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Volunteer Mgt Workshop
Volunteer Mgt Workshop
Volunteer Mgt Workshop
Volunteer Mgt Workshop
Volunteer Mgt Workshop
Volunteer Mgt Workshop
Volunteer Mgt Workshop
Volunteer Mgt Workshop
Volunteer Mgt Workshop
Volunteer Mgt Workshop
Volunteer Mgt Workshop
Volunteer Mgt Workshop
Volunteer Mgt Workshop
Volunteer Mgt Workshop
Volunteer Mgt Workshop
Volunteer Mgt Workshop
Volunteer Mgt Workshop
Volunteer Mgt Workshop
Volunteer Mgt Workshop
Volunteer Mgt Workshop
Volunteer Mgt Workshop
Volunteer Mgt Workshop
Volunteer Mgt Workshop
Volunteer Mgt Workshop
Volunteer Mgt Workshop
Volunteer Mgt Workshop
Volunteer Mgt Workshop
Volunteer Mgt Workshop
Volunteer Mgt Workshop
Volunteer Mgt Workshop
Volunteer Mgt Workshop
Volunteer Mgt Workshop
Volunteer Mgt Workshop
Volunteer Mgt Workshop
Volunteer Mgt Workshop
Volunteer Mgt Workshop
Volunteer Mgt Workshop
Volunteer Mgt Workshop
Volunteer Mgt Workshop
Volunteer Mgt Workshop
Volunteer Mgt Workshop
Volunteer Mgt Workshop
Volunteer Mgt Workshop
Volunteer Mgt Workshop
Volunteer Mgt Workshop
Volunteer Mgt Workshop
Volunteer Mgt Workshop
Volunteer Mgt Workshop
Volunteer Mgt Workshop
Volunteer Mgt Workshop
Volunteer Mgt Workshop
Volunteer Mgt Workshop
Volunteer Mgt Workshop
Volunteer Mgt Workshop
Volunteer Mgt Workshop
Volunteer Mgt Workshop
Volunteer Mgt Workshop
Volunteer Mgt Workshop
Volunteer Mgt Workshop
Volunteer Mgt Workshop
Volunteer Mgt Workshop
Volunteer Mgt Workshop
Volunteer Mgt Workshop
Volunteer Mgt Workshop
Volunteer Mgt Workshop
Volunteer Mgt Workshop
Volunteer Mgt Workshop
Volunteer Mgt Workshop
Volunteer Mgt Workshop
Volunteer Mgt Workshop
Volunteer Mgt Workshop
Volunteer Mgt Workshop
Volunteer Mgt Workshop
Volunteer Mgt Workshop
Volunteer Mgt Workshop
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Volunteer Mgt Workshop

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another full day workshop => in the throws of revisions

another full day workshop => in the throws of revisions

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  • (c) 2007 Sarajean Rossitto
  • Transcript

    • 1. Volunteer management: motivation and retention Sarajean Rossitto TUJ Conted - December 2008
    • 2. Outline for today <ul><li>Introductions </li></ul><ul><li>Opening Discussion </li></ul><ul><li>Volunteer roles </li></ul><ul><li>Needs assessment </li></ul><ul><li>Recruitment and selection </li></ul><ul><li>Keeping volunteers </li></ul><ul><li>Monitoring, evaluating </li></ul><ul><li>Volunteer mgt policies </li></ul>
    • 3. introductions <ul><li>Tell us your name and about yourself: </li></ul><ul><ul><li>Your volunteer or intern experience. </li></ul></ul><ul><ul><li>Your experience managing interns or volunteers. </li></ul></ul><ul><ul><li>What you want to get out of this workshop? </li></ul></ul><ul><ul><li>Why you are going us today? </li></ul></ul><ul><ul><li>Why is volunteer mgt an issue of discussion? </li></ul></ul>
    • 4. Introductions <ul><li>Who am I? </li></ul><ul><li>Sarajean Rossitto </li></ul><ul><li>Tokyo-based, Nonprofit NGO consultant </li></ul><ul><li>Work contents: skills training, project and event facilitation, linking Japanese nonprofit NGOs to other groups </li></ul>
    • 5. Projects, Events &Workshops
    • 6. Different standpoints: <ul><li>Multiple step process of managing vols and interns </li></ul><ul><li>- Proactive </li></ul><ul><ul><ul><li>Continuous process </li></ul></ul></ul><ul><ul><ul><li>Similar to regular staff mgt. </li></ul></ul></ul><ul><ul><ul><li>Planning & needs based </li></ul></ul></ul><ul><ul><ul><li>Defined roles. </li></ul></ul></ul><ul><li>- Reactive </li></ul><ul><ul><ul><li>Crisis needs based </li></ul></ul></ul><ul><ul><ul><li>Placing people suddenly. </li></ul></ul></ul><ul><ul><ul><li>Taking anyone who comes in the door. </li></ul></ul></ul>
