Organisation Guide - Club Leadership Development Programme · 6 Effective Meetings & Communication Chairpersons and Secretaries together. 7 Games Development & Player Welfare Chairpersons

2016/17 NATIONAL OFFICER DEVELOPMENT COMMITTEE | CUMANN LUTHCHLEAS GAEL

Organisation Guide FOR COUNTY DEVELOPMENT OFFICERS

Rannóg na gCluichí Páirc an Chrócaigh Baile Átha Cliath 3

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Contents OVERVIEW .............................................................................................................................................. 2

ORGANISING A MODULE ........................................................................................................................ 3

1. Choose a date, time, venue and module ................................................................................... 4

2. Submit your module request ..................................................................................................... 5

3. Promote the event ..................................................................................................................... 6

4. Prepare to deliver the module ................................................................................................... 8

5. Follow‐up .................................................................................................................................... 9

ROLES AND RESPONSIBILITIES ............................................................................................................... 9

RESOURCES ........................................................................................................................................... 11

MORE INFORMATION .......................................................................................................................... 11


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Overview The Club Leadership Development Programme (CLDP) aims to provide the principal officers in each

Club ‐ namely the Chairperson, Secretary, Treasurer and PRO ‐ with an opportunity to gain the key

knowledge and skills to fulfil their roles effectively. It consists of two mandatory modules for each

participating officer and six optional ones. All modules contain learning activities to encourage

problem solving and idea sharing with fellow club officers. Officers who complete the programme

will:

Gain a better understanding of what their role involves

Develop basic leadership, management and communication skills

Experience increased role satisfaction

Have an awareness of where to access resources and supports

Be able to share ideas and solve problems with fellow officers

Be better prepared for future roles in the Association

Receive a Certificate of Achievement

Figure 1 Club Officers in Co. Galway receiving their Certificates of Achievement

Over 1,000 officers have benefitted from attending modules in the CLDP in the past few months and

we look forward to engaging with lots more in the near future. Here is what a few participants have

said:

“It was great to gain knowledge on my role and learn from officers with greater experience.” “I enjoyed learning about the available resources and the huge amount of information that is available when you know where to go.” “Our tutor engaged everyone very well in a relaxed manner while delivering key information clearly. It was very helpful to hear from an experienced officer who was able to back up points with personal stories” “The programme opened my mind to other people’s views and ways of dealing with problems.”

This document contains a five‐step guide on what a County Development Officer has to do to organise

the delivery of a module of the programme.


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Organising a Module Our modules are short two hour sessions delivered by Training Associates in a range of areas. We

have a pool of Associates trained in every Province so we can deliver modules at a time and location

convenient to your County, subject to availability.

* For any module to proceed, there must be a guarantee of attendance from at

least 4 different Clubs and 10 different officers 48 hours beforehand.

The organisation of a module involves a five‐step process which is broken down as follows:

5. Follow‐up

4. Prepare to deliver the event

3. Promote the event

2. Submit your event request

1. Choose a date, time, venue and module

Figure 2 Images from the Club Leadership Development Programme


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1. CHOOSE A DATE, TIME, VENUE AND MODULE A. Date and time

Each module runs for exactly two hours. Modules can be delivered in any location across the 32

counties at a time best for you and the Clubs in your County. We are available evenings and weekends;

however, our experience is that weekday evenings receive a bigger turnout in Counties.

B. Venue

The selection of an appropriate venue is the most important aspect of preparing for the delivery of a

module. A good venue will make things straightforward and offer a fixed price including everything

that you are likely to need, particularly refreshments such as tea/coffee, projectors, audio and

flipcharts. You will get far more from the event by choosing a good quality venue. You will need to

arrange a venue which has:

Tables and chairs for officers, to be laid out in the appropriate manner (Cabaret or round‐table

style is the most effective).

A top table with three chairs.

Unlimited Wi‐Fi.

Suitable sound.

A projector with a screen.

A laptop.

A flipchart and flip chart markers.

Figure 3 A diagram illustrating the required room layout.


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*The venue and room layout must be approved by the National Coordinator before any

event is confirmed.

C. Module

The programme has eight different modules. The first five of these are mandatory for any

participating County.

