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Project Planning for Volunteer Managers/Leaders


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Project Planning for Volunteer Managers/Leaders

  1. 1. PROJECT PLANNING<br />1<br />
  2. 2. 2<br />
  3. 3. 5: Finalize the Plan<br />4: Secure Resources<br />3: Get Organized<br />2: Decide on a Project<br />1: Focus on Community<br />Developing Service Projects<br />3<br />
  4. 4. 1: Focus on Your Community<br />4<br />
  5. 5. 5<br />
  6. 6. Conducting a Needs Assessment<br />What types of questions could you ask?<br />If money were not an issue, what would you be doing that you are not doing now? <br />What is on your wish list?<br />What is on your to-do list that never gets accomplished because you don’t have the time or resources?<br />Is there a population that needs to be served that you have not been able to serve? <br />Is there a program that you have been wanting to start but don’t have the resources? Are there marketing, technology, financial, training or other types of skills needed to support any of your projects?<br />Others<br />6<br />
  7. 7. 2: Narrow Your Focus<br />7<br />
  8. 8. Research the Issue<br />Statistics <br />Background<br />Underlying causes<br />Project ideas<br />Community experts<br />8<br />
  9. 9. Develop Partnerships<br />Review potential project partners<br />Mission<br />Resources they offer partners<br />Services they offer to the community<br />Approach potential partner<br />Define roles, outcomes and resources<br />9<br />
  10. 10. Conduct a Site Visit<br />Search for potential projects<br />Involve key decision-makers and stakeholders<br />Answer important questions about agency needs and how the project will impact the community and the agency<br />Gather details about needs for potential projects, including special skills and materials<br />10<br />
  11. 11. Elements of a Successful Project<br />Consider . . .<br />Does the project support our organization’s mission?<br />Does the project build upon positive relationships within the community?<br />Will the project make a difference to the organization, clients, and/or community? If so how?<br />Is the project volunteer-friendly?<br />Are volunteer leadership opportunities available?<br />Will volunteers feel they have completed something worthwhile?<br />11<br />
  12. 12. DISCUSSION<br />12<br />Project Ideas Activity<br />What are the needs in your community?<br />How might various organizations collaborate to maximize PR and community resources?<br />What grants and/or state and national resources are available? <br />
  13. 13. Decide on a Project<br />Define the scope make a decision based on the following:<br />Time <br />Effort<br />Impact <br />Other Factors<br />13<br />
  14. 14. 3. Be Organized <br />14<br />
  15. 15. Create a Task List<br />Determine what you want to accomplish<br />List assignments <br />Decide number of volunteers needed for each slot<br />Prioritize goals (if necessary) according to importance<br />15<br />
  16. 16. Create a Budget<br />Outline costs associated with all tasks<br />Keep track of all donations:<br />Monetary<br />In-kind services<br />Donations<br />16<br />
  17. 17. Identify Resources<br />17<br />
  18. 18. Volunteers<br />Establish volunteer needs<br />Consider variables:<br />Volunteer skill level<br />Volunteer age<br />Duration of project<br />Availability of supplies<br />Physical space available to perform the work<br />18<br />
  19. 19. Team Leader Programs<br />19<br />
  20. 20. Other Volunteer Positions<br />Perform tasks—raking, painting, sorting, supervising children’s groups, etc.<br />Greeters<br />Distribute & manage supplies<br />Pass out water, snacks, etc.<br />Plan a kick off reception<br />Serve as guides and runners <br />Video or take pictures<br />Capture volunteer quotes<br />Safety Ambassador<br />20<br />
  21. 21. Supplies<br />Determine what supplies, materials, goods and services you need<br />Strategize about types and amounts<br />Think about partners and local groups/ businesses that can provide resources at no cost<br />Note supplies that will need to be purchased<br />21<br />
  22. 22. PLAN FOR. . . Orientation and Training<br />22<br />
  23. 23. Create Timelines<br />Project planning<br />Day of project <br />After project<br />23<br />
  24. 24. Plan for Reflection<br />24<br />
  25. 25. Plan for Evaluation <br />Goal-based: Did you meet the goals of the project?<br />Process-based: Was the project planned, managed and implemented effectively?<br />Outcome-based: Did you achieve the objectives of the project?<br />25<br />
  26. 26. 4: Secure Resources<br />26<br />
  27. 27. Volunteer Recruitment<br />27<br />
  28. 28. Funding, Products and Services<br />Faith groups<br />Foundations<br />Neighborhood associations and civic groups<br />Nonprofits<br />Businesses<br />Colleges and universities<br />Sororities & Fraternities<br />Professional organizations<br />28<br />
  29. 29. The “Ask” Strategy<br />Identify the correct people to contact<br />Appeal to their needs and wants<br />Map out a case for support<br />Why the project is important<br />The impact it will create<br />Your ability to complete the project<br />How they can be a part of the effort<br />Be specific!<br />29<br />
  30. 30. Connections that Count<br />Start with people you know<br />Ask people you know to engage their friends<br />Talk personally with people to “sell” your project<br />Know what you need and ask people how they can contribute<br />Don’t be afraid to tap people’s emotions<br />Try creative outreach<br />30<br />
  31. 31. 5: Finalize the Project Plan<br />Address questions<br />Finalize plans<br />Meet with leaders<br />Review the schedule<br />Discuss documentation<br />Confirm all supplies<br />Provide food and drinks<br />Make any final calls<br />Pack a project kit<br />Check on trash containers<br />Create a fun atmosphere<br />Check, double-check and triple-check!<br />31<br />
  32. 32. Communicating with Volunteers<br />Pre-register volunteers<br />Provide important project details<br />Logistics such as date, time, address, public transportation and/or parking information<br />What to wear or not wear<br />What to bring and what will be provided<br />Where to check-in at the project<br />Point of contact<br />32<br />
  33. 33. Safety<br />Review project for possible hazards<br />Consider parking, access to water and restrooms<br />Provide for accessibility issues.<br />Know where emergency exits, first aid kits and automated external defibrillators (AED’s) are located<br />Have a phone to call first responders if necessary <br />33<br />
  34. 34. Contingency Planning<br />Think through the worst-case scenarios of what could go wrong<br />Create contingency plans for weather and other potential problems<br />Prepare ways to expand or reduce project goals due to number of volunteers<br />Know whom to contact in case of problems<br />34<br />
  35. 35. DISCUSSION<br />35<br />Form small groups<br /><ul><li>Discuss past projects in which something went wrong
  36. 36. Did you have a contingency plan and, if so, how did it work?
  37. 37. What could you do differently next time you face this problem?</li></li></ul><li>Summary<br />Questions, Feedback<br />Please complete and return your evaluation form. Your input is appreciated.<br />Thank You for your participation<br />36<br />