    • 7. Discussion <ul><li>Benefits – how do volunteers and interns contribute to nonprofit NGO? </li></ul><ul><li>Challenges – what difficulties do orgs face in managing volunteers and interns? </li></ul>
    • 8. Proactive Process Recruitment Need assessment Evaluation Planning Orientation Monitoring Training
    • 9. Scenario review <ul><li>Review the situation and discuss in groups: </li></ul><ul><li>What is the situation? </li></ul><ul><li>Where did the org fail the intern/volunteer? </li></ul><ul><li>What systems/measures might have helped prevent the problem? </li></ul><ul><li>What could be done to resolve the problems? </li></ul><ul><li>Share some observations . </li></ul>
    • 10. Finding keeping & retaining Volunteers <ul><li>Behind what we will talk about today is an understanding that the following are important: </li></ul><ul><li>Keep your goal and mission in mind. </li></ul><ul><li>Volunteers bring a lot to any org. </li></ul><ul><li>Need to think win-win. </li></ul><ul><li>Focus on the areas you can control. </li></ul><ul><li>Open communication is key. </li></ul>
    • 11. Challenge #1 => boundaries, knowing your position as a volunteer What is the role and function of volunteers and interns in an organization? The roles of volunteers
    • 12. Volunteer roles <ul><li>There are tools for matching needs and interests - </li></ul><ul><li>But first </li></ul><ul><li>- an org needs to have clearly defined roles and responsibilities for volunteers </li></ul><ul><li>- and you have to know your needs. </li></ul><ul><li>Does any group you have worked with have clearly defined the role and Responsibility of volunteers and/or interns? Why? Why not? </li></ul>
    • 13. Roles and functions <ul><ul><li>Depends on the type of org </li></ul></ul><ul><ul><li>Depends on the size and capacity </li></ul></ul><ul><ul><li>Depends on the org structure </li></ul></ul><ul><ul><li>BUT should be clarified </li></ul></ul>
    • 14. Organizational structure #1. Membership Volunteers Board of Directors Staff
    • 15. Organizational structure #2. Membership Staff Volunteers/interns Board of Directors
    • 16. Different structures, different roles <ul><li>Looking at the 2 different structures – what are the roles and responsibilities of the main actors. </li></ul><ul><li>Board members </li></ul><ul><li>Staff </li></ul><ul><li>Volunteers and interns </li></ul><ul><li>Members </li></ul><ul><ul><li>How do their roles & responsibilities differ? </li></ul></ul><ul><ul><li>How are they the same? </li></ul></ul>
    • 17. Role and Responsibility <ul><li>Board </li></ul><ul><ul><li>Governance </li></ul></ul><ul><ul><li>Fiduciary </li></ul></ul><ul><ul><li>Staff </li></ul></ul><ul><ul><li>Fundraising </li></ul></ul><ul><ul><li>Membership development </li></ul></ul><ul><ul><li>Legal </li></ul></ul><ul><li>Staff </li></ul><ul><ul><li>Daily operations </li></ul></ul><ul><ul><li>Project coordination </li></ul></ul><ul><ul><li>Admin mgt. </li></ul></ul><ul><ul><li>Operations </li></ul></ul><ul><ul><li>Finances </li></ul></ul><ul><ul><li>Fundraising </li></ul></ul><ul><ul><li>Planning </li></ul></ul><ul><ul><li>Events </li></ul></ul>
    • 18. Volunteers and interns Role and Responsibility in a developed org <ul><li>Supplemental role - to org/own life </li></ul><ul><ul><li>Project support </li></ul></ul><ul><ul><li>Administrative support </li></ul></ul><ul><ul><li>No financial responsibility </li></ul></ul><ul><ul><li>No legal responsibility </li></ul></ul><ul><ul><li>May be members </li></ul></ul><ul><ul><li>Learning opportunity </li></ul></ul><ul><ul><li>Social opportunity </li></ul></ul><ul><ul><li>Way to make a difference </li></ul></ul><ul><ul><li>Community involvement </li></ul></ul>
    • 19. Effective volunteer management starts with understanding what motivates volunteers. Why Volunteer?
