360 degree Survey Analysis Summary and Daft Action Plan: for discussion The 360 degree survey was carried out by the Office for Recreation and Sport (ORS) in March 2013. Canoe SA was required to identify 150 respondents from members and stakeholders to be surveyed. Of those, 55 responded to the survey and their responses form the basis of this summary for members. The survey results give Canoe SA as the State Sporting Organisation an opportunity to look critically at the performance and importance in the four areas surveyed and from that identify areas for the organisation to work on for improvement. In this analysis therefore the areas to be focussed on are those where the respondents to the survey have identified the highest importance. There are other ways of dissecting the information in the report, in particular to: 1 look at the areas where respondents have given the lowest performance score to Canoe SA 2 consider areas which showed the greatest divergence between importance and performance. Questions in the survey were grouped into four areas: 1. Leadership 2. Relationships and Communication 3. Services and Support 4. Policies. Importantly at the end of this summary there are a number of recommended action items. These will after further discussion and refinement form the basis of the Action Plan to be submitted to ORS by 18 October 2013. 1. Leadership Ten questions were asked in this area. Broadly, questions covered the following: 1.1 Direction for canoeing in South Australia 1.2 Confidence in the direction of Canoe SA 1.3 Open and transparent decision making 1.4 Opportunities for input into the development of canoeing in South Australia 1.5 Profile of canoeing 1.6 Advocacy for infrastructure and facilities to meet the needs of canoeing into the future 1.7 Whether membership/affiliation fees charged are justified for the services provided 1.8 Management of finances and governance 1.9 Promotion of opportunities for all 1.10 Overall direction, policies and pathways for canoeing are consistently aligned at national, state and local levels.
From the results of the survey, respondents identified the following areas as having 1.8 Canoe SA effectively manages its finances and governance (Importance = 6.24, Performance = 4.45, N/A = 15 or 27%) This item was the top ranked Leadership question from respondents and was also the second ranked in divergence between Impotence and Performance. The survey was conducted in March 2013 when there was a spotlight on this area for members as a number of years audited reports were being presented to a Special General Meeting (on 20 March 2013) so there would have been a focus on how the performance of this aspect could be improved. Since the survey was conducted, the SGM has been held and all audits have been completed. A finance committee has been formed and is meeting regularly and other key matters such as debt collection are being addressed. The Board is working to improve governance issues within the sport and is addressing the review of policies through its regular meetings and a raft of policies were on the agenda to be considered at its last meeting on 12 August, however, due to time constraints will now be considered at its next meeting on 17 November. In 2011 and 2012 the Board put in place terms of Delegation for the Canoe Polo. Education and Safety, and Flatwater Technical Committees. Whilst further work is necessary in this area in particular for the new Technical Committee (Ocean Racing) which has been formed and the Finance Committee also requires terms of delegation. A lot has been achieved in the five months since the survey was conducted. These achievements and the ongoing work that the Board is doing needs to be communicated to our members. Communication to other stakeholders presents further challenges and could be costly and time consuming both of which Canoe SA can ill afford. 1.2 Canoe SA has a clear direction for canoeing in South Australia. (Importance = 6.08, Performance = 4.96, N/A = 2 or 4%) 1.1 I have confidence in the direction Canoe SA is taking our sport (Importance = 6.08, Performance = 4.96, N/A = 5 or 9%) Review of the current (2010 2013) Strategic Plan is under way with a Strategic Consultation being held on 27 August attended by approximately 20 members. Development of a new strategic plan through consultation with members is under way. Members can choose to be involved in those discussions about the direction for canoeing as the Strategic Plan is reviewed and a new plan created for 2014 2016. 1.9 Canoe SA promotes opportunities for all South Australians to be involved in canoeing (Importance = 6.06, Performance = 5.60, N/A = 3 or 5%) Discussion at Board level about effective promotion of paddle sport and recreation and the methods to raise the profile of various parts of the sport should become a priority.
