Success Starts at Registration
Connecting Volunteers to Purpose and Support
By Jordan Farrington, Sector Capability Advisor – Programmes and Environments
Each year, thousands of whaanau register for sport across the Waikato, Thames Valley and King Country. Systems like Sporty, Player HQ, Friendly Manager and Rugby Explore collect basic details, but registration can also be the first step in shaping meaningful, positive experiences.
Quality experiences do not begin at the first training session. They begin at registration. When we use that moment to set expectations, gather insight and connect people to our purpose, we are better able to identify who needs support, communicate values early, reduce avoidable issues and build alignment across teams. This is leadership in action. Registration gives administrators the information needed to guide the season with confidence.
How We Do This Through the Registration Process
The registration system already sits at the start of every season. By intentionally designing it, we can turn it into a leadership tool.
Connect people to what success looks like
Include a short statement or question during registration that says:
"Success at our club or school means creating Connection, Belonging and Empowerment."
Then ask:
"Is there anything you need from us to help create this experience?"
2. Identify the support volunteers need
Targeted questions can reveal:
- whether someone is a new, reluctant or experienced coach
- what type of support they prefer
- whether they want to connect with other coaches
3. Understand whaanau needs early
Ask questions that help remove simple barriers and support families from the beginning.
4. Guide administrators throughout the season
The information gathered through registration gives leaders clarity about where to focus energy, who needs support and how to design induction and communication.
A Shared Definition of Success - Insight from the Sport Waikato Voice of Coach Survey
Many coaches say their first two years would have been much easier if they had known what success looked like in their club or school. Most were never told.
This raises an important question:
Do we have a shared definition of success, and are we communicating it clearly to volunteers and parents?
When success is defined in simple terms such as Connection, Belonging and Empowerment, for example, volunteers know what truly matters. They begin the season with clarity and confidence rather than uncertainty or pressure. These values shape expectations and create alignment across coaches, administrators and whaanau.
A shared definition of success also reduces common concerns for new volunteers and shifts the focus from winning to creating a positive, supportive environment.
Why These Things Matter
(for example)
- Connection - People feel seen and valued. Connection builds trust improves communication and strengthens team culture.
- Belonging - People feel they fit. Belonging increases participation, retention and positive experiences.
- Empowerment - People grow in confidence. Empowerment supports learning and builds ownership.
Why This Helps
Whether you use these words or choose your own, a shared definition of success helps everyone:
- speak a common language
- set consistent expectations
- understand what “good” looks like
- build environments people want to return to
It also becomes the foundation for registration questions, volunteer support, coach induction and communication throughout the season.
A Simple 'Positive Vibes Only' Approach
- Gather purposeful information
- Connect volunteers to your definition of success
- Provide support based on their needs
- Activate positive experiences for tamariki, whaanau and coaches
Better questions lead to better insights, better support and better experiences.
This approach aligns strongly with Positive Vibes Only which encourages sport leaders, coaches, administrators, parents and caregivers to collectively create positive, sustainable change across youth sport.
Developing and communicating a shared measure of success ensures that coaches, volunteers and parents understand what a quality experience looks and feels like. When people are connected to this shared purpose, they contribute positively to the environment, support coaches more effectively and help create settings where participants stay in sport and grow a lifelong love of play.
Embedding this thinking into the registration and induction process ensures every coach understands not just what you value, but why, which leads to environments where people thrive.
A key question is:
"What is your organisation’s purpose and philosophy, and is this clearly communicated to your coaches?"
If you would like support designing better registration questions, shaping a shared definition of success, or building a simple administrator-led system to improve volunteer experiences, please contact:
Jordan Farrington
Sector Capability Advisor – Programmes and Environments
Sport Waikato
jordanf@sportwaikato.org.nz
Jordan Farrington Jordan leads the development of programmes and sporting environments across the Waikato that support positive experiences for people in sport. His work focuses on supporting those who lead and guide the experience - including coaches, parents, and sport and school leaders - to create environments that are inclusive, development-focused, and grounded in play and learning. Alongside the Sport Waikato team, Jordan helps shape programmes and systems that prioritise participation, connection, and holistic development over performance outcomes.