Module Title Applies to

CORE

1 Officer Induction The four principal Club Officers i.e. Chairperson, Secretary, Treasurer & PRO.

2 Role of the Cathaoirleach Chairpersons. 3 Role of the Rúnaí Secretaries. 4 Role of the Cisteoir Treasurers. 5 Role of the PRO PROs.

OPTIONAL

6 Effective Meetings & Communication Chairpersons and Secretaries together.

7 Games Development & Player Welfare Chairpersons and Secretaries together.

8 Using Office 365 The four principal Club Officers i.e. Chairperson, Secretary, Treasurer & PRO.

For more information on what each module entails, visit learning.gaa.ie/clubleadership

Checklist

☐ Date/(s) identified

☐ Time/(s) identified

☐ Venue identified and agreed with the National Coordinator

☐ Modules chosen

2. SUBMIT YOUR MODULE REQUEST Once you have a venue, date, time, and module identified, complete the online Club Officer Training

Request Form available at https://www.surveymonkey.com/r/clubofficertraining) and inform the

National Coordinator that you have submitted the required information. This role is currently

performed by Ruairí Harvey ([email protected]). We will be in touch to confirm our availability for

the time and date requested. Once we have confirmed your module and organised Training

Associates, your event will be added to our online Training Schedule (Click here to view).

The following details are required:

Contact details for the organiser

Modules chosen

Dates and times requested


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Venue details

Figure 4 The Training Request Form can be accessed at https://www.surveymonkey.com/r/clubofficertraining

Checklist

☐ Training Request Form submitted using the prescribed online form

☐ Confirmation of availability received from the National Coordinator

☐ Details added to the online Training Schedule

3. PROMOTE THE EVENT It is now time to get the word out to participants. Each County Development Officer should consider:

their target audience, ways for participants for register for each module, and using methods

recommended by the National Officer Development Committee.

Decide on Target Audience

All of the modules in the CLDP are tailored for the roles of the principal officers in each Club, namely

the: Chairperson, Secretary, Treasurer and PRO. Nonetheless, County Committees are encouraged to

promote a culture of succession planning by encouraging Clubs to invite any individual interested in

the principal roles to attend the modules; this is may include Vice or Assistant positions in the Club,

Bord na nÓg officers, non‐members interested in running for positions at a Club AGM etc…

Seek Participant Registrations


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In any event, it is the sole responsibility of each County Committee to promote each module and

manage the participant registration process, including the collection of e‐mail addresses of all

participants. You can use your own booking system if you have one or alternatively, we can set‐up

and send you a link to an online registration form using Microsoft Excel if you would prefer. This link

can be circulated to all Club Secretaries and the responses viewable by only designated persons.

* A module can only go ahead with 4 or more Clubs and at least 10 individuals confirmed

48 hours before the event.

Figure 5 A sample of the social media artwork which is available for all Counties at learning.gaa.ie/trainingorganiser

Use Recommended Methods

Based on our experience of rolling the CLDP in 16 counties in 2016, the most successful ways of

attracting participants have been noted. In addition, several good ideas have arisen during meetings

with County Development Officers and a workshop at Congress 2016 on maximising the potential of

our Clubs. Some recommended actions include:

Making a presentation to outline the benefits of the programme at a County

Committee/Divisional meeting – a PowerPoint template is available from the National

Administrator

E‐mailing all Club Secretaries with a cover letter, programme brochure and details on how

they can register

With the assistance of your County Committee, telephoning key people in each Club to ask

them to attend


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Getting each of the principal County Officers to e‐mail their counterparts in Clubs to

encourage participation e.g. each County Secretary should e‐mail all Club Secretaries, each

County Treasurer all Club Treasurers etc… The importance of teamwork within the County

Committee cannot be underestimated when it comes to promotion.

Sitting down with your County PRO to agree upon how s/he can best promote the programme

through your official social media accounts ‐ Twitter, Facebook etc… ‐ and local media such as

newspapers and radio

Using the CLDP Promotional Toolkit which includes social media artwork, posters and videos.