1.5 Canoe SA raises the profile of canoeing through effective promotion (Importance 5.94, Performance = 4.83, N/A = 3 or 5%) Canoe SA has inclusive sport programmes (Parapaddling and Paracanoe) which has been well received in the community. 1.10 The overall direction, policies and pathways for canoeing are consistently aligned at the national, state and local levels (Importance = 5.96, Performance = 5.05, N/A = 11 or 20%) The 2010 2013 Strategic Plan was aligned to the Australian Canoeing Strategic Plan when it was formulated in late 2009. At discussions in Sydney on 19 August there was a commitment from SSOs to work with Australian Canoeing to improve the alignment of strategies, policies and pathways. 2. Relationship and Communication Eight questions in the survey related to the area of Relationship and Communication. 2.1 I am provided with the information I need to perform my role in canoeing 2.2 Canoe SA website contains resources that are useful to me 2.3 Canoe SA effectively uses social media (Facebook, Twitter, etc.) to keep me informed about news and events 2.4 Canoe SA staff/representatives listen to my point of view 2.5 I can rely on Canoe SA to help resolve any problems or issues appropriately 2.6 Canoe SA representatives/staff are enthusiastic and willing to help 2.7 Canoe SA delivers on what it promises 2.8 I feel welcomed in the canoeing community From the results of the survey, respondents identified the following areas as having 2.6 Canoe SA representatives/staff are enthusiastic and willing to help (Importance = 6.26, Performance = 5.59, N/A = 6 or 11%) 2.5 I can rely on Canoe SA to help resolve any problems or issues appropriately (Importance = 6.26, Performance = 5.23, N/A = 11 or 20%) 2.1 I am provided with the information I need to perform my role in canoeing (Importance = 6.23, Performance = 5.44, N/A = 5 or 9%) 2.8 I feel welcomed in the canoeing community (Importance = 6.20, Performance = 6.17, N/A = 3 or 5%) 2.4 Canoe SA staff/representatives listen to my point of view (Importance = 6.08, Performance = 5.62, N/A = 7 or 13%) 2.2 Canoe SA website contains resources that are useful to me (Importance = 6.04, Performance = 5.53, N/A = 4 or 7%) Whilst comments made by respondents suggest the website is out of date, very few pages taking the web-based material as a whole less than 5% of over 600 pages contain material that is out of date.
2.7 Canoe SA delivers on what it promises (Importance = 6.00, Performance = 5.59, N/A = 6 or 11%) 2.3 Canoe SA effectively uses social media (Facebook, Twitter, Youtube, etc.) to keep me informed about news and events (Performance = 4.10, Importance = 4.30, N/A = 44%) While the responses to this question ranked Canoe SA at its lowest score for the survey (4.10) commensurately also the level of importance was ranked lower than any other (4.30) by respondents. The average level of importance from respondents to other questions in this category was 6.15. Canoe SA has only recently commenced using social media as a method of communication with members and has deliberately not used Facebook and Twitter due to lack of resources to adequately service a site once created. Canoe SA does however have a record of supplying members with regular e-newsletters (18 to date this year, 27 in 2012) The question therefore has a bias on particular communication modes to members that may not fairly assess the way in which Canoe SA informs its members about news and events. The question assumes that the only way for a stakeholder to be informed about news and events is by social media. A large number (44%) of respondents ticked not applicable on this question. 3. Services and Support Nine questions in the survey related to Services and Support, as below: 3.1 Our club is given support it needs to keep up to date and continuously improve 3.2 Canoeing competitions are well managed in our area 3.3 There are a range of canoeing programs and events to engage new and existing participants 3.4 Our club is given guidance on how to recruit, retain and support our volunteers 3.5 Our canoeing coaches have access to the training and support they need to perform their jobs 3.6 Our canoeing officials have access to training and support they need to perform at their best 3.7 Our canoeing administrators have access to the training and support they need to perform their role 3.8 Our sport has an effective system to identify talented canoeing athletes 3.9 Elite pathways, training and competitions are well coordinated in our area From the results of the survey the respondents identified the following areas as having 3.6 Our canoeing officials have access to training and support they need to perform at their best (Importance = 6.24, Performance = 4.94, N/A = 24) 3.3 There are a range of canoeing programs and events to engage new and existing participants (Importance = 6.23, Performance = 5.39, N/A = 8)
3.5 Our canoeing coaches have access to the training and support they need to perform their jobs (Importance = 6.18, Performance = 4.83, N/A = 26) 3.2 Canoeing competitions are well managed in our area (Importance = 6.15, Performance = 5.33, N/A = 25) 3.1 Our club is given the support it needs to keep up to date and continuously improve (Importance = 6.07, Performance = 4.92, N/A = 16) 3.7 Our canoeing administrators have access to the training and support they need to perform their role (Importance = 5.97, Performance = 5.57, N/A = 25) 3.4 Our club is given guidance on how to recruit, retain and support our volunteers (Importance = 5.89, Performance = 3.74, N/A = 21) 3.9 Elite pathways, training and competitions are well co-ordinated in our area (Importance = 5.88, Performance = 4.74, N/A = 28) 3.8 Our sport has an effective system to identify talented canoeing athletes (Importance = 5.81, Performance = 4.75, N/A = 27) Improve communication to clubs and coaches about training and support available. 4. Policies The survey contained nine questions on Policies: 4.1 There is an appropriate hot weather policy 4.2 There are clear policies regarding representative team selection 4.3 There is a risk management to protect all canoeing participants 4.4 Wherever there are paid employees there is a policy to provide a safe work environment 4.5 There is a fair and accessible dispute resolution system 4.6 Appropriate codes of conduct are in place to enhance the participation experience for all 4.7 There is an appropriate anti-doping policy 4.8 There are member and/or child protection policies and procedures to ensure that canoeing is a fair, safe and inclusive sport 4.9 There is a Disability Discrimination Action Plan From the results of the survey the respondents identified the following areas as having 4.3 There is a risk management to protect all canoeing participants (Importance = 6.45, Performance = 6.21, N/A = 31) The top five items ranked by importance came from this category. This indicates policy issues are of the highest importance to respondents and also Canoe SA was given the highest score in performance. Correspondingly there were a very high proportion of respondents who rated these questions as not applicable.
