By SwimSwam Partner Content on SwimSwam
Courtesy of SwimTopia, a SwimSwam partner.
Running a swim team—or league—is no easy feat and often a community-wide mission, built on the dedication of volunteers. From operating timing systems to manning concession stands, the more hands on deck, the smoother the season.
Perhaps you have a gaggle of new incoming swim parents, all wondering how best to participate during their first season. Or perhaps you have a batch of seasoned swim aficionados who are either looking to increase their involvement or simply burnt out (and you’re hoping to reengage them). We’ve seen it all and have whipped up this list of three effective ways to increase volunteer participation. Our suggestions are based on proven best practices and SwimTopia-powered tools:
1. Clarify Roles to Reduce Hassle
Why it works: Volunteers pitch in when they have a good sense of expectations and when signing up takes seconds.
- Define shifts clearly
List shift start/end times, location, and responsibilities. For example: “Shift 1: 9–11 AM Timer; responsible for collecting times with stopwatch and recording onto timer sheets.” Clear expectations and directions = fewer no‑shows/increased sign-ups. - Automate signups
SwimTopia provides mobile-friendly signup pages. Parents can claim jobs in seconds and keep track of shifts in their parent portal. - Match roles to interest
Giving volunteers the opportunity to claim jobs they prefer (rather than assigning jobs) provides autonomy and increases their likelihood of showing up. Ask volunteers what they prefer—timing, snacks, deck marshal? Happier volunteers means longer engagement.
SwimTopia Pro Tip:
Use SwimTopia’s volunteer reports to monitor who’s signed up for what, who has not completed their volunteer hours, and who has kiddos swimming in an upcoming meet but has not claimed volunteer spots. Send targeted messages (e.g., “Hey crew, you have a swimmer in Saturday’s dual meet but have not yet signed up for a job! We’ve got some empty spots and still need help—we’d appreciate the help!”).
2. Recognize, Reward & Build Belonging
Why it works: Social recognition triggers repeat behavior. It’s simple—volunteers who feel valued volunteer again.
- Highlight a “Volunteer of the Week”
Share in your weekly email or social posts with a photo and thank-you message. - Post meet day thank-you graphics
Use SwimTopia’s communications hub to send personal thank-you emails with fun GIFs or certificates to reinforce appreciation (especially in the case of parents who have completed their hours but continue to help out). - Build a volunteer community
Host informal gatherings—after-meet potlucks or informal meetups to help build relationships among parents/reward parents for their help.
SwimTopia Pro Tip:
Export volunteer hours from SwimTopia’s “reporting” hub and create a “Top Helpers” leaderboard. Publicly thank them on your SwimTopia website, Instagram or Facebook.
3. Empower with Early Wins & Ongoing Support
Why it works: Volunteers stay engaged when they feel confident in their training and see the results of their effort.
- Welcome walk-throughs
Host a short pre-season virtual/in-person orientation or record a quick demo video— e.g.“Preparing for your first timing shift.” - Celebrate small victories
Use SwimTopia to send a congratulatory message if all jobs are filled prior to an upcoming meet. In subsequent weeks, see if parents can beat their record for how quickly all shifts are filled. Celebrate alongside your team in email or social posts. - Collect feedback + match preferences
Use quick pulse surveys early on and continue throughout the season: “How did this week go? Suggestions? Interested in trying a different job next week?”
SwimTopia Pro Tip:
Send shift reminder emails a couple days prior to an upcoming meet. Busy parents love the reiteration and no-surprise simplicity.
We hope these suggestions have been useful! We recognize parent volunteers are the bedrock of any successful swim team, and we’re excited to enable both you and your parents. Explore SwimTopia for in-depth volunteer management tools and take your season to the next level today!
SwimTopia, launched in 2011, has become a mainstay in the summer recreational market. Known for its ease-of-use and comprehensive features, SwimTopia has made running swim teams as simple as possible. The features suite includes: registration, communications, team stores, meet and volunteer sign up, and reporting.
SwimTopia’s meet management solution Meet Maestro is included with every SwimTopia account. Meet Maestro makes it easy to create swim meets, edit entries, and seamlessly run meets. With SwimTopia’s mobile app, users can view live results, receive swim reminders and results notifications, and see an overview of their family’s account (with best times, volunteer points, and more).
Find out if SwimTopia is a fit for you! Start a free trial here or sign up for a live demo webinar here.
Read the full story on SwimSwam: Three Proven Ways To Boost Volunteerism In Your Swim Team
