Congratulations. You’ve just been elected to your swim club’s committee.
Whether you volunteered enthusiastically or were the only one who didn’t look away quickly enough when the Chair asked for nominations, you’re now responsible for a piece of your club’s operation. And if this is March, you’ve probably got about two weeks before the previous person hands you a lever arch file and says “good luck”.
Here’s what the first 30 days actually look like, and how to survive them.
Week 1: The Handover (That Might Not Happen)
What you hope happens: A structured handover meeting where your predecessor walks you through everything, hands over neatly organised files, and remains available for questions.
What often happens: A hurried chat in the car park, a USB stick with files last updated in 2019, and a “just message me if you need anything” from someone who’s clearly delighted to be done.
Your First Week Checklist
1. Get access to everything you need
- Club email account (if your role has one)
- Shared drives or Dropbox folders
- Bank account access (Treasurer, Membership Secretary)
- Swim England portal access
- Payment systems (GoCardless, BACs, etc.)
- Any club management software (membership systems, squad management tools)
- WhatsApp groups (oh, the WhatsApp groups)
Don’t assume you’ll be added automatically. Chase this. You can’t do your job without access.
2. Find the actual current documents Write down where things actually are. Not where they should be, but where they are:
- Membership list (is it in a spreadsheet? Which one? Where?)
- Financial records
- Safeguarding certificates
- Coach contact details
- Competition entry records
- Attendance records
- Constitution and policies
You’ll likely find multiple versions of the same document. Find out which is current.
3. Understand what’s already in motion Your first month isn’t a blank slate. Ask:
- What regular tasks happen in the next 30 days?
- What payments are due or expected?
- Are there any competitions, galas, or events already committed to?
- What deadlines are coming up (Swim England, funding applications, etc.)?
4. Schedule a proper handover meeting Even if the previous person “doesn’t have time”, book 30 minutes in a coffee shop. Bring your questions. Don’t try to learn everything — just understand:
- What takes the most time each month
- What the previous person wished they’d known sooner
- Who to ask for help when something goes wrong
- What the most common requests are (for member-facing roles)
If your predecessor has genuinely vanished, ask other long-serving committee members. Someone will know how this worked.
Week 2: Understanding Your Actual Responsibilities
Read your role description. If one exists. If it doesn’t, you’ve just discovered your first improvement project.
Every club is different, but here’s what these roles typically involve:
Membership Secretary:
- Processing new member applications
- Keeping the membership database current
- Collecting membership fees
- Submitting Swim England registrations
- Checking DBS certificates and safeguarding compliance
Treasurer:
- Collecting squad fees
- Processing payments (Direct Debit, bank transfers, cash)
- Paying coaches and facility hire
- Monthly financial reports to committee
- Year-end accounts
Competition Secretary:
- Managing gala entries (entries, payments, withdrawals)
- Communicating with event organisers
- Working with coaches on swimmer selection
- Keeping track of qualifying times
- Competition calendar planning
Chair/Secretary:
- Running committee meetings
- Communication with members
- Club policies and procedures
- Dealing with issues and complaints
- Strategic planning
Your job this week: Make a list of your core responsibilities, then separate them into:
- Daily/weekly tasks
- Monthly tasks
- Annual tasks (renewals, AGM, year-end)
- Crisis tasks (“only when something goes wrong”)
This list is your job description. Update it as you learn.
Week 3: The First Crisis (It’s Coming)
Something will go wrong in your first month. It always does.
Maybe it’s a parent who’s furious their payment didn’t go through. Maybe it’s discovering the squad fees haven’t been collected properly for three months. Maybe it’s realising the competition entry deadline is tomorrow and you don’t have the entry file.
Here’s what helps:
1. Don’t panic alone You have a committee for a reason. If you’re stuck, ask. The Chair, the Secretary, whoever’s been around longest — someone has seen this before.
2. Fix the immediate problem, document the systemic one Stop the bleeding first. If a parent needs an answer today, give them an answer today. Then, once it’s handled, write down what went wrong and how to prevent it next time.
Keep a “things to fix” list. You won’t fix everything in month one, but you can stop making the same mistakes twice.
3. Communicate clearly If something’s delayed or broken, tell people. Parents are surprisingly understanding if you’re honest. “I’m new in this role and getting up to speed — I’ll have an answer for you by Friday” works much better than radio silence.
Week 4: Building Your System
By week four, you’ve seen enough to know what’s chaotic and what works. Now you start building your own way of doing this.
Set up your task management However you organise your life, apply it here:
- Recurring calendar reminders for regular tasks
- A simple task list (even just Notes on your phone)
- Email folders for different types of requests
- A “waiting for response” list so things don’t fall through the cracks
Create your templates You’re going to send the same emails dozens of times. Write them once:
- “Welcome to the club” email for new members
- “Payment failed” message
- “Competition entry confirmed” response
- “Here’s how to update your details” instructions
Save these somewhere you can find them at 10pm when a parent messages you.
Document as you go When you figure something out, write it down. Not for yourself (you’ll remember), but for whoever does this job after you.
A simple document called “How I Do This Job” with bullet points is worth more than any official handbook. Update it every time you learn something new.
Common Mistakes to Avoid
Assuming everyone knows what you’re responsible for They don’t. Tell your committee what you’re doing and what you’re not. If a request doesn’t fit your role, redirect it clearly.
Trying to fix everything at once You can’t. Pick one thing to improve each month. Small, sustainable changes beat ambitious overhauls.
Not asking for help Everyone on your committee was new once. The parents expect you to learn as you go. Asking questions isn’t weakness — it’s how you get good at this.
Responding to every message immediately Set boundaries. Unless it’s genuinely urgent (safeguarding concerns, injury, stranded swimmers), it can wait until morning. You’re a volunteer, not a 24/7 helpdesk.
Keeping information in your head Write it down. If you get hit by a bus tomorrow, someone needs to be able to pick this up.
What Success Looks Like After 30 Days
You won’t have everything perfect. But you should have:
- Access to all the systems you need
- A clear understanding of your core responsibilities
- A list of regular tasks and when they happen
- A system for tracking what needs doing
- At least one person you can ask when you’re stuck
- Templates for your most common communications
That’s it. That’s a successful first month.
You’re not supposed to be an expert yet. You’re supposed to be functional, reasonably organised, and learning as you go.
One More Thing
If you’re reading this in week three and thinking “I haven’t done half of this, I’m failing” — you’re not.
Every committee member starts behind. Some clubs have excellent handover processes. Most don’t. You’re doing this in the gaps between work, family, and actually watching your kid swim.
Ask for help when you need it. Document what you learn. Improve one thing at a time.
And if you can leave the role in better shape than you found it, you’ve done well.
Building tools to make swim club committee roles less chaotic is exactly why we’re building Swimly. From membership management to automated billing, Wavepower compliance tracking, and swim school management, it’s designed for volunteers who need things to work without a learning curve. Compare us with SwimClub Manager or Club Organiser, check our pricing, or join our founding clubs programme.