4.8 There are member and/or child protection policies and procedures to ensure that canoeing is a fair, safe and inclusive sport (Importance = 6.42, Performance = 6.09, N/A = 22) This issue was ranked as the second highest in importance and also third highest in performance 4.7 There is an appropriate anti-doping policy (Importance = 6.31, Performance = 6.04, N/A = 31) Anti-doping policy is under review 4.6 Appropriate codes of conduct are in place to enhance the participation experience for all (Importance = 6.29, Performance = 5.62, N/A = 17) Codes of conduct are contained in the Member Protection Policy. 4.4 Wherever there are paid employees there is a policy to provide a safe work environment (Importance = 6.26, Performance = 5.36, N/A = 30) There is an OHS&W policy. 4.5 There is a fair and accessible dispute resolution system (Importance = 6.20, Performance = 5.25,) The dispute resolution process is set out in the Member Protection Policy and meets the test for being fair and accessible. 4.9 There is a Disability Discrimination Action Plan (Importance = 6.09, Performance = 5.25, N/A = 31) At the time of the survey there was not a Disability Discrimination Action Plan. Since that time the issue has been remedied and a DDAP has been put in place and members have been informed through the e-newsletter. 4.1 There is an appropriate hot weather policy (Importance = 5.98, Performance = 5.58, N/A = 15) A Hot Weather Policy has been in place for at least 10 years and is one of the policies being reviewed by the Board. Clearer communication of this policy to members and stakeholders may be required. 4.2 There are clear policies regarding representative team selection (Importance = 5.77,Performance = 5.30, N/A = 31) Clear policy regarding representative selection exist and access is provided on the Canoe SA website. Action Plan Recommendations to Board 1. Leadership Discussion has commenced with members about changes to the existing (2010 2013) Strategic Plan. Further discussion with members and stakeholders about direction and priorities for Canoe SA and how they will be expressed in the 2014 16 Strategic Plan is to occur over the next few months. A Strategic Consultation meeting was held on 27 August. A timetable for further discussion has been publicised at that meeting and via the e-newsletter.
Report any changes to Strategic Plan to members and stakeholders through newsletter, discussion with clubs and other means including social media. Discussion at Board level about effective promotion of sport and methods to raise the profile of various disciplines. Continued work with Australian Canoeing to ensure ongoing alignment of strategic aims and objectives. 2. Relationships and Communication Australian Canoeing is currently moving to a new platform and all SSO sites (and club sites) will migrate over the next few months. Website improvement will occur with the new platform and through training and discussion with Australian Canoeing. Assisting Technical Committees and clubs about role definition and performance of roles/positions Clearer communication with members and stakeholders about existing policies. Media links to be formed and used to promote the sport. 3. Services and Support Clubs were provided with the opportunity to identify priorities early in 2013. Canoe SA to assist clubs with priorities where appropriate. Priorities identified by respondents to the survey include: Training and support for club officials (including coaches) Access to programmes and events to engage new and existing participants Well managed competitions These areas now should be tested with clubs and where gaps are identified to work with the club or technical committee to bridge the gap. Discussion with clubs and technical committees of ways to improve communication about training and support available. 4. Policies The five most importance issues to respondents were policy matters. Communication to members about policies of Canoe SA through the website, e- newsletters and with clubs so that members are aware and can access the policies when required should have some priority. Where to from here: Thank you for reading this summary. Your ideas and analysis are important to us in finding ways to improve performance. Please email the Canoe SA office on: canoesa1@canoesa.asn.au to provide us with your considered feedback and any solutions to issues that are identifiable. The timelines for responses are: 18 Oct: Action Plan to be submitted to ORS 29 Oct: Canoe SA AGM Dec 2013: Draft Strategic Plan to be distributed for comment and discussion Feb 2014: Board to consider and adopt the Strategic Plan for 2014 2016 Thank you again.