    • 20. What volunteers and interns want <ul><li>Why do people volunteer or intern in nonprofit NGOs? </li></ul><ul><li>What motivated people to get involved in the groups you have been involved in? </li></ul><ul><ul><li>How do you know this? </li></ul></ul><ul><ul><li>Where did you get this info? </li></ul></ul>
    • 21. Motivation – individual needs <ul><li>They should feel the work: </li></ul><ul><ul><li>Is meaningful and significant. </li></ul></ul><ul><ul><li>Is interesting. </li></ul></ul><ul><ul><li>Has a purpose </li></ul></ul><ul><ul><li>Is doable - that they can accomplish something. </li></ul></ul><ul><ul><li>Can fit into their schedule - part-time? </li></ul></ul><ul><ul><li>Small enough in scope to be understood and productively approached. </li></ul></ul>
    • 22. Motivation – individual needs <ul><li>They should feel: </li></ul><ul><ul><li>‘ Ownership’ and ‘responsibility’ for the job. </li></ul></ul><ul><ul><li>That they have some input into and control over the work they are asked to do. </li></ul></ul><ul><ul><li>They are ‘worked with.’ </li></ul></ul><ul><ul><li>Appreciated </li></ul></ul><ul><ul><li>Good about having achieved something. </li></ul></ul><ul><ul><li>Valued. </li></ul></ul>
    • 23. Motivation – org needs <ul><li>Volunteer work should: </li></ul><ul><li>Be significant to the organization. </li></ul><ul><li>Be needed – should be a reason. </li></ul><ul><li>Be ‘Goal’ and Mission centered. </li></ul><ul><li>Have defined outputs, expectations, & concrete outcomes. </li></ul><ul><li>Have clear dates by which things are to be completed. </li></ul><ul><li>Fit within the org’s schedule. </li></ul><ul><li>Small enough in scope to be productively approached in a few hours a week, or designed to be shared among a group of volunteers. </li></ul>
    • 24. Needs assessment and planning Challenge #2 => Finding a balance between What you need & What volunteers want
    • 25. ORG NEEDS & VOLUNTEER INTERESTS <ul><li>Balancing work needs (objectively based) with interest/feelings (subjectively based) </li></ul><ul><li>Org Preparation is very important </li></ul><ul><li>Simple tools for clarifying needs and interests </li></ul><ul><ul><ul><li>#1 Volunteer job description/work agreement </li></ul></ul></ul><ul><ul><ul><li>#2 Volunteer introduction/inventory/application sheet </li></ul></ul></ul>
    • 26. Assessing your needs <ul><li>Work areas: </li></ul><ul><li>Direct assistance to an individual client. (Counseling, visitation, mentoring, etc.) </li></ul><ul><li>Office administrative help. (Information services, filing, messengers, etc.) </li></ul><ul><li>Direct assistance to staff. (Research, training, computer assistance, etc.) </li></ul><ul><li>Outreach. (Speakers bureau, fundraising, client marketing, etc.) </li></ul><ul><li>Advocacy (citizens voice, local/global campaigns) </li></ul><ul><li>Community organizing (people from the community can mobilise others) </li></ul>
    • 27. Assessing your needs <ul><li>Objective factors </li></ul><ul><li>Skill sets </li></ul><ul><li>Knowledge </li></ul><ul><li>Education </li></ul><ul><li>Experience </li></ul><ul><li>What is required VS what is preferred </li></ul><ul><li>More subjective factors </li></ul><ul><li>Project or org needs </li></ul><ul><ul><ul><li>Personality </li></ul></ul></ul><ul><ul><ul><li>Maturity </li></ul></ul></ul><ul><ul><ul><li>Sensitivity </li></ul></ul></ul><ul><ul><ul><li>Experience </li></ul></ul></ul><ul><ul><ul><li>Desire to learn </li></ul></ul></ul><ul><ul><ul><li>Flexibility </li></ul></ul></ul><ul><ul><ul><li>Ability to do grunt work </li></ul></ul></ul><ul><li>How flexible are these? </li></ul>
    • 28. Assessing your needs <ul><li>What type of skills, education and/or experience does the job require? </li></ul><ul><ul><li>Office/admin </li></ul></ul><ul><ul><li>Tech/IT </li></ul></ul><ul><ul><li>Communications </li></ul></ul><ul><ul><li>Pr and marketing </li></ul></ul><ul><ul><li>Fundraising </li></ul></ul><ul><ul><li>Event or project coordination </li></ul></ul><ul><ul><li>Language </li></ul></ul><ul><ul><li>Professional or volunteer experience? </li></ul></ul><ul><ul><li>Interest level – is issue commitment necessary? </li></ul></ul><ul><ul><li>Education level and type - certificate or lisence? </li></ul></ul>
