How to assign tasks to volunteers.

ProjectHeena.com | Himanshu Chanda
How to assign tasks to volunteersHow to assign tasks to volunteers
AndAnd
Get Things DoneGet Things Done
A guide for Non-ProfitsA guide for Non-Profits
by ProjectHeena.comby ProjectHeena.com

 ProjectHeena.com is an online platform to
engage volunteers, showcase good work and
spread awareness. A website to collaborate
and bring Change!
 We help dozens of NGOs manage tasks and
volunteers; Hence know a thing or two about
tasks that achieve results!
Who are we? Why listen to us?

 Let that word be C L A R I T YC L A R I T Y
 The more detailed (yet precise) you are,
the lesser follow ups and better results you
see.
If you could remember just one word!
Here are 10 Rules that help youHere are 10 Rules that help you
gain more results with Clarity.gain more results with Clarity.

 Titles make the first impression. Introduce
in a succinct and interesting way.
 Same like your Subjects ensures Emails are
opened, the task title ensures its read
further
 A short & sweet title/blurb is quickly read
and makes the volunteer explore further.
#1 – The Ask (aka Task)

Wrong Titles VS Right Titles
Wrong Right
Need Social Media manager Need someone to manage FB page during
evenings
Graphic Designer, Corel Draw, Photoshop Require an illustrator to create 3 info-
graphic for us (data available)
Computer software volunteer Volunteer to develop Android mobile apps
for disaster management
Help in Research and Development Research assistant required for 3 months
to collate data on …

 Remember:
Right tasks + Right people = Right results
 Ensure your task highlights all the required
skills, time availability and the right location
you require the volunteer at.
#2 – The Right Match

Check the right match
Sr # Attributes
1 Location
2 Time
3 Skills
4 Preferred Cause
5 Right Attitude

 Break the project in small achievable tasks
 Smaller tasks are easier to understand,
achievable, clear and the quality is
measurable
 Overloading the volunteer will make them
run away
#3 – One task at a time

Example: Break Complex tasks further
Project – Teach under privileged kids
Break the task as per subjects (Math, Science etc.)
Arrange separate volunteers for logistics (Book Distribution etc.)
Volunteers for Content writing
Volunteer to manage and administer (attendance, score etc.)
(Bifurcate the task to make it as small as possible that it cannot
be bifurcated further)

 Provide as many details as possible
 In the long run it reduces corrections,
follow ups, confusions, queries to a very
good extent
#4 - The devil is in the details

How to detail a task
Consider answering the following questions
Have you mentioned the location, skills and time
Discuss about how the overall task needs to be done
How will you evaluate the task closure
What are the Frequently asked questions
What will the doer achieve by completing this task
What are the attributes of an ideal volunteer for this task

 Have an exit criteria for every task when it
will be considered completed
 Take care of contingencies and the end
result you expect
 If you want the volunteer to amend or
assist you post the task is completed,
mention that upfront.
#5 – Set Clear Goals

Clear Goals – Define exit criteria
Check following examples
Mention the quantity if needed. Ex – write 3 unique articles of
at least 500 words
Highlight the quality standards you want the person to
maintain and what to do in case of discrepancy
State the deadline and mode in which you want to get the
work done
Tip: Highlight end goals to let the volunteer visualize the
outcomes.

 Why a volunteer should do this for you
 Highlight the impact previous volunteers
have done doing similar tasks
 Show how the initiative will sustain once
the volunteer engages with the non-profit.
#6 – Show the impact

 Even after every precaution there are
chances of further queries. Let the
volunteer know how the same can get
resolved.
 What to do when things don’t work. Who
to get in touch with and how things will get
sorted
#7 – For Concerns and Queries

 Keep people updated about the progress, if
the tasks are offline/work from
home/spans multiple days do talk to them
in between.
 This helps to know the status and keep the
volunteer motivated.
 Caution: Don’t overdo it
#8 - Keep 'em engaged

 Always acknowledge whatever has been
provided by the volunteer. Credit the good
work.
 In case if the volunteer has done well,
attest the work with a testimonial. For
volunteers from academic institutes issue a
certificate if required.
#9 – Acknowledge & Close

How we implement on ProjectHeena
Title and Short blurb
A picture of the task or
impact possible
Task related details – Skill,
Location and Time required
About the NGO/ Task
CreatorAll the details required
Other Task Stats
Volunteer working on
the same
Credits, Comments and
acknowledgement
Image and Status of the
activity

 While we have covered everything we have
learnt till date; Let us know if we should
include anything more
 In case if things still don’t work seek for
professional help (Hint: ProjectHeena team
is readily available)
#10 – Contact Us

Hope you have aHope you have a
Great Volunteering Experience!Great Volunteering Experience!
Himanshu ChandaHimanshu Chanda
@HimanshuChanda@HimanshuChanda
@ProjectHeena@ProjectHeena
himanshu@projectheena.comhimanshu@projectheena.com

How to assign tasks to volunteers.

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