Managing It Volunteers


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This online seminar was recorded and can be accessed by clicking on the link to the right. You'll also see a link to the PowerPoint presentation. Please post additional questions to the Volunteers & Tech Forum.

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Managing It Volunteers

  1. 1. Managing IT Volunteers <ul><ul><li>Audio is only available by calling this number: </li></ul></ul><ul><ul><li>Conference Call: 866-740-1260 </li></ul></ul><ul><ul><li>Access Code: 6339392 </li></ul></ul>Sponsored by
  2. 2. Using ReadyTalk <ul><li>Chat & raise hand </li></ul><ul><li>Mute = *6, Unmute = *7 </li></ul><ul><li>If you lose your internet connection, reconnect using the link emailed to you. </li></ul><ul><li>If you lose your phone connection, re-dial the phone number and re-join. </li></ul><ul><li>ReadyTalk support: 800-843-9166 </li></ul>
  3. 3. Continue the conversation <ul><li>Twitter hashtag: #tsitvol </li></ul><ul><li>Ask follow-up questions in the Volunteers & Tech Forum: </li></ul><ul><ul><li> </li></ul></ul>
  4. 4. You are being recorded… <ul><li>This seminar will be available on the TechSoup website along with past webinar presentations: </li></ul><ul><ul><li> </li></ul></ul><ul><li>You will receive a link to this presentation, material and links. </li></ul>
  5. 5. Managing IT Volunteers <ul><ul><li>Facilitator: Kami Griffiths, TechSoup </li></ul></ul><ul><ul><li>Presenters: Jayne Cravens, Coyote Communications </li></ul></ul>Sponsored by
  6. 6. Today’s Speakers Volunteer: Becky Wiegand (TechSoup) , Emily Inlow-Hood Kami Griffiths TechSoup Jayne Cravens Coyote Communications
  7. 7. Agenda <ul><li>Introductions </li></ul><ul><li>Interview with Jayne </li></ul><ul><li>Audience Q&A </li></ul><ul><li>About TechSoup </li></ul>
  8. 8. How IT Volunteers Help - Short-term <ul><li>Hosting a workshop for staff about how to use a particular tech tool (like Ready Talk!) </li></ul><ul><li>Updating the virus software on everyone's computer </li></ul><ul><li>Critiquing a web site re: accessibility, </li></ul><ul><li>Helping to evaluate candidates for an IT-related staff position </li></ul><ul><li>Identifying short-term IT-related assignments for other volunteers </li></ul>
  9. 9. How IT Volunteers Help - Long-term <ul><li>Providing all technical support for the org's web site, </li></ul><ul><li>Developing and supporting a client database or internal wiki space for staff, </li></ul><ul><li>Serving as an on-call help for computer and Internet-related problems, </li></ul><ul><li>Developing and overseeing a tech-related strategic plan (software and hardware purchases for next 1 – 3 years), etc. </li></ul>
  10. 10. Identifying Tasks <ul><li>Ask staff and volunteers about needs re: computer & Internet use for their jobs (what they want to know more about, what assistance they would like to have, etc.) </li></ul><ul><li>Ask more than once: one-on- one, in groups, in surveys, in conversations, formally, informally, etc. </li></ul>
  11. 11. Put Tasks in Writing <ul><li>Name of task </li></ul><ul><li>Description of task </li></ul><ul><li>Description of why task is important to the organization </li></ul><ul><li>What staff member will be primary support for volunteer in task </li></ul><ul><li>Description of what support staff member will provide (daily onsite or online meetings? Answer questions within 48 hours? work space?) </li></ul><ul><li>Time frame for assignment (one month? three months?) </li></ul><ul><li>Commitment from volunteer (onsite visit once a week? online meetings twice a month?) </li></ul>
  12. 12. Trouble Putting Tasks in Writing? <ul><li>If so, then make that your first volunteer task in writing: </li></ul><ul><li>Name of task: Help identify possible IT tasks for volunteers at our organization </li></ul><ul><li>Description of task: Interview staff and volunteers about their use of IT, their training needs, etc., and identify specific tasks IT volunteers could help with </li></ul><ul><li>Why task is important to the organization: Better using computers and the Internet will help our organization potentially serve more clients. </li></ul><ul><li>etc. </li></ul>