    • 29. Assessing your needs <ul><li>Timeframe/schedule </li></ul><ul><ul><li>How often is there a need? </li></ul></ul><ul><ul><li>One day ? Regular ? </li></ul></ul><ul><ul><li>Over what period of time? </li></ul></ul><ul><ul><li>Can the work be done on a flexible schedule? </li></ul></ul><ul><ul><li>Do your need the volunteer during set hours? </li></ul></ul><ul><ul><li>Can this work be done during the evenings? Weekends? </li></ul></ul><ul><ul><li>What is your minimum/maximum time commitment required? </li></ul></ul>
    • 30. Assessing your needs <ul><li>Location </li></ul><ul><ul><li>Is it desk work? in the field? </li></ul></ul><ul><ul><li>Is the work done in the HQ? </li></ul></ul><ul><ul><li>Can some of the work be done at home? Must it all be done at the office? </li></ul></ul><ul><ul><li>Will some work require travel or other outside the office responsibilities? </li></ul></ul>
    • 31. Assessing your needs <ul><li>Decide what types of volunteers could be of assistance to you. Sample categories of work: </li></ul><ul><li>Areas of work that staff don’t want to do. </li></ul><ul><li>Areas in which there is too much work for staff to do alone </li></ul><ul><li>Areas where creating volunteer assistants may extend staff resources. </li></ul><ul><li>Areas in which you can extend services because volunteers would allow staff to focus or begin other work. </li></ul><ul><li>Also consider jobs based on the recipients of the service. </li></ul>
    • 32. Tools - Volunteer job descriptions <ul><li>Key elements of the JD </li></ul><ul><ul><ul><li>Project intro </li></ul></ul></ul><ul><ul><ul><li>Skills needed/to be learned </li></ul></ul></ul><ul><ul><ul><li>Time commitment/basic time line </li></ul></ul></ul><ul><ul><ul><li>Key deadlines </li></ul></ul></ul><ul><ul><ul><li>Impact of the volunteer work </li></ul></ul></ul><ul><ul><ul><li>Appreciation? </li></ul></ul></ul><ul><ul><ul><li>Grunt work? </li></ul></ul></ul><ul><ul><ul><li>Be careful of overdoing it! </li></ul></ul></ul>
    • 33. Tools - Volunteer job descriptions <ul><li>Allows you to outline your priorities and needs: </li></ul><ul><li>Gives them the chance to show their interest </li></ul><ul><li>Allow them to design a vol or internship with some parts of the JD to meet their interests - without giving up org needs. </li></ul>
    • 34. Group Discussion <ul><li>Review some sample volunteer and intern JDs: </li></ul><ul><li>What is attractive/Not attractive about the JD? </li></ul><ul><li>How you revise the JD to make it more appealing? </li></ul><ul><li>What can be applied practically? </li></ul><ul><li>Make a sample JD based on one of your group members experience. </li></ul><ul><li>Give a short overview of what you came up with. </li></ul>
    • 35. Volunteer mgt tools <ul><li>Volunteer introduction / application forms </li></ul><ul><li>Assess their interests and background </li></ul><ul><ul><li>Find out their needs </li></ul></ul><ul><ul><li>Match them with jobs or not … </li></ul></ul><ul><li>What are some of the questions you would ask? </li></ul><ul><li>Review some samples </li></ul><ul><ul><li>Which are more effective than others? Why? </li></ul></ul>
    • 36. Volunteer mgt tools <ul><li>Volunteer introduction / application forms </li></ul><ul><li>Some of the key bits of info you need: </li></ul><ul><ul><li>Self intro </li></ul></ul><ul><ul><li>Contact info – email, phone </li></ul></ul><ul><ul><li>Why they want to volunteer – interest, required, free time, lonely, social, community contribution, etc, </li></ul></ul><ul><ul><li>Skills they have – computer, language, project, volunteer, admin </li></ul></ul><ul><ul><li>What they want to learn – skills, issue, </li></ul></ul><ul><ul><li>Time commitment and time frame – hours per week, how many months </li></ul></ul><ul><ul><li>Grunt work related Qs </li></ul></ul><ul><li>Be careful of overdoing it! </li></ul>
    • 37. Group Discussion #4 <ul><li>Review some sample forms: </li></ul><ul><li>Which are more less effective and why? </li></ul><ul><li>Select one format - How would you adjust it to best find the person your want for JD #1 or #2 or #3? </li></ul><ul><li>Share what you came up with. </li></ul>
    • 38. Recruitment and selection Challenge #3=> Finding those people you need. How do you bring in the people you want?
