Coastal Spirit – a football club based in the Eastern suburbs of Christchurch, New Zealand – discovered how using strategy software can overhaul board meetings and lead to a more productive organisation. The football club, which caters to male and female players from age 4 to 65 in beginners, social and elite players, realised that without a sound meeting strategy or goal management software in place, something had to change. That’s where Beyond strategy execution software came in.
The Challenge
Board Chair Darren Johnson faced challenges common to many amateur sports organisations:
- Chronic volunteer shortage leading to one-person management
- Inefficient 3-hour board meetings
- Lack of accountability for action items
- Disconnected communication between meetings
- Disorganised club operations
- Difficulty tracking progress across multiple initiatives
The Solution
In early 2024, with a newly expanded board of nine members, the club implemented Beyond as their strategic management platform to:
- Centralise all board communications and action items
- Structure and streamline board meetings
- Track progress on initiatives
- Manage subcommittee activities
- Coordinate strategic planning
“I like that everything is in one place and everyone’s got access to it. Anyone on the board can stay on top of what’s actually happening.” – Darren Johnson
Implementing Strategy Software
The club utilised some of Beyond’s key features to improve efficiency within the organisation.
1. Strategic planning tools
Using Beyond’s strategic planning tools, the leadership team were able to document and focus on the organisation goals to ensure everyone was on the same page.
2. Agenda management
In order to ensure time is being used efficiently, Darren collates all the reports generated in the organisation into an agenda in Beyond and sends it out to all participants in advance of the meeting so that everyone is prepared and fully up to speed.
Discussion points are created in advance of key meetings to ensure the conversation stays on track, and that all items are covered within the time available. Conveniently, those agenda items can then be carried forward for future meetings, cutting down on administration.
“That’s how we’ve been able to make huge steps going forward this year – we check if things have been done, tick them off, everyone’s on board, and we just get things done.” -Darren
3. Action tracking
During the meeting, action items are tracked and assigned to an attendee with deadlines, ensuring clear ownership and with a timeline for completion. A task list is available for each attendee to track their post-meeting activity, and the organiser can send a ‘nudge’ if any actions fall behind schedule, or they simply want an update.
4. Minutes
After the meeting, minutes are easily available for any board members to access and share, presented in an attractive and easy-to-read PDF. This process is in contrast to the earlier trend of meeting notes not being circulated until close to the next meeting.
Results
1. Immediate Impact
- 50% reduction in meeting duration: Board meetings reduced from 3 hours to 1.5 hours
- Improved accountability: Action items are now tracked and completed consistently
- Enhanced visibility: All nine board members have real-time access to club operations
- Better organisation: Leadership have reported improved organisation throughout the club
- Streamlined communication: Minutes are available immediately after meetings
2. Meeting Strategy Improvements
- Board members now submit reports before meetings
- Participants come prepared with specific questions
- Action items are assigned and tracked systematically
- Regular progress checks between meetings
- Improved strategic planning capabilities
“Rather than getting minutes the day before the next meeting, you’ve got connectivity between board meetings.”
Looking Forward
Having made significant improvements to the club’s operations in under a year, they now plan to:
- Expand Beyond usage to subcommittees
- Implement more strategic planning features
- Focus on three to five-year planning
- Continue improving organisational structure
Beyond Strategy Software ROI Summary
- Halved meeting times
- Increased volunteer engagement
- Improved project completion rates
- Better organisational structure
- Enhanced communication flow
Want to try it out for yourself? We offer free membership to sports clubs through Aotearoa New Zealand. Please get in touch with our friendly team to find out how to unlock your free account.