Thriving Volunteer Programme

Top Tips for a

Did you know…

20.4 million UK adults formally volunteer at least once a year and 13.5 million at least once a month.

That’s of lot of volunteers to recruit, retain and reward!

This booklet covers the Good Practice basics of what a Volunteer Coordinator needs to do in order to sow the seeds, nurture the growth and maintain the roots of a successful volunteer programme.

So if you: run a small group and would like to get tips on how to do things more effectively

are starting a new project involving volunteers and want to get things right from the start

don’t involve volunteers at the moment, but think it might be a good idea

Then read on…!

And don’t forget - Richmond Volunteer Centre is here to help you every step of the way.

To contact us and for details of how we can help you grow your volunteer programme please see the back cover.

Good Volunteer Management

The benefits of good volunteer management shouldn’t be underestimated.

A formal process:

Gives clarity for the organisation and volunteer

Provides a standard approach, which ensures fairness and equality for all

Demonstrates your commitment to your volunteers

Increases the likelihood of attracting and keeping the right volunteers

Is the basis for good continuity: volunteer management good practices continue even when people leave

Volunteer Management Cycle

Regardless of the structure or size of your organisation, volunteer management generally looks like this:

Having a process in place to deal with each of the tasks is the most straight-forward way to ensure effective volunteer management.

Planning

Induction & Training

Supervision &

Recognition

Problem solving

Policies & Procedures

Recruitment

Planning | Preparing the Seedbed

Preparing for volunteers is key to successful volunteer management.

It means taking time to ensure that everything is in place so that both the organisation and volunteer benefit from the experience.

Whether you have existing volunteers and want to recruit new ones, or are recruiting volunteers for the first time, you need to think about:

Why your organisation involves volunteers

How volunteers fit in with the overall structure of your organisation

Getting everyone on board, including trustees, staff and current volunteers

What motivates people to volunteer with you

Having clear roles for volunteers

The type of volunteering experience you offer

Policies & Procedures | Sowing the Seeds

Your Volunteer Policy forms the basis of your entire volunteer programme. It gives cohesion and consistency to all the elements in your organisation that affect volunteers.

While the very mention of policies and procedures can send shivers through the spine of even the most experienced Volunteer Coordinator, policies and procedures don’t have to be complex and wordy.

So what should be in your policy? Well, there’s no set format as each organisation has its own unique needs: an organisation working around health issues will have a different policy from an organisation carrying out conservation work.

As a guide, most organisations have a short volunteer policy that refers to other separate documents.

For example, an organisation may have a volunteer policy which sets out its mission statement, ethos and values and includes a statement about each of the policies it holds, such as:

Child Protection & Safeguarding

Confidentiality

Equal Opportunities & Diversity

Expenses

Health & Safety

Induction & Training

Insurance

Problem Solving

Recruitment

Supervision & Support

Don’t forget… if you’re just starting out take things one policy at a time, and if you have policies in place remember to review them annually.

Richmond Volunteer Centre has a wide range of sample policies and procedures. Please contact us for further details.back cover.

Recruitment | Propagating

So, you’ve prepared the seed bed of your volunteer programme by planning for volunteers, and sown the seeds by putting your policies and procedures in place. Now you need to actually start growing your programme by recruiting some volunteers!

Your next 3 steps should be:

1

2

3

Write a Role DescriptionThis needs to include details of what tasks are to be done, where, when and how often. Include as much relevant information as possible. And consider splitting a task if it seems too unwieldy.

Write a Person SpecificationDescribe the skills which the person needs to fulfil the role. You’re probably not looking for superman/woman so keep this realistic.

Advertise your opportunityRegister your opportunity with Richmond Volunteer Centre and use posters, fliers, a press release, talks etc. to reach your target audience. And don’t forget word-of-mouth…talk to your current volunteers, staff and supporters to spread the news.

Induction | Nurturing Congratulations, you’ve recruited some new volunteers! Now it’s time to nurture them.

First impressions are lasting, so make a good one with a friendly, welcoming induction, including:

a tour of the building (plus where the tea and coffee!)

introductions to staff and other volunteers

health and safety instructions

information about the organisation and the volunteer’s role

using equipment, and training and development

Many organisations provide new volunteers with a handbook. The more welcome and informed your volunteer is the more likely you are to retain them.

Training l Adding Nutrients

Some organisations have formal training programmes. Some offer on-the-job training. Whatever your volunteer is doing every role requires some element of learning. Try and remember what it’s like to be new and take time to clearly explain what’s required.

Supervision | Encourage Growth

You’ve recruited, inducted and trained your volunteers and all is going well, but your volunteer seedlings will wither and die away unless you support and supervise them with care and consideration. Volunteers need to know who they can turn to and who’s in charge. Make sure you give your volunteer a named supervisor and offer regular supervision meetings to:

give and receive feedback

review the contribution the volunteer is making

discuss progress, problems or other issues that may arise.

Recognition | Enjoy the Harvest

Happy volunteers help built and develop your organisation

It can’t be stressed how important saying ‘thank-you’ is. After all the effort you’ve put in to grow your volunteer programme, don’t forget to give your volunteers some tlc.

Think about giving:

regular verbal thanks

annual thank you events

certificates/awards for achievement or long service

Problem Solving

Regardless of how smoothly your volunteer programme works, problems occasionally arise. Don’t be afraid to tackle difficult situations. On rare occasions it may even be necessary to consider pruning.

Problems will usually be: A complaint by a volunteer A complaint about a volunteer Where the volunteer doesn’t suit the role/organisation

Approaching these issues sensitively, and having a procedure in place that gives clear guidance on what to do, can make this difficult task easier.

Your volunteers are your organisations’ lifeblood. Follow the top tips in this booklet and your Volunteer Pragramme will thrive!

Further ResourcesLondon Voluntary Service Council: www.lvsc.org.uk

Volunteering England: www.volunteering.org.uk

Greater London Volunteering: www.glv.co.uk

Experts in Volunteering:www.expertsinvolunteering.org.uk

A ‘Good Practice Guide’ is available from Volunteering England which

covers all the basics of managing volunteers.

‘Essential Volunteer Management’ by Steve McCurley and Rick Lynch, published by the Directory of Social Change.

‘The Voluntary Sector Legal Handbook’ by Sandy Adirondack & James Sinclair Taylor, published by the Directory of Social Change.

Richmond Volunteer Centre

In addition to providing a brokerage service for volunteers and voluntary organisations, Richmond Volunteer Centre can help you achieve a thriving volunteer programme by:

• arranging 1- to -1 meetings with a Good Practice Adviser

• giving you access to a wide range of sample policies and procedures

• offering training workshops

• providing a confidential Good Practice Health Check

• inviting you to attend quarterly Volunteer Coordinator Forums

• arranging for other bespoke services as required

To access any of the above or for further information about volunteer management please contact:

Richmond Volunteer Centre020 8255 8190

Visit our website www.richmondcvs/volunteercentre

Email or write to us:volunteer@richmondcvs.org.uk

1 Princes Street, Richmond, Surrey , TW9 1ED

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