    • 39. Recruiting your targets <ul><li>You know what you need but… </li></ul><ul><li>Who has the skills and/or experience you require? </li></ul><ul><li>Who has the time you require? </li></ul><ul><li>What will attract those people? </li></ul><ul><li>What are their interests? </li></ul><ul><li>… and how will you find them? </li></ul>
    • 40. Recruitment - examples <ul><li>For what target groups do these make sense? </li></ul><ul><li>What types of volunteers will be attracted? </li></ul><ul><ul><ul><li>Your website </li></ul></ul></ul><ul><ul><ul><li>Blogs </li></ul></ul></ul><ul><ul><ul><li>Mixi </li></ul></ul></ul><ul><ul><ul><li>Events </li></ul></ul></ul><ul><ul><ul><li>NGO/Nonprofit info sites </li></ul></ul></ul><ul><ul><ul><li>Handing out fliers </li></ul></ul></ul><ul><ul><ul><li>Group mailings </li></ul></ul></ul><ul><ul><ul><li>DM </li></ul></ul></ul><ul><ul><ul><li>Free papers </li></ul></ul></ul><ul><ul><ul><li>Speed matching events </li></ul></ul></ul><ul><ul><ul><li>Info sessions/volunteer guidance sessions ( 説明会) </li></ul></ul></ul><ul><ul><ul><li>Other? </li></ul></ul></ul>
    • 41. What makes an effective info session? <ul><li>What would you include in an info session? </li></ul><ul><li>What will you tell them? </li></ul><ul><li>What materials would you give out? </li></ul><ul><ul><li>Org intro Staff introductions </li></ul></ul><ul><ul><li>Past successes Board intro </li></ul></ul><ul><ul><li>Financial report Annual report </li></ul></ul><ul><ul><li>Publications Newsletter </li></ul></ul><ul><ul><li>Contracts/agreements Signup sheet </li></ul></ul><ul><ul><li>Fliers on events Slide show </li></ul></ul><ul><ul><li>History Intro to intern/vol needs </li></ul></ul><ul><ul><li>Mgt policy materials Vol/intern policy materials </li></ul></ul><ul><ul><li>Set up email accounts Tour of office </li></ul></ul><ul><ul><li>Org history Other? </li></ul></ul>
    • 42. What makes an effective info session? <ul><li>Info session sample outline 1 </li></ul><ul><li>Time 60 min </li></ul><ul><li>Contents </li></ul><ul><li>Org Intro (10 min) </li></ul><ul><li>Intro to staff and roles (5 min) </li></ul><ul><li>Intro to main projects (5 min) </li></ul><ul><li>Intro to intern/vol roles, needs & JDs (10min) </li></ul><ul><li>Q & A (10min) </li></ul><ul><li>Time to fill in forms (5min) </li></ul><ul><li>Gage interest, set up interviews/ Confirm next steps (10min) </li></ul><ul><li>What materials are useful? </li></ul><ul><li>Info session sample outline 2 </li></ul><ul><li>Time 90 min </li></ul><ul><ul><li>Contents </li></ul></ul><ul><ul><li>Self intro (5-10 min) </li></ul></ul><ul><ul><li>Org Intro (10 min) </li></ul></ul><ul><ul><li>Slideshow /Video (10 min) </li></ul></ul><ul><ul><li>Q % A (10 min) </li></ul></ul><ul><ul><li>Intro to intern/vol roles, needs & JDs (10-15min) </li></ul></ul><ul><ul><li>Q & A plus time to fill in forms (15min) </li></ul></ul><ul><ul><li>Intro to staff supervising each vol & direct discussion (15 min) </li></ul></ul><ul><ul><li>Confirm next steps - Set schedule (10 min) </li></ul></ul>
    • 43. Group discussion on Recruitment <ul><li>Brain storm how to find people your organization needs. </li></ul><ul><li>Each group will focus on one JD. </li></ul><ul><li>How do you get info to them? </li></ul><ul><ul><ul><ul><li>What media works best? </li></ul></ul></ul></ul><ul><ul><ul><ul><li>What will appeal to them? </li></ul></ul></ul></ul><ul><li>How do you get people to your office? </li></ul><ul><ul><ul><ul><li>Do you have regular events? </li></ul></ul></ul></ul><ul><ul><ul><ul><li>When is good to do these? </li></ul></ul></ul></ul>
    • 44. Lunch time!
    • 45. Vol roleplay – 1 st day on the job <ul><li>One person is the new volunteer </li></ul><ul><li>Others are employees & volunteers in the organization </li></ul><ul><li>Read your role </li></ul><ul><ul><li>Understand the situation and you position </li></ul></ul><ul><ul><li>Give me back the card </li></ul></ul>
    • 46. Discuss the role play <ul><li>What happened? </li></ul><ul><li>Why did the difficulties occur? </li></ul><ul><li>How could these have been solved in advance? </li></ul><ul><li>How could these have been dealt with afterwards? </li></ul>
    • 47. Support at the start & ongoing <ul><li>Getting off on the right foot </li></ul><ul><ul><li>Interview </li></ul></ul><ul><ul><li>Orientation </li></ul></ul><ul><li>Ongoing support </li></ul><ul><ul><li>Training </li></ul></ul><ul><ul><li>Supervision </li></ul></ul><ul><ul><li>Evaluation </li></ul></ul>
    • 48. What makes an effective interview? <ul><li>Personalised interviews </li></ul><ul><li>Screening of potential volunteers </li></ul><ul><li>Select vols that match your org needs and style </li></ul><ul><li>Be open to diversity </li></ul><ul><li>You do not need to take every warm body that walks through the door </li></ul><ul><li>Give them a sense of long-term impacts and be realistic about the contents of the work. </li></ul><ul><li>Identify and weeds out those with goals related to the positions you have available </li></ul>
