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Volunteer Mgt Workshop


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another full day workshop => in the throws of revisions

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Volunteer Mgt Workshop

  1. 1. Volunteer management: motivation and retention Sarajean Rossitto TUJ Conted - December 2008
  2. 2. Outline for today <ul><li>Introductions </li></ul><ul><li>Opening Discussion </li></ul><ul><li>Volunteer roles </li></ul><ul><li>Needs assessment </li></ul><ul><li>Recruitment and selection </li></ul><ul><li>Keeping volunteers </li></ul><ul><li>Monitoring, evaluating </li></ul><ul><li>Volunteer mgt policies </li></ul>
  3. 3. introductions <ul><li>Tell us your name and about yourself: </li></ul><ul><ul><li>Your volunteer or intern experience. </li></ul></ul><ul><ul><li>Your experience managing interns or volunteers. </li></ul></ul><ul><ul><li>What you want to get out of this workshop? </li></ul></ul><ul><ul><li>Why you are going us today? </li></ul></ul><ul><ul><li>Why is volunteer mgt an issue of discussion? </li></ul></ul>
  4. 4. Introductions <ul><li>Who am I? </li></ul><ul><li>Sarajean Rossitto </li></ul><ul><li>Tokyo-based, Nonprofit NGO consultant </li></ul><ul><li>Work contents: skills training, project and event facilitation, linking Japanese nonprofit NGOs to other groups </li></ul>
  5. 5. Projects, Events &Workshops
  6. 6. Different standpoints: <ul><li>Multiple step process of managing vols and interns </li></ul><ul><li>- Proactive </li></ul><ul><ul><ul><li>Continuous process </li></ul></ul></ul><ul><ul><ul><li>Similar to regular staff mgt. </li></ul></ul></ul><ul><ul><ul><li>Planning & needs based </li></ul></ul></ul><ul><ul><ul><li>Defined roles. </li></ul></ul></ul><ul><li>- Reactive </li></ul><ul><ul><ul><li>Crisis needs based </li></ul></ul></ul><ul><ul><ul><li>Placing people suddenly. </li></ul></ul></ul><ul><ul><ul><li>Taking anyone who comes in the door. </li></ul></ul></ul>
  7. 7. Discussion <ul><li>Benefits – how do volunteers and interns contribute to nonprofit NGO? </li></ul><ul><li>Challenges – what difficulties do orgs face in managing volunteers and interns? </li></ul>
  8. 8. Proactive Process Recruitment Need assessment Evaluation Planning Orientation Monitoring Training
  9. 9. Scenario review <ul><li>Review the situation and discuss in groups: </li></ul><ul><li>What is the situation? </li></ul><ul><li>Where did the org fail the intern/volunteer? </li></ul><ul><li>What systems/measures might have helped prevent the problem? </li></ul><ul><li>What could be done to resolve the problems? </li></ul><ul><li>Share some observations . </li></ul>
  10. 10. Finding keeping & retaining Volunteers <ul><li>Behind what we will talk about today is an understanding that the following are important: </li></ul><ul><li>Keep your goal and mission in mind. </li></ul><ul><li>Volunteers bring a lot to any org. </li></ul><ul><li>Need to think win-win. </li></ul><ul><li>Focus on the areas you can control. </li></ul><ul><li>Open communication is key. </li></ul>
  11. 11. Challenge #1 => boundaries, knowing your position as a volunteer What is the role and function of volunteers and interns in an organization? The roles of volunteers
  12. 12. Volunteer roles <ul><li>There are tools for matching needs and interests - </li></ul><ul><li>But first </li></ul><ul><li>- an org needs to have clearly defined roles and responsibilities for volunteers </li></ul><ul><li>- and you have to know your needs. </li></ul><ul><li>Does any group you have worked with have clearly defined the role and Responsibility of volunteers and/or interns? Why? Why not? </li></ul>
  13. 13. Roles and functions <ul><ul><li>Depends on the type of org </li></ul></ul><ul><ul><li>Depends on the size and capacity </li></ul></ul><ul><ul><li>Depends on the org structure </li></ul></ul><ul><ul><li>BUT should be clarified </li></ul></ul>
  14. 14. Organizational structure #1. Membership Volunteers Board of Directors Staff
  15. 15. Organizational structure #2. Membership Staff Volunteers/interns Board of Directors
