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Section 6: Relationships, Engagement and Communication

Relationships, Engagement and Communication

Regional organisations play an important role in building strong relationships and keeping their waka ama communities informed, connected, and engaged. Through regular communication, hui, club visits, and feedback opportunities, regions can better understand the needs of clubs, ensure they feel supported, and create opportunities for meaningful collaboration.

Regions also work alongside iwi, sponsors, schools, community groups, and other stakeholders to strengthen partnerships that benefit the wider waka ama community. By using a range of communication channels, including websites, newsletters, email, and social media, regions can celebrate successes, share stories, promote opportunities, and keep clubs and paddlers up to date.

Effective engagement is built on clear, consistent, two-way communication that encourages clubs and paddlers to contribute ideas, provide feedback, and share in the promotion and growth of waka ama. Strong relationships foster trust, shared learning, and regional unity, creating connected communities that work together towards common goals.

Strong regional governance is built on genuine, ongoing relationships with clubs. This can be achieved by:
  • Holding regular and intentional hui throughout the year to provide updates, share regional priorities, and create opportunities for clubs to ask questions, provide feedback, and contribute ideas. While the constitution will specify minimum requirements, one hui per quarter is recommended.
  • Encouraging Regional Board members to attend club hui and club events to strengthen relationships and maintain visibility.
  • Inviting Club Chairs/Presidents to attend Regional Board hui where appropriate to foster greater connection and understanding.
  • Ensuring members know who their Regional Board members are and how they can connect with them.

Communication should be regular, transparent, and two-way, ensuring clubs are informed while providing meaningful opportunities to be heard.
This includes:
  • Delivering a well-organised and engaging AGM that not only meets compliance requirements but also celebrates regional achievements, shares key updates, and outlines future priorities.
  • Providing regular communications through newsletters, social media, and other appropriate channels.
  • Seeking feedback through surveys on governance matters, regional events, activities, and other initiatives.
  • Keeping clubs informed about Regional Board vacancies, succession planning, and Board member term expirations to encourage future governance participation.

Regional Boards should actively involve clubs in shaping the future of the region and creating shared success by:
  • Providing opportunities for clubs to contribute to strategic planning through hui, surveys, workshops, and other engagement activities.
  • Establishing working groups and subcommittees that enable clubs and volunteers to contribute their expertise and perspectives.
  • Creating opportunities for volunteers from clubs to support regional events, programmes, and activities.
  • Facilitating collaboration between clubs by providing forums and opportunities to share ideas, challenges, and successful practices.

Regional Boards play an important role in strengthening club capability by:
  • Being responsive to the capability needs of clubs and supporting or coordinating development opportunities where possible.
  • Providing or facilitating access to governance, leadership, mentoring, and other training that helps clubs build confidence and capacity.

Recognising the contributions and achievements of clubs and volunteers helps build a positive and connected regional community. This can be achieved by:
  • Celebrating club achievements, volunteer contributions, and regional successes through AGMs, newsletters, social media, regional events, and other communications.
  • Acknowledging the collective impact of clubs and volunteers in delivering positive outcomes for the sport and their communities.
Together, these approaches strengthen trust, connection, and shared ownership across the region and can be supported through a coordinated Annual Engagement Plan or Calendar.

Reflective Questions

  • Do clubs feel supported and connected to the region?
  • Are we building strong, trusted relationships or simply communicating updates?
  • How well do we understand the needs of our clubs and communities?
  • Are we communicating clearly and consistently across all platforms?
  • Is our content engaging and promoting waka ama effectively?
  • How can we work with clubs to create and share content?

Key Links and Resources

Attachments

Annual Regional Engagement Planning Template.docx