    • 49. Supporting volunteers from the start <ul><li>Orientation </li></ul><ul><li>What should be taught? </li></ul><ul><li>Some elements: </li></ul><ul><ul><li>Show direction. </li></ul></ul><ul><ul><li>Organizational intro </li></ul></ul><ul><ul><li>Staff/board intro </li></ul></ul><ul><ul><li>Policies over time </li></ul></ul><ul><ul><li>Workspace, supervisor </li></ul></ul><ul><ul><li>Job description and agreement </li></ul></ul><ul><ul><li>Communication/Valuing. </li></ul></ul><ul><li>Training </li></ul><ul><li>What skills can be shared? </li></ul><ul><li>Examples: </li></ul><ul><ul><li>Computer/IT. </li></ul></ul><ul><ul><li>Project mgt. </li></ul></ul><ul><ul><li>Phone manner. </li></ul></ul><ul><ul><li>Writing skills development </li></ul></ul><ul><ul><li>Network enhancement. </li></ul></ul><ul><ul><li>Social &/or global issues linkages. </li></ul></ul><ul><ul><li>Issue and solution connection. </li></ul></ul><ul><ul><li>Communication/Valuing. </li></ul></ul>
    • 50. Ongoing volunteer support <ul><li>Supervision </li></ul><ul><li>Who </li></ul><ul><ul><ul><li>Staff partner </li></ul></ul></ul><ul><li>How </li></ul><ul><ul><ul><li>Journal </li></ul></ul></ul><ul><ul><ul><li>Meetings </li></ul></ul></ul><ul><ul><ul><li>Outputs </li></ul></ul></ul><ul><li>Scheduling </li></ul><ul><ul><ul><li>Time sheet </li></ul></ul></ul><ul><ul><ul><li>Regularity </li></ul></ul></ul><ul><ul><ul><li>Meeting </li></ul></ul></ul><ul><ul><ul><li>Follow-up </li></ul></ul></ul><ul><li>Communication/Valuing </li></ul><ul><li>Evaluation </li></ul><ul><li>Ongoing assessment </li></ul><ul><ul><li>Set policy </li></ul></ul><ul><ul><ul><li>i.e. every 2 months, at the end of each project phase </li></ul></ul></ul><ul><ul><li>Regular </li></ul></ul><ul><ul><ul><li>No surprises </li></ul></ul></ul><ul><ul><ul><li>Follow-up </li></ul></ul></ul><ul><ul><li>Measurable </li></ul></ul><ul><ul><ul><li>Set questions or check list </li></ul></ul></ul><ul><ul><li>Communication/Valuing </li></ul></ul>
    • 51. Ongoing volunteer support <ul><li>Contracts & agreements </li></ul><ul><li>Has anyone had a volunteer or intern contract? </li></ul><ul><li>What was included? / What should be included? </li></ul><ul><li>How can you use a contract or agreement as a supportive document for the volunteer? For the organization? </li></ul>
    • 52. Ongoing volunteer support <ul><li>Agreements and contracts </li></ul><ul><li>Key contents: rights and responsibilities </li></ul><ul><ul><li>Role? </li></ul></ul><ul><ul><li>Focus of work? </li></ul></ul><ul><ul><li>Expectations? </li></ul></ul><ul><ul><li>Deadlines? </li></ul></ul><ul><ul><li>Supervisor? </li></ul></ul><ul><ul><li>Schedule? </li></ul></ul><ul><ul><li>Insurance coverage? </li></ul></ul><ul><ul><li>In case of emergency? </li></ul></ul><ul><ul><li>Refer to policies or spell them out in detail? </li></ul></ul>
    • 53. Ongoing volunteer support <ul><li>Evaluation and review </li></ul><ul><li>review projects/ review basic duties </li></ul><ul><li>reward/acknowledge successes </li></ul><ul><li>review training needs /offer incentives </li></ul><ul><li>independent work - encourage reporting - accountability. </li></ul><ul><li>develop work plans - identify obstacles </li></ul><ul><li>Review past work and decide on next steps </li></ul><ul><li>Self eval and eval from other staff </li></ul>
    • 54. Group work <ul><li>Work in two groups </li></ul><ul><li>Group A will focus on how to support volunteers – see worksheet </li></ul><ul><li>Group B will focus on evaluation of volunteers – contract and check list as reference materials </li></ul>
    • 55. Volunteer retention & “Valuing” Challenge #4 => vol turn over How do we keep our volunteers? Challenge #5 => appreciation How do we let them know they are important?
    • 56. Discussion <ul><li>Why do volunteers leave? </li></ul><ul><li>Why do volunteer stay? </li></ul><ul><li>How can orgs motivate volunteers? </li></ul><ul><li>What are some effective methods for keeping volunteers? </li></ul>
    • 57. Retention <ul><li>Why do they leave? </li></ul><ul><li>Examples: </li></ul><ul><ul><li>Semester is over </li></ul></ul><ul><ul><li>Life changes </li></ul></ul><ul><ul><li>Lack of interest </li></ul></ul><ul><ul><li>Bored by work </li></ul></ul><ul><ul><li>Project is over </li></ul></ul><ul><ul><li>Lack of impact </li></ul></ul><ul><ul><li>Lack of commitment </li></ul></ul><ul><ul><li>Feel useless </li></ul></ul><ul><ul><li>Too much grunt work </li></ul></ul><ul><ul><li>Can not get along with others </li></ul></ul><ul><li>Why do they stay? </li></ul><ul><li>Examples: </li></ul><ul><ul><li>Have to </li></ul></ul><ul><ul><li>Have time </li></ul></ul><ul><ul><li>Interested </li></ul></ul><ul><ul><li>New project </li></ul></ul><ul><ul><li>Feeling they make a difference </li></ul></ul><ul><ul><li>Skills are used </li></ul></ul><ul><ul><li>Commitment </li></ul></ul><ul><ul><li>Feel welcome & part of the team </li></ul></ul><ul><ul><li>Made friends </li></ul></ul>Which are within our control or sphere of influence? Which are not?