  16. 16. Different structures, different roles <ul><li>Looking at the 2 different structures – what are the roles and responsibilities of the main actors. </li></ul><ul><li>Board members </li></ul><ul><li>Staff </li></ul><ul><li>Volunteers and interns </li></ul><ul><li>Members </li></ul><ul><ul><li>How do their roles & responsibilities differ? </li></ul></ul><ul><ul><li>How are they the same? </li></ul></ul>
  17. 17. Role and Responsibility <ul><li>Board </li></ul><ul><ul><li>Governance </li></ul></ul><ul><ul><li>Fiduciary </li></ul></ul><ul><ul><li>Staff </li></ul></ul><ul><ul><li>Fundraising </li></ul></ul><ul><ul><li>Membership development </li></ul></ul><ul><ul><li>Legal </li></ul></ul><ul><li>Staff </li></ul><ul><ul><li>Daily operations </li></ul></ul><ul><ul><li>Project coordination </li></ul></ul><ul><ul><li>Admin mgt. </li></ul></ul><ul><ul><li>Operations </li></ul></ul><ul><ul><li>Finances </li></ul></ul><ul><ul><li>Fundraising </li></ul></ul><ul><ul><li>Planning </li></ul></ul><ul><ul><li>Events </li></ul></ul>
  18. 18. Volunteers and interns Role and Responsibility in a developed org <ul><li>Supplemental role - to org/own life </li></ul><ul><ul><li>Project support </li></ul></ul><ul><ul><li>Administrative support </li></ul></ul><ul><ul><li>No financial responsibility </li></ul></ul><ul><ul><li>No legal responsibility </li></ul></ul><ul><ul><li>May be members </li></ul></ul><ul><ul><li>Learning opportunity </li></ul></ul><ul><ul><li>Social opportunity </li></ul></ul><ul><ul><li>Way to make a difference </li></ul></ul><ul><ul><li>Community involvement </li></ul></ul>
  19. 19. Effective volunteer management starts with understanding what motivates volunteers. Why Volunteer?
  20. 20. What volunteers and interns want <ul><li>Why do people volunteer or intern in nonprofit NGOs? </li></ul><ul><li>What motivated people to get involved in the groups you have been involved in? </li></ul><ul><ul><li>How do you know this? </li></ul></ul><ul><ul><li>Where did you get this info? </li></ul></ul>
  21. 21. Motivation – individual needs <ul><li>They should feel the work: </li></ul><ul><ul><li>Is meaningful and significant. </li></ul></ul><ul><ul><li>Is interesting. </li></ul></ul><ul><ul><li>Has a purpose </li></ul></ul><ul><ul><li>Is doable - that they can accomplish something. </li></ul></ul><ul><ul><li>Can fit into their schedule - part-time? </li></ul></ul><ul><ul><li>Small enough in scope to be understood and productively approached. </li></ul></ul>
  22. 22. Motivation – individual needs <ul><li>They should feel: </li></ul><ul><ul><li>‘ Ownership’ and ‘responsibility’ for the job. </li></ul></ul><ul><ul><li>That they have some input into and control over the work they are asked to do. </li></ul></ul><ul><ul><li>They are ‘worked with.’ </li></ul></ul><ul><ul><li>Appreciated </li></ul></ul><ul><ul><li>Good about having achieved something. </li></ul></ul><ul><ul><li>Valued. </li></ul></ul>
  23. 23. Motivation – org needs <ul><li>Volunteer work should: </li></ul><ul><li>Be significant to the organization. </li></ul><ul><li>Be needed – should be a reason. </li></ul><ul><li>Be ‘Goal’ and Mission centered. </li></ul><ul><li>Have defined outputs, expectations, & concrete outcomes. </li></ul><ul><li>Have clear dates by which things are to be completed. </li></ul><ul><li>Fit within the org’s schedule. </li></ul><ul><li>Small enough in scope to be productively approached in a few hours a week, or designed to be shared among a group of volunteers. </li></ul>
  24. 24. Needs assessment and planning Challenge #2 => Finding a balance between What you need & What volunteers want
  25. 25. ORG NEEDS & VOLUNTEER INTERESTS <ul><li>Balancing work needs (objectively based) with interest/feelings (subjectively based) </li></ul><ul><li>Org Preparation is very important </li></ul><ul><li>Simple tools for clarifying needs and interests </li></ul><ul><ul><ul><li>#1 Volunteer job description/work agreement </li></ul></ul></ul><ul><ul><ul><li>#2 Volunteer introduction/inventory/application sheet </li></ul></ul></ul>
