Club CadenceConsulting

Operations coaching for private clubs

So everyone knows what is stuck and who owns it.

Club Cadence Consulting helps country, golf, and athletic club teams stop losing member and staff requests. A simple way of working, set up one department at a time, using the tools you already have.

Become a founding pilot club See how it works

Based in Palm Desert, serving the Coachella Valley club community.

Security & Gate bulletin board Greyhound Country Club demo

New

Member RequestGuest pass not printing at front gate
Replace bulb at north entry sign

In Progress

Review weekly patrol logs
Fri, repeatsNS
Update vendor access list
Oct 2RW

Waiting On

Gate arm sensor part on order
VendorRW

Done

Reset keypad code at service entrance

The transponder story, replayed with The Club Flow Framework

A true story from a local club

A returning member asked for one simple thing.

  1. Front deskMember asks to reactivate their gate transponder.
  2. MembershipThe front desk passes it along.
  3. Security or vendor?Membership assumes someone else has it.
  4. Weeks laterIt still does not work, and the GM hears about it.

Nobody did anything wrong. Nobody could see the request.

Sound familiar?

Common patterns at clubs of every size.

None of them come from a lack of effort.

Requests fall through the cracks

A member asks, someone says, I'll pass it on, and it quietly disappears.

Nobody knows what is stuck

You find out a request stalled when the member complains.

Ownership is fuzzy

Items bounce between people and departments because no one is sure who owns them.

Meetings that don't decide

Plenty of talking, but few clear next steps, owners, or dates.

It all lives in people's heads

When someone is off or leaves, their open items go with them.

The same questions, over and over

Did anyone call about the ice machine? gets asked three times a day.

A simple way of working that helps each department see its work, own it, and move it forward.

Works with the tools and club software you already use. No new system to buy.

A bulletin board for each department

Shows every open item, who owns it, and where it stands.

A 15-minute Daily Huddle

Each morning at the bulletin board: yesterday, today, and anything you are waiting on.

A regular Look-back

The team reviews what flowed, what got stuck, and picks one thing to change.

A Leadership Huddle, as you expand

Department heads work through what is stuck across departments.

One bulletin board for every department

Each request becomes a card with an owner. Cards move left to right as work gets done.

New

Anything that comes in: member requests, staff ideas, routine tasks.

In Progress

Someone owns it and is working on it.

Waiting On

Stuck on a part, a vendor, or a decision. Visible so it gets help.

Done

Finished and confirmed, so the team sees what got accomplished.

A Clubhouse and Facilities bulletin board with cards in New, In Progress, Waiting On, and Done columns, including tagged member requests and owner initials
The Clubhouse & Facilities bulletin board at Greyhound Country Club, our demo workspace. Member requests are tagged, initials show who owns each card, and due dates keep routine work from slipping.

Department heads own their bulletin boards. Team members update cards from their phones. We demo with Trello, a web and mobile app with a free plan, or we use a tool your club already has.

What changes, and what doesn't

A few simple habits, in plain language.

What changes for your team

  • Every request lives on one bulletin board
  • Stuck items are visible every morning
  • A 15-minute huddle ends with clear owners and next steps
  • Every card has a name on it
  • New staff can see how work flows

What this is not

  • New club software. It works alongside Northstar, Jonas, Clubessential, and others.
  • More meetings. The huddle replaces hallway check-ins and repeated status questions.
  • Extra paperwork. A card takes seconds to add from a phone.
  • A big transformation. One department, a few simple habits, and plain language.

How it works

Three phases, one department at a time.

Built around how your club already works.

PHASE 1

Discovery

See how work flows today.

  • Meet with the department head and team
  • See how requests come in and where they get stuck
  • Decide together what to keep and how the framework fits

You getA short findings summary and a bulletin board designed for that department

PHASE 2

Launch

Get the team up and running.

  • Set up the bulletin board in Trello or your existing tools
  • Train the team in one short session
  • Run the first Daily Huddles alongside the department head

You getA working bulletin board and a team that knows how to use it

PHASE 3

Support

Make it stick.

  • Coach the department head as they lead huddles
  • Lead Look-backs and adjust as the team learns
  • Add a Leadership Huddle as more departments come on

You getCoaching when you need it, stepping back as your team runs it on its own

Then repeat for the next department, starting wherever it will make the most difference.

Founding pilot clubs

Be one of the first clubs to try it, free.

What your club gets

  • Your first department free, with the full Discovery, Launch, and Support
  • Additional free departments may be offered to early pilot clubs
  • A before-and-after summary to share with your board
  • No obligation to continue

What we ask in return

  • Honest feedback along the way
  • Before-and-after measures from your team
  • Permission to share results, with your club named or anonymous (your choice)

Why free? This way of working is new to private clubs. Pilot results become the proof for the clubs that follow.

You choose the first department

  • Lots of member or staff requests coming in
  • Frequent handoffs with other departments
  • A department head open to trying something new
  • Not in the middle of its busiest stretch

What it asks of your team

  • Daily Huddle: a 15-minute check-in each morning
  • Discovery: conversations with the department head and team
  • Look-backs: regular check-ins on what is working
  • GM: a kickoff and a results review

Results you can take to your board

We capture a baseline in Discovery, then compare once the new rhythm is in place.

How long requests take

Average time from New to Done, before and after.

What gets stuck

How many items sit in Waiting On, and for how long.

Member follow-up

Complaints or repeat asks about the same request.

Staff clarity

A short five-question team survey at the start and end.

Meeting time

Time spent in status meetings and check-ins.

A one-page before-and-after summary

Ready to share with your board or committees, and useful going into budget conversations.

Questions

Questions you might already have

Do we need to buy software?

No. Bulletin boards run on Trello's free plan. You can upgrade later for extra features, or we use a tool you already have.

Does this replace our club software?

No. Your club software handles members, billing, and tee times. The Club Flow Framework handles day-to-day follow-through.

My staff are not tech people.

If they can use a phone, they can use the bulletin board. Training is one short session, and huddles happen in person.

What if it does not fit our club?

We adjust at every Look-back. The goal is a rhythm that fits your club, not a rigid system.

Who sees our information?

Only your team and me. We agree up front what goes on cards, and member details can stay in your club software.

Where does AI fit in?

AI works best on organized information. Once requests live on a bulletin board, AI tools can summarize the week and spot patterns.

Who you would be working with

Sheryl Hugill-Potts

Founder, Club Cadence Consulting

  • Certified Professional Scrum Master (PSM I) and Agile Coach who helps teams see their work and stop dropping balls
  • Extensive IT experience, so tools get set up simply and correctly
  • MBA in Marketing, with a focus on the member experience
  • Based in Palm Desert and connected to the Coachella Valley club community

Next steps

Let's find the right department to start.

  1. Pick a departmentAny department, your choice.
  2. Kickoff meetingYou, the department head, and me.
  3. Discovery beginsRight after the kickoff.
Sheryl Hugill-PottsFounder, Club Cadence Consulting
Webclubcadenceconsulting.com