5 Common Mistakes Club Committees Make (And How to Avoid Them)
Running a squash club on a volunteer basis is one of the most rewarding things you can do for your local squash community. It is also one of the most demanding. Between organising leagues, managing court bookings, keeping members happy, and balancing the books, there is a lot to juggle. And because most committees are made up of well meaning volunteers who already have full time jobs, the same problems crop up again and again. The good news is that these problems are entirely avoidable once you know what to look for. Here are five of the most common mistakes club committees make, and how you can steer your club clear of them.
Most club committees fall into the same traps: poor communication, neglecting social events, fuzzy finances, ignoring court maintenance, and failing to plan for volunteer turnover. Each mistake is fixable with small, consistent changes. By prioritising clear messaging, regular socials, transparent budgets, facility care, and a handover plan, your committee can run smoother and keep members engaged.
Communication Breakdowns That Drive Members Away
The number one complaint from squash club members is simple: they do not know what is happening. Tournament dates change. Court closure notices get lost. League results go unshared. Over time, silence erodes trust. Members start to feel like the committee operates behind closed doors, and that feeling pushes people towards the exit.
The mistake here is relying on a single channel for communication. If your committee only posts updates on a noticeboard in the changing room, you are missing the majority of your members. If you only use email, younger players will never see your messages.
How to fix it. Use a mix of channels. A WhatsApp group for your squash club is a great starting point because it reaches people instantly. Pair that with a monthly email newsletter for longer updates, and keep your noticeboard for essential on site information. The key is consistency. Send one update per week, even if it is just a reminder about court availability. Members appreciate knowing someone is paying attention.
Here is a breakdown of channels and their best uses:
| Channel | Best for | Frequency |
|---|---|---|
| WhatsApp group | Urgent updates, match arranging, social reminders | As needed, 2 to 5 times per week |
| Email newsletter | Monthly news, competition results, financial summaries | Once per month |
| Noticeboard | Court closures, coaching schedules, lost property | Updated weekly |
| Social media | Club events, photos, recruitment | 2 to 3 times per week |
Treating Social Events as an Afterthought
Squash is a sociable sport. The post match chat over a pint is part of the culture. Yet many committees focus exclusively on competitive play and neglect the social calendar. When that happens, the club becomes transactional. People turn up, play, and leave. There is no sense of belonging.
The mistake is assuming that good courts and well run leagues are enough to retain members. They are not. People stay because of the friendships they build. A club with no social events is a club with high churn.
How to fix it. Plan one social event per month. It does not need to be elaborate. A club night with music and pizza works. A Sunday morning coffee session after juniors training works. A quiz night works. The format matters less than the regularity. When members know there is always something coming up, they feel part of something bigger.
For more ideas, read our guide on how to transform your club’s social scene with ideas beyond the traditional post match pint. The key is to make social events a standing item on your committee agenda, not an afterthought.
Fuzzy Finances and No Budget Visibility
Money is uncomfortable for volunteers. No one wants to ask for more of it, and no one wants to explain where it went. So many committees run on a wing and a prayer. They collect membership fees, pay the bills, and hope there is something left at the end of the year. That approach leads to problems.
The mistake is a lack of financial transparency. When members do not understand how their fees are spent, they become suspicious. They question every expense. And when the committee cannot produce a clear budget, trust erodes fast.
How to fix it. Produce a simple annual budget and share it with members. You do not need a formal audit. A one page document showing income from memberships, bar sales, and coaching, alongside expenses for utilities, maintenance, and equipment, is enough. Present it at the AGM and send it by email. Answer questions honestly.
If your club is struggling financially, it may be time to look at new revenue streams. Consider running a club championship in a structured way that generates entry fees and bar sales. Every pound counts, and transparency builds goodwill.
“The best clubs I have worked with treat their finances like a shared resource, not a secret. When members see exactly where their money goes, they stop complaining and start helping.”
Sarah Goodwin, Club Development Officer, England Squash
Letting Court Maintenance Slip
Courts are your club’s most valuable asset. They are also expensive to repair. Yet many committees defer maintenance because it feels like a cost they cannot afford today. A cracked floor panel gets ignored. A loose back wall line gets painted over. A dodgy light fitting gets left for next month. Then the problem gets worse, and the repair bill triples.
The mistake is seeing maintenance as a cost rather than an investment. A well maintained court keeps players safe, attracts new members, and reduces long term spending. A neglected court drives people away.
How to fix it. Create a simple maintenance schedule. Walk every court once a month with a checklist. Look for cracks, loose panels, flickering lights, and door issues. Log everything in a shared document. Prioritise repairs by safety impact and cost. Set aside a small reserve fund each year specifically for maintenance. Even GBP 500 per year makes a difference.
If you are unsure what to look for, the ultimate guide to squash club etiquette includes a section on court care that your committee can adapt. Your members will notice the effort, and they will respect you for it.
No Plan for Volunteer Handover
This is the silent killer of squash clubs. A passionate committee member runs the club for five years. They know everything. Where the spare lightbulbs are stored. How to reset the booking system. Which members have access to the bar. Then they step down, and no one has a clue. The new committee spends six months figuring things out, and momentum is lost.
The mistake is treating knowledge as personal rather than institutional. When one person holds all the information, the club becomes fragile. One resignation can set the club back years.
How to fix it. Write everything down. Create a committee handbook that includes:
– Contact details for suppliers and contractors.
– Login credentials for booking systems, social media, and email.
– A calendar of recurring tasks (AGM, league deadlines, maintenance checks).
– A list of past decisions and why they were made.
This document should live in a shared folder that all committee members can access. Update it after every meeting. When a new member joins the committee, give them the handbook on day one.
For a deeper look at leadership within your club, read about what makes a great squash club captain. The same principles apply to committee chairs and treasurers.
A Practical Plan to Avoid All Five Mistakes
You can avoid every mistake on this list with a few simple habits. Here is a step by step process that any committee can adopt:
- Audit your communication. List every channel you use. Ask members which ones they prefer. Fill the gaps.
- Schedule your socials. Pick one date per month for the next six months. Put it in the club calendar now.
- Prepare a one page budget. Use last year’s numbers as a guide. Share it at the next committee meeting.
- Walk your courts. Use a checklist. Note three things that need fixing. Quote them within a fortnight.
- Start the handbook. Open a shared document. Add five notes this week. Add five more next week.
The table below summarises the five mistakes and their fixes at a glance:
| Mistake | Sign You Are Making It | The Fix |
|---|---|---|
| Poor communication | Members ask “what is happening?” too often | Use WhatsApp, email, and noticeboard together |
| Neglecting social events | Players leave right after their match | Schedule one social per month |
| Fuzzy finances | Members question where fees go | Share a simple one page budget annually |
| Ignoring maintenance | Courts look tired and lights flicker | Monthly walkthrough with a checklist |
| No handover plan | One person holds all the passwords | Build a shared committee handbook |
Build a Committee That Members Trust
Running a squash club will always involve hard work. But the hardest work is often the stuff that goes unnoticed: the late night emails, the weekend court repairs, the difficult conversations about money. By avoiding these five common mistakes, you free up energy for the fun part of club life. The part where members smile, tournaments run smoothly, and new players keep walking through the door.
Start with one fix this week. Maybe it is the WhatsApp group. Maybe it is the court walkthrough. Whatever you choose, take that first step. Your members will notice. And your club will be stronger for it.
If you are looking for more practical guidance, our article on 10 proven ways to attract new members to your squash club is a great next read. Small changes, consistently applied, turn good clubs into great ones.