  26. 26. Assessing your needs <ul><li>Work areas: </li></ul><ul><li>Direct assistance to an individual client. (Counseling, visitation, mentoring, etc.) </li></ul><ul><li>Office administrative help. (Information services, filing, messengers, etc.) </li></ul><ul><li>Direct assistance to staff. (Research, training, computer assistance, etc.) </li></ul><ul><li>Outreach. (Speakers bureau, fundraising, client marketing, etc.) </li></ul><ul><li>Advocacy (citizens voice, local/global campaigns) </li></ul><ul><li>Community organizing (people from the community can mobilise others) </li></ul>
  27. 27. Assessing your needs <ul><li>Objective factors </li></ul><ul><li>Skill sets </li></ul><ul><li>Knowledge </li></ul><ul><li>Education </li></ul><ul><li>Experience </li></ul><ul><li>What is required VS what is preferred </li></ul><ul><li>More subjective factors </li></ul><ul><li>Project or org needs </li></ul><ul><ul><ul><li>Personality </li></ul></ul></ul><ul><ul><ul><li>Maturity </li></ul></ul></ul><ul><ul><ul><li>Sensitivity </li></ul></ul></ul><ul><ul><ul><li>Experience </li></ul></ul></ul><ul><ul><ul><li>Desire to learn </li></ul></ul></ul><ul><ul><ul><li>Flexibility </li></ul></ul></ul><ul><ul><ul><li>Ability to do grunt work </li></ul></ul></ul><ul><li>How flexible are these? </li></ul>
  28. 28. Assessing your needs <ul><li>What type of skills, education and/or experience does the job require? </li></ul><ul><ul><li>Office/admin </li></ul></ul><ul><ul><li>Tech/IT </li></ul></ul><ul><ul><li>Communications </li></ul></ul><ul><ul><li>Pr and marketing </li></ul></ul><ul><ul><li>Fundraising </li></ul></ul><ul><ul><li>Event or project coordination </li></ul></ul><ul><ul><li>Language </li></ul></ul><ul><ul><li>Professional or volunteer experience? </li></ul></ul><ul><ul><li>Interest level – is issue commitment necessary? </li></ul></ul><ul><ul><li>Education level and type - certificate or lisence? </li></ul></ul>
  29. 29. Assessing your needs <ul><li>Timeframe/schedule </li></ul><ul><ul><li>How often is there a need? </li></ul></ul><ul><ul><li>One day ? Regular ? </li></ul></ul><ul><ul><li>Over what period of time? </li></ul></ul><ul><ul><li>Can the work be done on a flexible schedule? </li></ul></ul><ul><ul><li>Do your need the volunteer during set hours? </li></ul></ul><ul><ul><li>Can this work be done during the evenings? Weekends? </li></ul></ul><ul><ul><li>What is your minimum/maximum time commitment required? </li></ul></ul>
  30. 30. Assessing your needs <ul><li>Location </li></ul><ul><ul><li>Is it desk work? in the field? </li></ul></ul><ul><ul><li>Is the work done in the HQ? </li></ul></ul><ul><ul><li>Can some of the work be done at home? Must it all be done at the office? </li></ul></ul><ul><ul><li>Will some work require travel or other outside the office responsibilities? </li></ul></ul>
  31. 31. Assessing your needs <ul><li>Decide what types of volunteers could be of assistance to you. Sample categories of work: </li></ul><ul><li>Areas of work that staff don’t want to do. </li></ul><ul><li>Areas in which there is too much work for staff to do alone </li></ul><ul><li>Areas where creating volunteer assistants may extend staff resources. </li></ul><ul><li>Areas in which you can extend services because volunteers would allow staff to focus or begin other work. </li></ul><ul><li>Also consider jobs based on the recipients of the service. </li></ul>
  32. 32. Tools - Volunteer job descriptions <ul><li>Key elements of the JD </li></ul><ul><ul><ul><li>Project intro </li></ul></ul></ul><ul><ul><ul><li>Skills needed/to be learned </li></ul></ul></ul><ul><ul><ul><li>Time commitment/basic time line </li></ul></ul></ul><ul><ul><ul><li>Key deadlines </li></ul></ul></ul><ul><ul><ul><li>Impact of the volunteer work </li></ul></ul></ul><ul><ul><ul><li>Appreciation? </li></ul></ul></ul><ul><ul><ul><li>Grunt work? </li></ul></ul></ul><ul><ul><ul><li>Be careful of overdoing it! </li></ul></ul></ul>
