Volunteer Management

We will begin in a moment

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THE CLIFF NOTES

Sandra Millersaltzmiller@gmail.com

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Volunteer Centers of Michigan

Provides resources to volunteer centers across the state in their efforts to address key community issues.

www.mivolunteers.orgwww.mnaonline.org

Michigan Community Service Commission

The state’s lead agency on volunteerism working to build a culture of service by providing vision and resources to strength communities through volunteerism

www.michigan.gov/mcsc

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Volunteer Centers of Michigan.mivolunteers.org

• 1. Go to Resources Tab

COMING in SEPTEMBER--ENGAGEMnaonline.org

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STRATEGIC PLANIncreased

Service Delivery

Strong Volunteer Management

STRONG VOLUNTEER MANAGEMENT: The strong focus on recruiting, expectations setting, training, matching volunteers with opportunities and retention are critical.DELOITTE STUDY 2009

Reimaginingservice.org

Make the CONNECTION

ORGANIZATION MISSION

VOLUNTEER SKILLS

ORGANIZATION PRIORITIES

VOLUNTEERMOTIVATIONS

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CONNECT THROUGH

• Mission & Impact– How will what they’re doing make a

difference?– Measure & Communicate Impact

• Personal Contact– Introductions– Small groups w/leader– Opportunities for interaction– Trained Staff

• Communication– Before, during, after

BEGIN WITH A PLAN

BE STRATEGIC

VOLUNTEER NEEDSORGANIZATION’S MISSION

Match Volunteer Interests & Skills to Opportunities

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Consider Volunteer Motivations

Consider what the volunteer is looking for– Why do people volunteer?– What are the benefits to the volunteer?– What are the barriers?

POLL

Why do you volunteer?• Help others, serve my community• Network, Meet new people• Learn new skills• Use my skills• Other

Consider Volunteer Motivations & Needs

Recognize & Accept Limitations Family

Jobs

Friends

Health & Exercise

Hobbies

Think DIVERSITY

Perspectives

Ideas

Resources

Advocacy

Funding Sources

MAKE IT EASY TO VOLUNTEERCREATE AN ONLINE PRESENCE—UTILIZE TECHNOLOGY

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Online Recruiting Resources

• www.serve.gov

• www.idealist.org

• www.youTube.com

• www.volunteermatch.org

• Widgets

www.craigslist.org

www.facebook.com

www.handsonnetwork.org

Blogs

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•The organization’s reputation is your most important recruitment tool.

•Individuals want to work with organizations that are efficient and use their time well.

EFFECTIVE MANAGEMENT

Recruitment

SCREENING

ORIENTATION & TRAINING

SUPERVISION &

EVALUATION

RECOGNITION

Volunteer Management Elements

Planning

Start with the position description

• What’s the connection to your mission?

• What are the potential target groups?– Who’s interests, needs and connections are a

likely match?

– What will create an appeal?

– Clearly identify expectations

Volunteer Position Descriptions

• Individuals “self screen”

• Clear expectations• Basis for

recruitment• “Informed Risk”

Purpose

BUILD A RECRUITMENT PLAN

• Young Professionals• Youth• Families

• New Skills• Networking• Exercise• Environmentalists

• Where will you find them?

• Print• Media• Online

• Clear, compelling statement of need

• How to help• Build from volunteer

position description.

Message Method

Target Population

Benefits & Features

Clear Compelling Mission & MessageBenefits to volunteerDutiesCommunity needs being met

Use current volunteers—set up a committee

Identify Target MessageClear, Concise, Strong Call To Action

KEYS TO RECRUITMENT

OUTREACH

Develop Materials

Identify effective media & distribution methods.

Go where they areKnow what they want

CLEAR ON-BOARDING PROCESSAPPLICATION Through TRAINING

POLL

How does your organization respond to volunteer inquiries?• Automatic email• Follow up phone call or email within a specific period of time by a

designated person• One designated staff member responds but there’s not timeline• It varies with the situation

Inquiry Automatic email generated

Volunteer Manager

ORIENTATION

BACKGROUND CHECK

APPLICATION DENIED—SEND EMAIL

EMAIL GENERATED

VOLUNTEER LEADER

APPLICATION

SCHEDULED

FOLLOW UP emails

PROM

PTCO

NSI

STEN

T

SCREENING

APPLICATION• Contact information• Interests & Skills• References• Information—

– Background Check Process

INTERVIEW• Make the connection• Assess interest & skills• Assess motivations• Make the match

– Organizational needs– Volunteer needs & skills

• Ask about– Job/task preferences– Motivations/recognition

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The Orientation

Whom am I serving with?

Create feelings of welcome, appreciation, inclusiveness

How will I be volunteering?

Set the stage

What is the purpose? How am I making a difference?

Identify the impact

Why am I volunteering?

Make the Connection

THE VOLUNTEER HANDBOOKA Step Toward Risk Management

Primary volunteer reference source for information covered in orientation

• Organizational Structure, Contact Information• Marketing material & terms• Discrimination Policies, Reporting process• Termination procedures• Forms

– Liability release, publicity release, waivers, confidentiality agreement,

• Signature Page

TUTORIAL & EXAMPLES/TOOLSHTTP://MANAGEMENTHELP.ORG/STAFFING/VOLUNTEERS.HTM#ANCHOR1406581

TRAINING

• Power equipment, copiers, etc.• Safety• Training, age requirements, etc.

Equipment Use

• Restrooms• Food & Drink• Supervision, Leadership• Supplies

Resources

• Dress• Signing In & Out• Minors

Policies & Procedures

• Blood-born Pathogens• Equipment Storage• Weather, Environment, etc.

Safety

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Importance of Training Volunteers

Without proper training volunteers may: • Perform their duties poorly or step outside of their

boundaries

• Not take all proper safety precautions– Important step in risk management

• “Feel lost” while doing their task and not return

• Have a negative experience and tell others about it, thus undermining the image of the organization

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.SUPERVISION/EVALUATION

• Correct problems before they grow.

• Make the personal connection

• Evaluation/feedback--A two-way process– Answer Questions– Ask for input

• Considers not just abilities and attitudes, but organizational fit.– Not every individual fits every opportunity

• Look for the “good matches” and build on those.

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•Volunteer Reflections•Provides feedback and closure,•Makes the connection between the event & mission

•Communicate & Celebrate IMPACT•Recognize any special contributions

•“Make the Ask”—Continued InvolvementAsk—How would you like to share your skills and interests with us

Recognition

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REFLECTIONWhat?, So What?, Now What?

Structure time for volunteers to think and talk about experience.

Benefits:• Create a stronger sense of

accomplishment• Establish a deeper connection

to the community• Deepen volunteers’

understanding of the need for community engagement.

• Increase volunteers commitment to service.

Examples: • Group discussion

• At the end of the project• Through social media

• Tweeting or facebook responses

• Create a photo journal of the project

• Video

MEASURE IMPACTConnect Volunteer Activity to Impact & Mission

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Number Volunteers

Hours Served

# Clients Served

#Services ProvidedLbs. Food# MealsStudent GPAStudent Attendance

Satisfaction SurveyVolunteersClientsStaff

Maintain The Connection

• Communicate/follow up with volunteers

• Share the story– Media– Newsletters– Website– Pictures/video

GETTING STARTED

What’s your first step?• Choose one position• Focus on & refine one step in

management• Recruiting from a new target group• Developing an orientation

QUESTIONS? COMMENTS?

Please respond to the evaluation that you will receive by email.

Your input is valuable

THANK-YOU