  13. 13. How Will You Evaluate Candidates? <ul><li>Before you recruit, you must know how you will interview them, how you will screen them, etc. </li></ul><ul><li>Prepare to respond to candidates quickly (within 48 hours) </li></ul><ul><li>Do all interviews close together, within a few days, not weeks </li></ul><ul><li>Ask for full CVs, examples of work and references </li></ul><ul><li>Don't be afraid to say to a candidate, “I don't understand that tech term. Could you explain?” </li></ul>
  14. 14. More on Evaluating Candidates <ul><li>Ask the candidate about how he or she feels about working in an environment where computers and the Internet are not the priority in business operations (rather, clients are, or the mission of the organization), where financial resources are very limited, etc. </li></ul><ul><li>Ask the candidate about his or her previous experience working with people who do not have a great deal of computer or IT knowledge </li></ul><ul><li>Ask the candidate how he or she will know his or her services at the organization are successful/ beneficial. </li></ul>
  15. 15. Recruiting <ul><li>Various web sites (,,, etc.) </li></ul><ul><li>Your local volunteer center </li></ul><ul><li>Career centers and volunteer centers at local colleges and universities </li></ul><ul><li>IT departments at large corporations in your area (cc the corporate giving officer as well) </li></ul><ul><li>Your own org's web site </li></ul><ul><li>Your current volunteers (and their families and friends), via word-of-mouth or their online social networking </li></ul>
  16. 16. Support Your IT Volunteers <ul><li>As with any volunteer, tech volunteers will benefit your organization and have a great experience themselves if: </li></ul><ul><ul><li>They have a robust task description with clearly-defined expectations </li></ul></ul><ul><ul><li>Their key contact person at the organization gives them the support (time and info) they need and Their emails and phone calls are returned promptly </li></ul></ul><ul><ul><li>They understand why their service to your organization matters </li></ul></ul><ul><ul><li>They are recognized and rewarded in the same way as any other volunteer (pins, pens, invitations, t-shirts, etc.) </li></ul></ul>
  17. 17. More Resources <ul><li>Finding a Computer/Network Consultant </li></ul><ul><ul><li> </li></ul></ul><ul><li>Short-term assignments for tech volunteers </li></ul><ul><ul><li> </li></ul></ul><ul><li>Pro Bono / In-Kind / Donated Services for Mission-Based Organizations: When, Why & How? </li></ul><ul><ul><li> </li></ul></ul><ul><li>Volunteer management books & other resources </li></ul><ul><ul><li> </li></ul></ul>
  18. 18. Special Announcement <ul><li>Newly revised! Working with Technical Volunteers: </li></ul><ul><ul><li> volunteers/page11651.cfm </li></ul></ul>
  19. 19. Questions? <ul><ul><li>Submit your questions using the chat box. </li></ul></ul>
  20. 20. Continue the Discussion… <ul><li>Ask follow-up questions in the Volunteers & Tech Forum in the TechSoup community: </li></ul><ul><ul><li> </li></ul></ul>
  21. 21. Get the Most Out of TechSoup <ul><li>At TechSoup, you’ll find a range of technology services to help your nonprofit: </li></ul><ul><ul><li>Read helpful articles in our Learning Center </li></ul></ul><ul><ul><li>Request donated software , hardware, and online services </li></ul></ul><ul><ul><li>Join our community forums to learn from your colleagues </li></ul></ul><ul><ul><li>Browse upcoming events and conferences </li></ul></ul>
  22. 22. Upcoming Webinar <ul><li>TeleGreening Your Work </li></ul><ul><ul><li>Wednesday, May 6, 10:00 a.m. Pacific </li></ul></ul>
  23. 23. Thank you to our Webinar Sponsor! ReadyTalk offers dedicated product demos for TechSoup organizations 4 times per week: Monday   1:00 pm Mountain Standard Time (MST) Wednesday   9:00 am MST Thursday   1:00 pm MST Friday   9:00 am MST
  24. 24. Thank you! For more information contact: Kami Griffiths,