  33. 33. Tools - Volunteer job descriptions <ul><li>Allows you to outline your priorities and needs: </li></ul><ul><li>Gives them the chance to show their interest </li></ul><ul><li>Allow them to design a vol or internship with some parts of the JD to meet their interests - without giving up org needs. </li></ul>
  34. 34. Group Discussion <ul><li>Review some sample volunteer and intern JDs: </li></ul><ul><li>What is attractive/Not attractive about the JD? </li></ul><ul><li>How you revise the JD to make it more appealing? </li></ul><ul><li>What can be applied practically? </li></ul><ul><li>Make a sample JD based on one of your group members experience. </li></ul><ul><li>Give a short overview of what you came up with. </li></ul>
  35. 35. Volunteer mgt tools <ul><li>Volunteer introduction / application forms </li></ul><ul><li>Assess their interests and background </li></ul><ul><ul><li>Find out their needs </li></ul></ul><ul><ul><li>Match them with jobs or not … </li></ul></ul><ul><li>What are some of the questions you would ask? </li></ul><ul><li>Review some samples </li></ul><ul><ul><li>Which are more effective than others? Why? </li></ul></ul>
  36. 36. Volunteer mgt tools <ul><li>Volunteer introduction / application forms </li></ul><ul><li>Some of the key bits of info you need: </li></ul><ul><ul><li>Self intro </li></ul></ul><ul><ul><li>Contact info – email, phone </li></ul></ul><ul><ul><li>Why they want to volunteer – interest, required, free time, lonely, social, community contribution, etc, </li></ul></ul><ul><ul><li>Skills they have – computer, language, project, volunteer, admin </li></ul></ul><ul><ul><li>What they want to learn – skills, issue, </li></ul></ul><ul><ul><li>Time commitment and time frame – hours per week, how many months </li></ul></ul><ul><ul><li>Grunt work related Qs </li></ul></ul><ul><li>Be careful of overdoing it! </li></ul>
  37. 37. Group Discussion #4 <ul><li>Review some sample forms: </li></ul><ul><li>Which are more less effective and why? </li></ul><ul><li>Select one format - How would you adjust it to best find the person your want for JD #1 or #2 or #3? </li></ul><ul><li>Share what you came up with. </li></ul>
  38. 38. Recruitment and selection Challenge #3=> Finding those people you need. How do you bring in the people you want?
  39. 39. Recruiting your targets <ul><li>You know what you need but… </li></ul><ul><li>Who has the skills and/or experience you require? </li></ul><ul><li>Who has the time you require? </li></ul><ul><li>What will attract those people? </li></ul><ul><li>What are their interests? </li></ul><ul><li>… and how will you find them? </li></ul>
  40. 40. Recruitment - examples <ul><li>For what target groups do these make sense? </li></ul><ul><li>What types of volunteers will be attracted? </li></ul><ul><ul><ul><li>Your website </li></ul></ul></ul><ul><ul><ul><li>Blogs </li></ul></ul></ul><ul><ul><ul><li>Mixi </li></ul></ul></ul><ul><ul><ul><li>Events </li></ul></ul></ul><ul><ul><ul><li>NGO/Nonprofit info sites </li></ul></ul></ul><ul><ul><ul><li>Handing out fliers </li></ul></ul></ul><ul><ul><ul><li>Group mailings </li></ul></ul></ul><ul><ul><ul><li>DM </li></ul></ul></ul><ul><ul><ul><li>Free papers </li></ul></ul></ul><ul><ul><ul><li>Speed matching events </li></ul></ul></ul><ul><ul><ul><li>Info sessions/volunteer guidance sessions ( 説明会) </li></ul></ul></ul><ul><ul><ul><li>Other? </li></ul></ul></ul>
  41. 41. What makes an effective info session? <ul><li>What would you include in an info session? </li></ul><ul><li>What will you tell them? </li></ul><ul><li>What materials would you give out? </li></ul><ul><ul><li>Org intro Staff introductions </li></ul></ul><ul><ul><li>Past successes Board intro </li></ul></ul><ul><ul><li>Financial report Annual report </li></ul></ul><ul><ul><li>Publications Newsletter </li></ul></ul><ul><ul><li>Contracts/agreements Signup sheet </li></ul></ul><ul><ul><li>Fliers on events Slide show </li></ul></ul><ul><ul><li>History Intro to intern/vol needs </li></ul></ul><ul><ul><li>Mgt policy materials Vol/intern policy materials </li></ul></ul><ul><ul><li>Set up email accounts Tour of office </li></ul></ul><ul><ul><li>Org history Other? </li></ul></ul>
