The document outlines an eight step volunteer management cycle including role definition, risk management, position design, recruitment, intake and screening, orientation and training, supervision and feedback, recognition, and retention. It emphasizes minimizing risk, having the right person for the right job through proper screening and training, providing feedback, and ensuring volunteers feel valued to support retention. Record keeping is also highlighted as important for effective volunteer management.

1. The Volunteer Management CycleEight Steps (and 20 slides) to Ecstatically Happy, Supportive Volunteers

2. Role of the Manager of Volunteers In simple terms, the role of the Manger of Volunteer Resources is to ensure the right person is available for the right job at the right time and is ready, willing and able to fulfill their duties.

3. The Eight Step Cycle

4. A Word About: Risk ManagementRisk management is about minimizing the potential for harm to your participants, your volunteers, your staff and your organizationIt is the essential, overarching component of all volunteer management No program will ever be risk freeThere are steps you can and MUST take to protect everyone.

5. You Minimize Risk When:You have a program which supports and is prepared for utilization of volunteers

6. All volunteers are valued for their skills and contributions and are treated fairly – avoid favouritism – it will poison your program

7. You ensure your volunteers have a sound understanding of the organization, it’s structure and mission

8. You ensure your volunteer’s background, personal goals, skill sets, certifications and training match the job you have asked them to do

9. Your volunteers understand the goals and objectives of the program and are well trained and equippedYou Minimize Risk When:You give volunteers constructive feedback about, and recognition for the work they doYou give volunteers a reason to continue with your organizationYou maintain accurate records for each volunteer, including all administrative paperwork, communication, jobs assigned, hours worked, performance assessment, feedback and recognition given

10. AssessmentIs the Centre ready to utilize volunteers?Is the job appropriate for a volunteer?Are there volunteers available?

11. Position DesignTitleDate, time and location of eventSupervisor’s name and contact informationEmergency contact information, especially if after hoursDetailed description of responsibilities, as well as limits of authorityTraits required for the jobList of things to be provided by volunteer

12. Position DesignStatement of cost reimbursementDate, time and location of trainingWhere and when to pick up and return money, supplies, equipment etcBenefits to the volunteerThis information is compiled into a Position description which is read and signed by the volunteer

13. RecruitmentIt is easier and more cost effective to retain and retrain the volunteers you have than to recruit new ones.

14. Share your volunteer needs with your volunteers and AC members

15. Consider which demographic might fulfill your volunteer needs based on your position description

16. Where do you find that demographic?

17. Write your ads for that demographic and post where they will be seen by that demographic

18. Always present a problem, with the reader as the potential solutionIntake and ScreeningPrepare an intake document package. Include a Centre brochure if you have one, a letter of welcome outlining how volunteer’s efforts impact the community, a volunteer application or profile for them to fill out and, along with your contact information, a request for them to return it to you. When someone drops by, or calls, make sure you have packages ready to hand out (or send out, or e-mail) and that others know where they are. Get the information out immediately.

19. Intake and ScreeningThere are 22 different levels of screening for potential volunteersThe level of screening depends on the level of risk posed by volunteer involvement in an activityAll potential volunteers should be interviewed using a basic question listHigh risk volunteers may require reference checks, police security clearances and moreSecurity clearances are conducted through the MFSP Manager

20. Intake InterviewUse a standard question format, a sample of which is included in the Volunteer Management ManualThis is your opportunity to see how the potential volunteer presents themselves and to get a sense of whether they would be a good fit for the organizationLet them do most of the talking, this is not an orientation session.If they do not seem to be a good fit, you do not have to accept them as a volunteer. Filling out the application does not guarantee them a “job”!