My backgroundHR Manager, specialised on Training&Developmentprojects for Telco CompaniesCross-cultural experienceVolunteer Advisor for EVCCareer Coach for the French Chamber of Commerce
Volunteer Recruitment How can HR practices and tools help face some of the challenges met by Volunteer Centers?
AgendaThe most common VC’s challenges in terms ofvolunteers recruitmentInsight on recruitment processes for employees vsvolunteersInsight on motivation factors for employees vsvolunteers5 actions based on HR tools&practices for furtherimprovement
The recruitment challenges clients not turning up at appointments clients not ready/not keen to volunteer volume and false expectations of job centre referrals high number of referrals from support workers high volunteer turn-over VIO’s not responding to volunteers dealing with corporate volunteers VC Network meeting - May 2011 Source:
Insight on recruitment process Volunteers Employees VSO Staff Job Description verygeneral role detailed:description - Job purpose - Key Job Descriptionwith global accountabilitiesskills&availability - Key competenciesrequirements - KPI’s
Insight on recruitment process Volunteers Employees VSO Staff Application formApplication form CV+cover letter considered best(optional) equalities practice
Insight on recruitment process Volunteers Employees VSO Staff Behavioural or situational interviews Panel interviewsInformal interviews Assessment centresby VolunteerAdvisors and Selection testingVolunteer Manager Telephone interviews Formal presentations
Insight on recruitment process Volunteers Employees VSO StaffVolunteerAgreement- volunteer policy Contract of Contract of- work outline Employment employement- job description- type of supervision as soon as they start- type of support working- insurance cover- equal opportunity policy
Insight on recruitment process Volunteers Employees VSO Staff More temporary contracts although 40 working 90% areflexibility hours/week permanent1-2 weeks search 6-9 months job More part-time search workers = 40%high turn-over 18 to 36 months 20% less in terms average time in job of salary
Insight on recruitment processshows that it is lessformalexpectations are ingeneral less clearmatching expectations ismore difficultLong TermMOTIVATION is at stake
Insight on motivation factors Self-Employees are “working Actualizationpartners” Egowith individual needs Social Needsand drives at varyingdegrees Safety Needs Physiological Needsready to satisfyemployers needs onlywhen own needs are MASLOWS HIERARCHYmet OF NEEDS
Insight on motivation factors - to be knowledgeable, experienced, expertEmployees care beyond - clear and fair policies, procedures, employment practicesthe salary - they care to - business integrityknow to whom they - clear job descriptionsentrust their fate, - two-ways communicationsreputation and security - effective management and supervision - positive disciplineEmployees consider their - good company reputework as a major factor - good customer relationsthat shapes their lives. - company survival - opportunities for personal growthThey expect from their - company growthemployers: - a share in the company’s success
Motivation specific to VSO staffTo make a differencemore broadlyPassion for a particularcause or injusticeOrganisational cultureand benefitsLike-minded people They tend to have altruistic motivators
20 push factors for volunteers- personal growth - caring nature- learn new skills - give something back- gain qualifications - pass on their skills- gain references for CV - be part of a team- pathway to employment - reduce boredom- gain confidence and self-esteem - sent by Job Centre!- receiving training in specific tasks - have fun :-)- feeling good about themselves - get involved in the community- adding work experience to avoid career gap - meet people and reduce isolation- evaluating potential career choices - meet people and make friends- networking - strong beliefs (green issues) They tend to have self-development motivators
Insight on motivationShows that actually theneeds are the same withslightly differenttendenciesCorporate retentionstrategies can be appliedfor VSO’s
Action PlanIdea 1 Train Volunteer Advisors on HR screening toolsIdea 2 Develop employment partnership with Job CentresIdea 3 Design and facilitate a workshop for volunteers toreflect on their expectationsIdea 4 Offer orientation coaching servicesIdea 5 Brief Volunteer Managers on some HR retentiontechniques
Action 1 Train Volunteer Advisors on HR screening tools tobetter check volunteers’ expectations and motivationLearning Outcomes Art of questioning Most common questions to check motivation Active Listening Storytyping test Skills Matching test
- Why do you wake up in the morning? Give 3 main factors.• Specific to the role and to the VSO:- How are you interested in this role for this VO?- What is attracting you to this volunteer role?- What interest you most/least about this role?• About the past:- What do/did you like most/least in your current/past working experience?- What frustrates you about a job/an activity?- Why have you left your previous jobs/volunteering roles?- What would make you leave the VO you are volunteering for?
