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1 Introduction
The Communications policy of Bracknell and Wokingham Swimming Club (BWSC) is to respect the views of all
members while striving to promote open communication whenever possible. Further, it is the responsibility of all
BWSC members to follow the guidelines provided by the communication policy when representing the club whether it
is as volunteer, parent, committee member, swimmer, or coach.
2 Internal Communication
2.1 Committee
All communication which is done on behalf of the committee whether verbal, or written must be agreed and approved by at least one other member of the committee. Members of the committee shall respect the confidentially of the committee meetings and shall not discuss the matters raised unless authorised by the committee to do so. All members of the BWSC committee must also ensure that activities that they undertake as parent, coach, volunteer or swimmer do not conflict with the overall aims and objectives of the club. Any BWSC members may attend committee meetings, however only elected committee members have voting privileges.2.2 Coaches
2.2.1 Communicating with Swimmers
While undertaking coaching activities occasions will arise where coaches give individual feedback to swimmers. It is important that this feedback is communicated in a way that supports the swimmer in achieving their personal goals, Continuous and positive feedback is an important part of coaching and should provide a constructive vehicle for swimmers as well as coaches to discuss performance. In communicating with swimmers, coaches will strive to bear in mind the age of the swimmer and if necessary will ask the parent, or another adult as agreed between swimmer and coach to be present during the meeting.2.2.2 Communicating with Parents
2.2.3 Communicating with Volunteers and/or Committee
It is important to communicate, when necessary, with parents, keeping them informed of a swimmer’s progress. To minimise the possible effect of miscommunication that sometimes occurs, when appropriate, coaches should consider raising any concerns regarding swimmers with the swimmer, the parent and if necessary the Chief Coach. It is also important that coaches are aware that changes to swimming schedules need to be communicated to parents and squad representatives as soon as possible.
It would normally be the practice that coaches would communicate their needs to the committee via the Chief Coach. However the coaches can also approach the committee directly, having agreed it with the Chief Coach should they wish to do so.2.3 Parents and volunteers
2.3.1 Communicating with Coaches
Parents wishing to discuss specific issues with a Coach or Chief Coach must contact the coach outside of the Coaching session. It is important that parents communicate their concerns to the coaches. However, this should be done via telephone, a letter or by prior appointment, as coaches are often very busy outside of coaching hours and should not be interrupted during a coaching session. Appointments would normally be before or after a scheduled coaching session.2.3.2 Communicating with Swimmers
Parents may come into contact with swimmers other than their own children during their activities as an official or volunteer. It is important that all parents promote a positive and encouraging ethos, which further supports the aims of the Club.2.4 Swimmers
2.4.1 Communicating with Coaches
Just as the coaches respect the swimmers it is the expectation of BWSC that swimmers will also treat their coaches with respect. Swimmers are encouraged to raise any concerns they may have regarding swimming or training in the first instance with their coaches. Swimmers should arrange to see their coach either before or after a training session. This, however, should be prearranged with the coach concerned.2.4.2 Communicating with Officials, Volunteers and Parents
In the normal course of training and competing swimmers would communicate with officials, volunteers or parents either via their coach or if directly approached by the afore mentioned individuals. It is important that swimmers adhere to instructions given by the responsible adults as it is in the interest of their safety and that of their fellow swimmers.
3 External Communication
3.1 Written Communication
All written communication that goes to external bodies or represents BWSC must be seen and agreed by the Marketing Sub-committee. This does not extend to communication regarding invoices, pool hire, or to leisure centres or other clubs on matters, which do not involve the promotion, development or fundraising activities of the Club.3.1.1 Fundraising3.2 Verbal Communication
In order to co-ordinate the fundraising activities of the club and to ensure that all activities are undertaken in a way that will produce maximum effect the Marketing Sub-committee will facilitate the process. It is the responsibility of the Marketing Sub-Committee to assist with fundraising activities by providing advice and approving final copy of all materials to be used, providing and holding lists of organisations which have been approached (including dates) as well as promoting fundraising activities.3.1.2 Promotion
It is the responsibility of the Marketing Sub-Committee to promote BWSC enhancing its image and striving to help BWSC achieve the status as the number one club of choice in this area. As part of this role, the Marketing Sub-Committee will be responsible for all communication, which are sent out on behalf of BWSC to the press, organisations and individuals, which is in any way promoting the Club. When other individuals are writing material that falls into this category it is their responsibility to have the copy approved by the Marketing Sub-committee prior to it being sent out.3.1.3 Development
BWSC must continue to encourage the development of the Pre-Club teaching groups by specifically targeted promotions. The Marketing Sub-Committee will co-ordinate this activity, but will call on the assistance of other volunteers to help with the generation of ideas and leading specific campaigns. This is an ongoing activity, which requires forward planning and coordination if we are to increase the number of children in the Pre-Club teaching groups.
It is important that all members of BWSC communicate with external bodies, organisations, or individuals in such a way that BWSC is at all times portrayed in a positive light. In addition, the Marketing Sub-committee should be kept informed of communication regarding the club, which falls under the headings as listed under 3.1. It is important that we are seen by the public as a respected, professional and responsible organisation, in particular when involved in promotion, fund raising or development.
4 Web Site
The web-site manager must agree the site design, web links to other sites, and web site content, both written
and pictorial with the Marketing Sub-committee. In addition, the web-site manager must be aware of and meet the
requirements with regard to the Data Protection Act.
5 General Communication
When communicating be sure you have considered the following factors: