from Evan and Jason: get organized, delegate, streamline, and set boundaries. If you started your club for the right reasons, remember why — to teach the next generation a love for the game! Your sanity (and your athletes) will thank you.
