Discover the hidden workload behind grassroots sports clubs and how better systems, support and tools can lighten admin and strengthen volunteer-led teams.
If you’ve ever been part of a community sports club, you know this:
What people see on match day is only the surface.
Behind every fixture, every training session, every newsletter, and every team kit is an enormous amount of unseen work, almost all of it done by volunteers who never ask for recognition.
These people aren’t paid administrators.
They’re parents, coaches, students, young professionals, retirees, and lifelong members who simply care enough to keep the club moving.
But the truth is this:
Grassroots sport doesn’t run on money.
It runs on invisible labour.
And it’s starting to take its toll.
Every club has a handful of people who quietly do far more than anyone realises. They’re the ones replying to late-night WhatsApp messages, reminding members about fees, updating fixtures across different platforms, and filling out league forms that never seem to end. They organise kit orders, track numbers, chase sizes, complete safeguarding paperwork, arrange transport, reshuffle pitches when the weather turns, and manage the constant cycle of cancellations and reschedules. They keep track of availability for entire squads, chase coaches for updates, pull volunteers together for events, and still somehow find the time to write match reports at the end of a long day.
It’s the kind of work that keeps a club running… yet almost no one sees it happening.
Clubs are facing more expectations than ever before. Communication has become constant, coordination stretches across multiple age groups, and keeping parents, players, and coaches informed requires ongoing effort. As clubs grow, so do the number of teams, competitions, logistics, and administrative requirements from leagues and governing bodies. Add to that the need for reliable financial oversight and a rising expectation to appear polished and professional, and the overall workload has increased dramatically. Yet the number of people willing or able to take on these responsibilities hasn’t grown at the same pace. In many clubs, the burden still falls on the same small group of committed individuals, and while they keep things afloat, it’s a model that’s difficult to sustain.
Most volunteers won’t say this out loud, but they feel it:
“I’m always the one who sorts things out.”
“I don’t enjoy the sport anymore, it’s all admin.”
“I feel guilty when I can’t keep up.”
“I’m spending more time organising than participating.”
And when volunteers burn out, clubs lose far more than help.
They lose knowledge, trust, continuity, and culture.
The ripple effect is massive.
They need more support.
The solution isn’t “work harder.”
It’s work smarter.
It’s giving clubs tools, structure, clarity, and simpler systems so that the invisible work becomes manageable, shared, and even… enjoyable again.
Because when admin becomes lighter:
• more people step up
• communication becomes smoother
• volunteers stay longer
• players have a better experience
• clubs can grow instead of fire-fighting
• the sport feels fun again
And that, ultimately, is the goal.
The people behind the scenes remain the heartbeat of every club. Their work may be invisible to most, but clubs feel its impact every single day. And while recognition matters, the reality is that gratitude alone doesn’t lighten the load.
Clubs don’t just need praise, they need support, structure and systems that make the work more manageable.
A few practical shifts can transform the day-to-day experience for coaches, managers, and volunteers:
None of these changes require big budgets or major restructures, just clearer systems and simpler workflows. When the basics run smoothly, clubs feel lighter, volunteers stay longer, and the sport becomes more enjoyable for everyone involved.
Ordinary people are doing extraordinary work. Our role at PLAI, as a community and as a partner, is to help make that work easier, more sustainable and far less stressful.
If your club is preparing for the 2026 season and wants guidance on simplifying communication, reducing admin, or improving coordination, we’ve put together resources to help.
Small improvements today can reshape the entire season ahead 🚀
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Discover the hidden workload behind grassroots sports clubs and how better systems, support and tools can lighten admin and strengthen volunteer-led teams.
If you’ve ever been part of a community sports club, you know this:
What people see on match day is only the surface.
Behind every fixture, every training session, every newsletter, and every team kit is an enormous amount of unseen work, almost all of it done by volunteers who never ask for recognition.
These people aren’t paid administrators.
They’re parents, coaches, students, young professionals, retirees, and lifelong members who simply care enough to keep the club moving.
But the truth is this:
Grassroots sport doesn’t run on money.
It runs on invisible labour.
And it’s starting to take its toll.
Every club has a handful of people who quietly do far more than anyone realises. They’re the ones replying to late-night WhatsApp messages, reminding members about fees, updating fixtures across different platforms, and filling out league forms that never seem to end. They organise kit orders, track numbers, chase sizes, complete safeguarding paperwork, arrange transport, reshuffle pitches when the weather turns, and manage the constant cycle of cancellations and reschedules. They keep track of availability for entire squads, chase coaches for updates, pull volunteers together for events, and still somehow find the time to write match reports at the end of a long day.
It’s the kind of work that keeps a club running… yet almost no one sees it happening.
Clubs are facing more expectations than ever before. Communication has become constant, coordination stretches across multiple age groups, and keeping parents, players, and coaches informed requires ongoing effort. As clubs grow, so do the number of teams, competitions, logistics, and administrative requirements from leagues and governing bodies. Add to that the need for reliable financial oversight and a rising expectation to appear polished and professional, and the overall workload has increased dramatically. Yet the number of people willing or able to take on these responsibilities hasn’t grown at the same pace. In many clubs, the burden still falls on the same small group of committed individuals, and while they keep things afloat, it’s a model that’s difficult to sustain.
Most volunteers won’t say this out loud, but they feel it:
“I’m always the one who sorts things out.”
“I don’t enjoy the sport anymore, it’s all admin.”
“I feel guilty when I can’t keep up.”
“I’m spending more time organising than participating.”
And when volunteers burn out, clubs lose far more than help.
They lose knowledge, trust, continuity, and culture.
The ripple effect is massive.
They need more support.
The solution isn’t “work harder.”
It’s work smarter.
It’s giving clubs tools, structure, clarity, and simpler systems so that the invisible work becomes manageable, shared, and even… enjoyable again.
Because when admin becomes lighter:
• more people step up
• communication becomes smoother
• volunteers stay longer
• players have a better experience
• clubs can grow instead of fire-fighting
• the sport feels fun again
And that, ultimately, is the goal.
The people behind the scenes remain the heartbeat of every club. Their work may be invisible to most, but clubs feel its impact every single day. And while recognition matters, the reality is that gratitude alone doesn’t lighten the load.
Clubs don’t just need praise, they need support, structure and systems that make the work more manageable.
A few practical shifts can transform the day-to-day experience for coaches, managers, and volunteers:
None of these changes require big budgets or major restructures, just clearer systems and simpler workflows. When the basics run smoothly, clubs feel lighter, volunteers stay longer, and the sport becomes more enjoyable for everyone involved.
Ordinary people are doing extraordinary work. Our role at PLAI, as a community and as a partner, is to help make that work easier, more sustainable and far less stressful.
If your club is preparing for the 2026 season and wants guidance on simplifying communication, reducing admin, or improving coordination, we’ve put together resources to help.
Small improvements today can reshape the entire season ahead 🚀
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