A spreadsheet is often the right place to start. One person can open it, add a row and keep the week moving without asking the club to adopt another system.
The trouble usually begins when several volunteers need the same information. The membership list sits with the secretary, fees sit with the treasurer, availability lives in a group chat, and nobody is completely sure which file was updated last.
Start with the questions people keep asking
Before changing tools, write down the questions that come up every week. Who is expected on Saturday, which contact detail is current, who still needs a reply, and who is responsible for the next update are all easier to manage when the club agrees where the answer lives.
Give each record an owner
A shared record still needs a person who looks after it. Decide who can edit it, what has to be recorded, when it should be reviewed and what happens when something is wrong. That small bit of ownership matters more than a complicated template.
Move one recurring job at a time
There is no prize for replacing every spreadsheet in one weekend. Pick the job that creates the most repeated checking, agree the new routine, and leave the rest alone until the first change actually works for the people using it.