    • 58. Volunteer retention <ul><li>Necessity for insitutionalisation: </li></ul><ul><li>Objective and subjective elements </li></ul><ul><li>All lead back to goals and mission </li></ul><ul><li>All lead back to JD </li></ul><ul><li>Requires leadership . </li></ul>
    • 59. Valuing <ul><li>Tools and policies => Institutionalised appreciation and recognition </li></ul><ul><li>Feeling valued/showing a person’s value to the org, to the project, to the beneficiaries. </li></ul><ul><li>Easy to say they are valued – but do they feel it? How do you know? </li></ul>
    • 60. Questions to consider <ul><li>Appreciation/valuing systems </li></ul><ul><li>What policies and/or tools do orgs you have worked with have in place? </li></ul><ul><li>How do orgs you have worked with show appreciation to volunteers formally and informally? </li></ul><ul><li>Who is responsible for doing this? Why those people? </li></ul><ul><li>Does this happen at all levels: BoD? Staff? Interns? Vols? Members? Donors? Etc. </li></ul>
    • 61. Appreciation/valuing tools <ul><li>In Words </li></ul><ul><li>Comments at morning meetings & the end of each vol. session </li></ul><ul><li>Orientation style </li></ul><ul><li>Birthday greetings </li></ul><ul><li>Telling them the impact of their work </li></ul><ul><li>Thanking </li></ul><ul><li>Saying thanks </li></ul><ul><li>Ways of communicating with volunteers </li></ul><ul><li>Systematic and spontaneous </li></ul>
    • 62. Appreciation/valuing systems - tools <ul><li>Actions </li></ul><ul><li>Events </li></ul><ul><li>– regularly organized lunches or coffee breaks </li></ul><ul><li>Parties </li></ul><ul><li>Training sessions </li></ul><ul><li>Asking them to do presentations or give trainings </li></ul><ul><li>Mixing boring work with fun </li></ul><ul><li>Acknowledgement </li></ul><ul><li>In program </li></ul><ul><li>At events </li></ul><ul><li>In newsletters </li></ul><ul><li>Giving a certificate, award or medal </li></ul><ul><li>Giving org items </li></ul>
    • 63. Appreciation/valuing systems - tools <ul><li>Actions - Institutionalise </li></ul><ul><li>Database </li></ul><ul><li>Checklist </li></ul><ul><li>Monthly events </li></ul><ul><li>Having a staff person in charge of this. </li></ul><ul><li>Words - institutionalise </li></ul><ul><li>Training and orientation programs </li></ul><ul><li>Communications training for all </li></ul><ul><li>Setting a standard for internal communication. </li></ul>
    • 64. Group Discussion <ul><li>Valuing </li></ul><ul><li>Brainstorm all the possible forms of valuing Include ways that communicate appreciate in both Words and Actions </li></ul><ul><li>Review your list - which are the most realistic for your organization. </li></ul><ul><li>Why are some possible and other not possible? </li></ul><ul><li>Give a short overview of what you came up with. </li></ul><ul><li>What can you apply from the other lists? </li></ul>
    • 65. Volunteer exit & output strategy Challenge #5 => volunteers leaving Different circumstances 1. “Natural” End of contract, position 2. “Forced” ending, asking a person to leave
    • 66. Volunteer Output System <ul><li>End their time at the org </li></ul><ul><li>Conduct an exit interview </li></ul><ul><li>can be useful for determining what things are working well, and where improvements might be needed. </li></ul><ul><li>can be helpful in helping you to understand why volunteers leave or stay on </li></ul><ul><li>Stay in touch => depends on their role & interest </li></ul>
    • 67. Volunteer Output System <ul><li>Forced early ending of a volunteer commitment </li></ul><ul><li>Not just “getting rid of volunteers” </li></ul><ul><li>Examples: </li></ul><ul><ul><li>People who need friends. </li></ul></ul><ul><ul><li>Those who are more trouble than help. </li></ul></ul><ul><ul><li>Those who just to be affiliated with the group. </li></ul></ul><ul><ul><li>Those who harass others. </li></ul></ul><ul><ul><li>Those who hurt the rep of the org. </li></ul></ul><ul><li>Having an agreement, regular evals and meetings help you do this better </li></ul><ul><li>May or may not exit interview. </li></ul><ul><li>Never easy! Ideas for how to do this? </li></ul>