These resources can be accessed at learning.gaa.ie/trainingorgansier

Checklist

☐ Get your County Committee to decide on its target audience

☐ Contact the National Administrator to set‐up an online form if you want one

☐ Request that all participants register online in advance

☐ Promote the event using the recommended methods

☐ Seek confirmation of intention to attend from at least 4 Clubs and 10 Officers

4. PREPARE TO DELIVER THE MODULE This step in the process involves gathering all materials that need to be handed out on the evening,

sourcing equipment and contacting the Training Associates who have been appointed.

Gather Materials

One week before the event, we will put you in contact with the Training Associates and send you all

materials for each module, including:

Activity Booklets (There will be fifty copies of these for each module)

Activity Handouts

Feedback Forms

This phase requires a lot of printing and a courier to transport the materials therefore at least two

weeks’ notice must be given if you wish to organise an event.

Source Equipment

At this point, you have already indicated that you can provide the necessary equipment to host your

event; however, it is of critical importance that you check that the following will be in place for each

module:

A projector and screen

A laptop (these are not provided)

A flipchart and markers

Audio equipment

Contact Associates


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E‐mail or call your Training Associates to introduce yourself and answer any queries that s/he may

have e.g. getting to the venue, the set‐up of the room, contact details etc…

Checklist

☐ Training materials received one week before your event

☐ Check that all equipment can be provided for each module

☐ Contact made with Associates

☐ Contact made with the National Administrator

5. FOLLOW‐UP We will provide you with follow up communications specific to the module you choose. This will

include references to additional training modules and supports to help your Clubs to continue

developing.

Roles and Responsibilities The roles and responsibilities of each person involved are as follows:

National Coordinator The responsibilities of the National Coordinator include:

Ensuring that all modules and training materials are up‐to‐date

Providing a trained Associate to deliver each module

Courier all of the module materials to you one week in advance

Maintain a database of the training modules delivered

Provincial Coordinator The responsibilities of the Provincial Coordinator includes:

Liaising with the County Development Officers in their Province to organise training

Assisting and providing advice to counties on the promotion of modules

Working with the National Coordinator to help appoint Associates for each module

Providing the National Coordinator with updates on all activity and issues related to its remit

Encouraging Counties to avail of training modules

County Development Officer The responsibilities of the County Development Officer include:

Submitting this Request Form to initiate the process.

Promoting the module(s) to Clubs and other potential participants in your County to ensure

a minimum of 4 different Clubs and 10 different Officers will be present.


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Managing the attendee registration process, including collecting e‐mail addresses for the

issuing of Certificates of Achievement.

Encouraging participants to register online in advance of the event.

Booking an appropriately sized venue with tables and chairs for participants.

Ensuring the venue is arranged appropriately for module delivery.

Arranging all equipment for each module: a projector with a screen, a laptop, flip chart and

flip chart markers, audio and internet access.

Gathering relevant booklets and handouts ‐ which will be provided to you ‐ and then giving

them to the Training Associates for handing out at the start of each module.

Printing feedback forms for the participants and submitting them to the National

Coordinator.

Training Associates The responsibilities of each Associate includes:

Liaising with County Development Officers on modules assigned to them.

Arriving at least 45 minutes before the start of a module.

Bringing their PowerPoint Presentation on a USB key.

Facilitating each module as arranged.

Being available for Q & A after the module.

Figure 6 Delivery Structure

National Coordinator -Ruairí Harvey

Co-ordinator (Ulster) -

Ruairí Harvey

County Development Officers

Training Associates

Co-ordinator (Munster) -

Kieran Leddy

Co-ordinator (Leinster) -Colm Clear

Co-ordinator (Connacht) -

Adrian Hassett


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Resources Programme Brochure

Training Request Form

Online Training Schedule

Expression of Interest Form *For participants*

Promotional Video

Social Media Artwork

Poster

You can access all of these resources at learning.gaa.ie/trainingorganiser

More Information Feel free to direct any queries to Ruairí Harvey – Planning & Training Administrator in Páirc an

Chrócaigh. T – 01 865 8685; E – [email protected].

Documents

Organisation Guide - Club Leadership Development Programme · 6 Effective Meetings & Communication Chairpersons and Secretaries together. 7 Games Development & Player Welfare Chairpersons