  42. 42. What makes an effective info session? <ul><li>Info session sample outline 1 </li></ul><ul><li>Time 60 min </li></ul><ul><li>Contents </li></ul><ul><li>Org Intro (10 min) </li></ul><ul><li>Intro to staff and roles (5 min) </li></ul><ul><li>Intro to main projects (5 min) </li></ul><ul><li>Intro to intern/vol roles, needs & JDs (10min) </li></ul><ul><li>Q & A (10min) </li></ul><ul><li>Time to fill in forms (5min) </li></ul><ul><li>Gage interest, set up interviews/ Confirm next steps (10min) </li></ul><ul><li>What materials are useful? </li></ul><ul><li>Info session sample outline 2 </li></ul><ul><li>Time 90 min </li></ul><ul><ul><li>Contents </li></ul></ul><ul><ul><li>Self intro (5-10 min) </li></ul></ul><ul><ul><li>Org Intro (10 min) </li></ul></ul><ul><ul><li>Slideshow /Video (10 min) </li></ul></ul><ul><ul><li>Q % A (10 min) </li></ul></ul><ul><ul><li>Intro to intern/vol roles, needs & JDs (10-15min) </li></ul></ul><ul><ul><li>Q & A plus time to fill in forms (15min) </li></ul></ul><ul><ul><li>Intro to staff supervising each vol & direct discussion (15 min) </li></ul></ul><ul><ul><li>Confirm next steps - Set schedule (10 min) </li></ul></ul>
  43. 43. Group discussion on Recruitment <ul><li>Brain storm how to find people your organization needs. </li></ul><ul><li>Each group will focus on one JD. </li></ul><ul><li>How do you get info to them? </li></ul><ul><ul><ul><ul><li>What media works best? </li></ul></ul></ul></ul><ul><ul><ul><ul><li>What will appeal to them? </li></ul></ul></ul></ul><ul><li>How do you get people to your office? </li></ul><ul><ul><ul><ul><li>Do you have regular events? </li></ul></ul></ul></ul><ul><ul><ul><ul><li>When is good to do these? </li></ul></ul></ul></ul>
  44. 44. Lunch time!
  45. 45. Vol roleplay – 1 st day on the job <ul><li>One person is the new volunteer </li></ul><ul><li>Others are employees & volunteers in the organization </li></ul><ul><li>Read your role </li></ul><ul><ul><li>Understand the situation and you position </li></ul></ul><ul><ul><li>Give me back the card </li></ul></ul>
  46. 46. Discuss the role play <ul><li>What happened? </li></ul><ul><li>Why did the difficulties occur? </li></ul><ul><li>How could these have been solved in advance? </li></ul><ul><li>How could these have been dealt with afterwards? </li></ul>
  47. 47. Support at the start & ongoing <ul><li>Getting off on the right foot </li></ul><ul><ul><li>Interview </li></ul></ul><ul><ul><li>Orientation </li></ul></ul><ul><li>Ongoing support </li></ul><ul><ul><li>Training </li></ul></ul><ul><ul><li>Supervision </li></ul></ul><ul><ul><li>Evaluation </li></ul></ul>
  48. 48. What makes an effective interview? <ul><li>Personalised interviews </li></ul><ul><li>Screening of potential volunteers </li></ul><ul><li>Select vols that match your org needs and style </li></ul><ul><li>Be open to diversity </li></ul><ul><li>You do not need to take every warm body that walks through the door </li></ul><ul><li>Give them a sense of long-term impacts and be realistic about the contents of the work. </li></ul><ul><li>Identify and weeds out those with goals related to the positions you have available </li></ul>
  49. 49. Supporting volunteers from the start <ul><li>Orientation </li></ul><ul><li>What should be taught? </li></ul><ul><li>Some elements: </li></ul><ul><ul><li>Show direction. </li></ul></ul><ul><ul><li>Organizational intro </li></ul></ul><ul><ul><li>Staff/board intro </li></ul></ul><ul><ul><li>Policies over time </li></ul></ul><ul><ul><li>Workspace, supervisor </li></ul></ul><ul><ul><li>Job description and agreement </li></ul></ul><ul><ul><li>Communication/Valuing. </li></ul></ul><ul><li>Training </li></ul><ul><li>What skills can be shared? </li></ul><ul><li>Examples: </li></ul><ul><ul><li>Computer/IT. </li></ul></ul><ul><ul><li>Project mgt. </li></ul></ul><ul><ul><li>Phone manner. </li></ul></ul><ul><ul><li>Writing skills development </li></ul></ul><ul><ul><li>Network enhancement. </li></ul></ul><ul><ul><li>Social &/or global issues linkages. </li></ul></ul><ul><ul><li>Issue and solution connection. </li></ul></ul><ul><ul><li>Communication/Valuing. </li></ul></ul>