    • 68. Volunteer mgt policy <ul><li>Put all these pieces together </li></ul><ul><li>+ legal requirement </li></ul><ul><li>+ org requirements </li></ul><ul><li>=> volunteer mgt policy </li></ul><ul><li>Other: </li></ul><ul><li>Volunteer insurance? </li></ul><ul><li>Allowances? </li></ul>
    • 69. Leadership & commitment <ul><li>A volunteer leader and org commitment is necessary for follow through </li></ul><ul><li>Mgt skills </li></ul><ul><li>Institutionalisation </li></ul><ul><li>Investment in infrastructure </li></ul><ul><li>Ongoing supervision of volunteer/intern program as one part of the org </li></ul><ul><li>Create an inclusive, welcoming climate </li></ul><ul><li>Communication. </li></ul><ul><li>* Retention requires more than mgt skills. </li></ul><ul><li>* Soft and hard aspects. </li></ul>
    • 70. Volunteer coordinator leadership <ul><li>Effective leaders involve volunteers in both the group and the work they do: </li></ul><ul><ul><li>Value each person’s uniqueness </li></ul></ul><ul><ul><li>Work with each person’s potential, strengths & interests </li></ul></ul><ul><ul><li>Understand different levels of commitment </li></ul></ul><ul><ul><li>Provide meaningful work </li></ul></ul><ul><ul><li>Provide opportunity </li></ul></ul><ul><ul><li>Allow for voice to be heard </li></ul></ul><ul><ul><li>Provide choices </li></ul></ul><ul><ul><li>Serve as a coach or mentor </li></ul></ul>
    • 71. Final group discussion <ul><li>In two groups: </li></ul><ul><li>take different parts of today’s discussion and develop an outline for volunteer or intern mgt policy. </li></ul><ul><li>What systems/measures will help: </li></ul><ul><ul><ul><li>Find or retain the people your org needs? </li></ul></ul></ul><ul><ul><ul><li>Address org needs and individual interests? </li></ul></ul></ul><ul><ul><ul><li>Motivate people to be an asset to your organization? </li></ul></ul></ul><ul><ul><ul><li>Proactively deal with possible problems? </li></ul></ul></ul><ul><li>Discuss then present to all. </li></ul>
    • 72. Final notes <ul><li>Always be mission oriented </li></ul><ul><ul><li>jobs need to fit org needs </li></ul></ul><ul><li>Give good leadership </li></ul><ul><li>Give clear, appropriate assignments </li></ul><ul><ul><li>Make the work fulfilling </li></ul></ul><ul><li>Help volunteers understand the impact of their work </li></ul><ul><li>Respect volunteers </li></ul><ul><ul><li>Recognize their contribution </li></ul></ul><ul><li>Think of volunteers as org resources </li></ul><ul><ul><li>Put their resources to good use </li></ul></ul>
    • 73. Wrap-up <ul><li>Final comments & questions: </li></ul><ul><li>Thanks for joining today! </li></ul><ul><li>Good luck in your volunteering! </li></ul><ul><li>[email_address] </li></ul><ul><li>http://sarajean-r.blogspot.com/ </li></ul><ul><li>http://sarajeanr.wordpress.com/ </li></ul>
    • 74. Resources: for this presentation <ul><li>Volunteer Management Capacity in America’s Charities and Congregations, The Urban Institute </li></ul><ul><li>www.urban.org/uploadedpdf/410963_VolunteerManagment.pdf </li></ul><ul><li>Volunteer Management Practices and Retention of Volunteers,  </li></ul><ul><li>The Urban Institute </li></ul><ul><li>www.urban.org/UploadedPDF/411005_VolunteerManagement.pdf </li></ul><ul><li>Volunteer Mgt . Resource Kit </li></ul><ul><li>- Volunteering Queensland </li></ul><ul><li>www.volunteeringqueensland.org.au/forms/vol%20man%20resource%20web%20kit.PDF </li></ul><ul><li>Volunteer Mgt Audit T he Canadian Code for Volunteer Involvement </li></ul><ul><li>http://www.volunteer.ca/volcan/eng/content/can-code/can-code.php </li></ul>
    • 75. Resources: Useful websites <ul><li>Energize – online volunteer mag </li></ul><ul><li>http://www.energizeinc.com/hot.html </li></ul><ul><li>Speech on volunteerism </li></ul><ul><li>http://www.maq.org.au/programs/conf01/proceedings/dimorg04.htm </li></ul><ul><li>Nonprofit mgt. help article: </li></ul><ul><li>http://www.managementhelp.org/staffing/outsrcng/volnteer/volnteer.htm </li></ul><ul><li>Action without borders </li></ul><ul><li>http://www.idealist.org/if/idealist/en/FAQ/QuestionViewer/default?categoryid=54&item=1&section=4&sid=58344449-92-vbAPh </li></ul><ul><li>Links can be found at http://one-day-workshops.blogspot.com/ </li></ul>

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