Active Listening•Verbal Responses- Paraphrase- Short questions- Acknowledgement• Non-verbal responses• Hear what is not being said• Am I really listening OR am I waiting totalk?
On-line Test 1The Professional Values & Story Index (PVSI) is designed to help people understandwhat’s most meaningful and motivating to them in their work livesBased on the 12-archetype model created by Dr. Carol S. Pearson with its own uniqueset of talents, qualities and motivators.“Lover” individuals are most fulfilled by building relationships. Naturally appreciative,passionate and committed, they enjoy creating consensus and motivating others to seeand utilize their own special gifts. Theyre usually excited and challenged byopportunities to enjoy the richness and fullness of life.http://www.storybranding.com/site/take-the-pvsi-survey.php#step_1
On-line Test 2Re-read the descriptions for your top three interests.This will help you see what your interests are and what is most importantto you and provide an additional focus when you come to consider some ofthe types of organisation to be found in the voluntary sector.http://www.workingforacharity.org.uk/uploads/Files/Reviewing_My_Interests.pdf
Action 2 Develop employment partnership with JobCentres to prevent wrong orientationsContact Job Centre Plus Work Clubs, support to help find a job Work Together, volunteering opportunities for jobseekers
requirements• What will the learner be able to do at the end of the session• (in terms of knowledge, skills, attitudes)?• apply on-line for volunteering opportunities• go through the application process with success• know how important it is to check how the volunteering opportunity matches their own expectations and availability• get a better understanding on their motivators to become a volunteer• know more about the voluntary sector in general and about the different roles in a charity• understand how the West London Voluntary and Community Sector is structured, and how they will be part of it• plan their next step with the Volunteer Centre and be able to take action and start volunteering• be aware of the importance to honor volunteering commitment and be reliable• get ready for the interview with volunteer managers
Action 4 Offer simple coaching services used forPerformance Management by line-managers incompanies
CoachingA process to help you to movefrom where you are todayto where you want to beand to do it more quickly and effectively than if you were on your ownThe 3 D’sDysfunction -> therapyDistress -> counselling (past oriented)Desire -> coaching (future oriented), “for Good people who want to be Great”The coach is not a FIXER, he doesn’t give advice nor suggestions.The coach is like a DETECTIVE, he asks the right questions at the right time. Theclient has the ownership of the problem to increase his commitment.
Some tools for career orientation anddevelopment- Lifeline exercise- My values- When I’m at my best Success- My skills- My interests Marketing- My ideal job compass- Summary: my personal coat of arms- My options, action planning Opportunities- My key achievements(STAR, Situation, Action, Task, Result) Discover- My personal profile- My elevator speech Explore- Get ready to interview questions- Ideas bank Job search framework- Delve into the past (your dream job)- My 25 re-energizing activities- Ask 10 people on kind of job and my key skills- Brainstorming based on skills and interests- Select 3 options and meet people with these jobs just for info
Action 5 Brief Volunteer Managers on some HR retention techniquesBriefing Outlines: Feed-back game Give positive feed-back, the number one motivator! Give regular rewards and recognition Send volunteers to training and conferences Sign a letter of agreement Be available to volunteers Provide free food Have Fun ! Hire staff or brief staff on “positive volunteer attitude”
HIRE STAFF THAT ARE COMMITTED TO VOLUNTEERSIn most non-profit organizations, we depend on volunteers to carry out our mission.The role of the staff is to provide the resources for the volunteer staff.Successful VSO’s do not differentiate between paid staff and volunteer staff. Theyare equal.When hiring paid staff, always ask these questions:What is your experience in working with volunteers?How have you handled volunteers who dont follow through?How have you increased your effectiveness with the work of volunteers?Tell me about an exciting experience you have had in working side by side with avolunteer in your past work experience.Tell me about an unsuccessful experience you had in working with a volunteer inyour last job.
How can HR practices and tools help face some of thechallenges met by Volunteer Centers? Questioning Techniques Retention Strategy Active Listening Skills Feed-back techniques Personality Testing Reward Plan Employment Partnership Learning & Development Career Coaching Design interactive workshop