  50. 50. Ongoing volunteer support <ul><li>Supervision </li></ul><ul><li>Who </li></ul><ul><ul><ul><li>Staff partner </li></ul></ul></ul><ul><li>How </li></ul><ul><ul><ul><li>Journal </li></ul></ul></ul><ul><ul><ul><li>Meetings </li></ul></ul></ul><ul><ul><ul><li>Outputs </li></ul></ul></ul><ul><li>Scheduling </li></ul><ul><ul><ul><li>Time sheet </li></ul></ul></ul><ul><ul><ul><li>Regularity </li></ul></ul></ul><ul><ul><ul><li>Meeting </li></ul></ul></ul><ul><ul><ul><li>Follow-up </li></ul></ul></ul><ul><li>Communication/Valuing </li></ul><ul><li>Evaluation </li></ul><ul><li>Ongoing assessment </li></ul><ul><ul><li>Set policy </li></ul></ul><ul><ul><ul><li>i.e. every 2 months, at the end of each project phase </li></ul></ul></ul><ul><ul><li>Regular </li></ul></ul><ul><ul><ul><li>No surprises </li></ul></ul></ul><ul><ul><ul><li>Follow-up </li></ul></ul></ul><ul><ul><li>Measurable </li></ul></ul><ul><ul><ul><li>Set questions or check list </li></ul></ul></ul><ul><ul><li>Communication/Valuing </li></ul></ul>
  51. 51. Ongoing volunteer support <ul><li>Contracts & agreements </li></ul><ul><li>Has anyone had a volunteer or intern contract? </li></ul><ul><li>What was included? / What should be included? </li></ul><ul><li>How can you use a contract or agreement as a supportive document for the volunteer? For the organization? </li></ul>
  52. 52. Ongoing volunteer support <ul><li>Agreements and contracts </li></ul><ul><li>Key contents: rights and responsibilities </li></ul><ul><ul><li>Role? </li></ul></ul><ul><ul><li>Focus of work? </li></ul></ul><ul><ul><li>Expectations? </li></ul></ul><ul><ul><li>Deadlines? </li></ul></ul><ul><ul><li>Supervisor? </li></ul></ul><ul><ul><li>Schedule? </li></ul></ul><ul><ul><li>Insurance coverage? </li></ul></ul><ul><ul><li>In case of emergency? </li></ul></ul><ul><ul><li>Refer to policies or spell them out in detail? </li></ul></ul>
  53. 53. Ongoing volunteer support <ul><li>Evaluation and review </li></ul><ul><li>review projects/ review basic duties </li></ul><ul><li>reward/acknowledge successes </li></ul><ul><li>review training needs /offer incentives </li></ul><ul><li>independent work - encourage reporting - accountability. </li></ul><ul><li>develop work plans - identify obstacles </li></ul><ul><li>Review past work and decide on next steps </li></ul><ul><li>Self eval and eval from other staff </li></ul>
  54. 54. Group work <ul><li>Work in two groups </li></ul><ul><li>Group A will focus on how to support volunteers – see worksheet </li></ul><ul><li>Group B will focus on evaluation of volunteers – contract and check list as reference materials </li></ul>
  55. 55. Volunteer retention & “Valuing” Challenge #4 => vol turn over How do we keep our volunteers? Challenge #5 => appreciation How do we let them know they are important?
  56. 56. Discussion <ul><li>Why do volunteers leave? </li></ul><ul><li>Why do volunteer stay? </li></ul><ul><li>How can orgs motivate volunteers? </li></ul><ul><li>What are some effective methods for keeping volunteers? </li></ul>
  57. 57. Retention <ul><li>Why do they leave? </li></ul><ul><li>Examples: </li></ul><ul><ul><li>Semester is over </li></ul></ul><ul><ul><li>Life changes </li></ul></ul><ul><ul><li>Lack of interest </li></ul></ul><ul><ul><li>Bored by work </li></ul></ul><ul><ul><li>Project is over </li></ul></ul><ul><ul><li>Lack of impact </li></ul></ul><ul><ul><li>Lack of commitment </li></ul></ul><ul><ul><li>Feel useless </li></ul></ul><ul><ul><li>Too much grunt work </li></ul></ul><ul><ul><li>Can not get along with others </li></ul></ul><ul><li>Why do they stay? </li></ul><ul><li>Examples: </li></ul><ul><ul><li>Have to </li></ul></ul><ul><ul><li>Have time </li></ul></ul><ul><ul><li>Interested </li></ul></ul><ul><ul><li>New project </li></ul></ul><ul><ul><li>Feeling they make a difference </li></ul></ul><ul><ul><li>Skills are used </li></ul></ul><ul><ul><li>Commitment </li></ul></ul><ul><ul><li>Feel welcome & part of the team </li></ul></ul><ul><ul><li>Made friends </li></ul></ul>Which are within our control or sphere of influence? Which are not?
  58. 58. Volunteer retention <ul><li>Necessity for insitutionalisation: </li></ul><ul><li>Objective and subjective elements </li></ul><ul><li>All lead back to goals and mission </li></ul><ul><li>All lead back to JD </li></ul><ul><li>Requires leadership . </li></ul>
  59. 59. Valuing <ul><li>Tools and policies => Institutionalised appreciation and recognition </li></ul><ul><li>Feeling valued/showing a person’s value to the org, to the project, to the beneficiaries. </li></ul><ul><li>Easy to say they are valued – but do they feel it? How do you know? </li></ul>
  60. 60. Questions to consider <ul><li>Appreciation/valuing systems </li></ul><ul><li>What policies and/or tools do orgs you have worked with have in place? </li></ul><ul><li>How do orgs you have worked with show appreciation to volunteers formally and informally? </li></ul><ul><li>Who is responsible for doing this? Why those people? </li></ul><ul><li>Does this happen at all levels: BoD? Staff? Interns? Vols? Members? Donors? Etc. </li></ul>
  61. 61. Appreciation/valuing tools <ul><li>In Words </li></ul><ul><li>Comments at morning meetings & the end of each vol. session </li></ul><ul><li>Orientation style </li></ul><ul><li>Birthday greetings </li></ul><ul><li>Telling them the impact of their work </li></ul><ul><li>Thanking </li></ul><ul><li>Saying thanks </li></ul><ul><li>Ways of communicating with volunteers </li></ul><ul><li>Systematic and spontaneous </li></ul>
  62. 62. Appreciation/valuing systems - tools <ul><li>Actions </li></ul><ul><li>Events </li></ul><ul><li>– regularly organized lunches or coffee breaks </li></ul><ul><li>Parties </li></ul><ul><li>Training sessions </li></ul><ul><li>Asking them to do presentations or give trainings </li></ul><ul><li>Mixing boring work with fun </li></ul><ul><li>Acknowledgement </li></ul><ul><li>In program </li></ul><ul><li>At events </li></ul><ul><li>In newsletters </li></ul><ul><li>Giving a certificate, award or medal </li></ul><ul><li>Giving org items </li></ul>
  63. 63. Appreciation/valuing systems - tools <ul><li>Actions - Institutionalise </li></ul><ul><li>Database </li></ul><ul><li>Checklist </li></ul><ul><li>Monthly events </li></ul><ul><li>Having a staff person in charge of this. </li></ul><ul><li>Words - institutionalise </li></ul><ul><li>Training and orientation programs </li></ul><ul><li>Communications training for all </li></ul><ul><li>Setting a standard for internal communication. </li></ul>
  64. 64. Group Discussion <ul><li>Valuing </li></ul><ul><li>Brainstorm all the possible forms of valuing Include ways that communicate appreciate in both Words and Actions </li></ul><ul><li>Review your list - which are the most realistic for your organization. </li></ul><ul><li>Why are some possible and other not possible? </li></ul><ul><li>Give a short overview of what you came up with. </li></ul><ul><li>What can you apply from the other lists? </li></ul>
  65. 65. Volunteer exit & output strategy Challenge #5 => volunteers leaving Different circumstances 1. “Natural” End of contract, position 2. “Forced” ending, asking a person to leave
  66. 66. Volunteer Output System <ul><li>End their time at the org </li></ul><ul><li>Conduct an exit interview </li></ul><ul><li>can be useful for determining what things are working well, and where improvements might be needed. </li></ul><ul><li>can be helpful in helping you to understand why volunteers leave or stay on </li></ul><ul><li>Stay in touch => depends on their role & interest </li></ul>
  67. 67. Volunteer Output System <ul><li>Forced early ending of a volunteer commitment </li></ul><ul><li>Not just “getting rid of volunteers” </li></ul><ul><li>Examples: </li></ul><ul><ul><li>People who need friends. </li></ul></ul><ul><ul><li>Those who are more trouble than help. </li></ul></ul><ul><ul><li>Those who just to be affiliated with the group. </li></ul></ul><ul><ul><li>Those who harass others. </li></ul></ul><ul><ul><li>Those who hurt the rep of the org. </li></ul></ul><ul><li>Having an agreement, regular evals and meetings help you do this better </li></ul><ul><li>May or may not exit interview. </li></ul><ul><li>Never easy! Ideas for how to do this? </li></ul>
  68. 68. Volunteer mgt policy <ul><li>Put all these pieces together </li></ul><ul><li>+ legal requirement </li></ul><ul><li>+ org requirements </li></ul><ul><li>=> volunteer mgt policy </li></ul><ul><li>Other: </li></ul><ul><li>Volunteer insurance? </li></ul><ul><li>Allowances? </li></ul>
  69. 69. Leadership & commitment <ul><li>A volunteer leader and org commitment is necessary for follow through </li></ul><ul><li>Mgt skills </li></ul><ul><li>Institutionalisation </li></ul><ul><li>Investment in infrastructure </li></ul><ul><li>Ongoing supervision of volunteer/intern program as one part of the org </li></ul><ul><li>Create an inclusive, welcoming climate </li></ul><ul><li>Communication. </li></ul><ul><li>* Retention requires more than mgt skills. </li></ul><ul><li>* Soft and hard aspects. </li></ul>
  70. 70. Volunteer coordinator leadership <ul><li>Effective leaders involve volunteers in both the group and the work they do: </li></ul><ul><ul><li>Value each person’s uniqueness </li></ul></ul><ul><ul><li>Work with each person’s potential, strengths & interests </li></ul></ul><ul><ul><li>Understand different levels of commitment </li></ul></ul><ul><ul><li>Provide meaningful work </li></ul></ul><ul><ul><li>Provide opportunity </li></ul></ul><ul><ul><li>Allow for voice to be heard </li></ul></ul><ul><ul><li>Provide choices </li></ul></ul><ul><ul><li>Serve as a coach or mentor </li></ul></ul>
  71. 71. Final group discussion <ul><li>In two groups: </li></ul><ul><li>take different parts of today’s discussion and develop an outline for volunteer or intern mgt policy. </li></ul><ul><li>What systems/measures will help: </li></ul><ul><ul><ul><li>Find or retain the people your org needs? </li></ul></ul></ul><ul><ul><ul><li>Address org needs and individual interests? </li></ul></ul></ul><ul><ul><ul><li>Motivate people to be an asset to your organization? </li></ul></ul></ul><ul><ul><ul><li>Proactively deal with possible problems? </li></ul></ul></ul><ul><li>Discuss then present to all. </li></ul>
  72. 72. Final notes <ul><li>Always be mission oriented </li></ul><ul><ul><li>jobs need to fit org needs </li></ul></ul><ul><li>Give good leadership </li></ul><ul><li>Give clear, appropriate assignments </li></ul><ul><ul><li>Make the work fulfilling </li></ul></ul><ul><li>Help volunteers understand the impact of their work </li></ul><ul><li>Respect volunteers </li></ul><ul><ul><li>Recognize their contribution </li></ul></ul><ul><li>Think of volunteers as org resources </li></ul><ul><ul><li>Put their resources to good use </li></ul></ul>
  73. 73. Wrap-up <ul><li>Final comments & questions: </li></ul><ul><li>Thanks for joining today! </li></ul><ul><li>Good luck in your volunteering! </li></ul><ul><li>[email_address] </li></ul><ul><li> </li></ul><ul><li> </li></ul>
  74. 74. Resources: for this presentation <ul><li>Volunteer Management Capacity in America’s Charities and Congregations, The Urban Institute </li></ul><ul><li> </li></ul><ul><li>Volunteer Management Practices and Retention of Volunteers,  </li></ul><ul><li>The Urban Institute </li></ul><ul><li> </li></ul><ul><li>Volunteer Mgt . Resource Kit </li></ul><ul><li>- Volunteering Queensland </li></ul><ul><li> </li></ul><ul><li>Volunteer Mgt Audit T he Canadian Code for Volunteer Involvement </li></ul><ul><li> </li></ul>
  75. 75. Resources: Useful websites <ul><li>Energize – online volunteer mag </li></ul><ul><li> </li></ul><ul><li>Speech on volunteerism </li></ul><ul><li> </li></ul><ul><li>Nonprofit mgt. help article: </li></ul><ul><li> </li></ul><ul><li>Action without borders </li></ul><ul><li> </li></ul><ul><li>Links can be found at </li></ul>