The document provides guidance on developing and leading high-impact volunteer service projects. It outlines the steps to plan a project including assessing community needs, developing partnerships, mapping the project plan, securing resources, finalizing plans, managing the project, and wrapping up. Tips are provided on volunteer recruitment, budgeting, safety, contingency planning, recognition, and evaluation.

1. Volunteer Leadership: Developing and Leading High-impact Service Projects Presented by the Montgomery County Volunteer Center December 18, 2010

2. Learning Objectives Define volunteer leader Identify volunteer leader skills Assess community needs Identify your project Map your project Identify, leverage and secure resources Manage on-site logistics, resources and volunteers Wrap up the project

3. Name What part of Montgomery County are you from? Why here? Organize volunteers to do …? Introduce Yourself!

4. Volunteer Leaders Drive social change by leading well-managed, sustainable projects and programs that: Strengthen and leverage community assets Meet community needs Provide volunteers with a positive experience so that they continue their journey of service

5. Volunteer Leader Skills 1. Planning 2. Managing 3. Collaborating 4. Mentoring 5. Learning 6. Visioning 7. Communicating 8. Mobilizing 9. Decision Making 10. Facilitating

6. Identify Your Passion Affordable Housing in an Inclusive Community Engaging Youth Protecting our Health and Environment! Emergency Preparedness Helping our Neighbors In Need Creating Healthy and Inclusive Communities

7. Developing Service Projects 5: Wrap-Up 3: Map the Project 2: Decide on a Project 1: Focus on Community 4. Finalize the Plan

8. 1: Focus on Your Community

10. Conducting a Needs Assessment What types of questions could you ask? If money were not an issue, what would you be doing that you are not doing now? What is on your wish list? What is on your to-do list that never gets accomplished because you don’t have the time or resources? Is there a population that needs to be served that you have not been able to serve? 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? Others

11. Research the Issue Statistics Background Underlying causes Project ideas Community experts 2: Narrow Your Focus

13. Develop Partnerships Review potential project partners Mission Resources they offer partners Services they offer to the community Approach potential partner Define roles, outcomes and resources

14. Conduct a Site Visit Search for potential projects Involve key decision-makers and stakeholders Answer important questions about agency needs and how the project will impact the community and the agency Gather details about needs for potential projects, including special skills and materials Be prepared.

15. What is your most memorable volunteer experience? Why?

16. Elements of a Successful Project Consider . . . Will the project make a difference to the organization, clients, and/or community? If so how? Is the project volunteer-friendly? Will volunteers feel they have completed something worthwhile?

17. Decide on a Project D efine the scope and make a decision based on the following: Time Effort Impact Other Factors

18. 3. Map Service Project

19. Create a Task List Determine what you want to accomplish List assignments Decide number of volunteers needed for each slot Prioritize goals (if necessary) according to importance

20. Create a Budget Outline costs associated with all tasks Keep track of all donations: Monetary In-kind services Donations

21. Identify Resources

22. Volunteers Establish volunteer needs Consider variables: Volunteer skill level Volunteer age How many? Duration of project Availability of supplies Physical space available to perform the work

23. Volunteer Leaders Volunteer Leaders can recruit other leaders Who are those skilled, trustworthy volunteers? Can you delegate responsibilities and trust they will be accomplished? Engage these individuals in the planning process

24. Volunteer Leader Site Manager Project Leader

25. Other Volunteer Positions Write thank you cards for volunteers Pass out water, snacks, etc. Serve as guides and runners Video or take pictures Capture volunteer quotes Safety Ambassador Create and post welcome and thank you signs throughout the service site Write stories for local newspapers and newsletter s about the event Provide childcare for volunteers Plan and play music for the day

26. Supplies Determine the supplies, materials, goods and services you need Strategize about types and amounts Think about partners and local groups/ businesses that can provide resources at no cost Note supplies that will need to be purchased

27. Educational Resources A brief overview of the issue or cause A brief overview of the location site If you are carrying out a project in a community based organization then you should invite a representative from the organization to review the following: organization’s mission core services provided to the community how volunteer support is contributing to that mission specific policies and procedures related to volunteers

28. Create Timelines Project planning Day of project After project

29. Plan for Wrap Up and Reflection

30. Plan for Evaluation Goal-based : Did you meet the goals of the project? Process-based : Was the project planned, managed and implemented effectively? Outcome-based : Did you achieve the objectives of the project?

31. 4: Secure Resources

32. Volunteer Recruitment

33. Funding, Products and Services Faith groups Foundations Neighborhood associations and civic groups Nonprofits Businesses Colleges and universities

34. Managing Your Budget Manage expenses Analyze budget changes weekly and adjust as necessary Connect with donors and business/corporate partners

35. The “Ask” Strategy Identify the correct people to contact Appeal to their needs and wants Map out a case for support Why the project is important The impact it will create Your ability to complete the project How they can be a part of the effort Be specific!

36. Connections that Count Start with people you know Ask people you know to engage their friends Talk personally with people to “sell” your project Know what you need and ask people how they can contribute Don’t be afraid to tap people’s emotions Try creative outreach

37. 5: Finalize the Project Plan Address questions Finalize plans Meet with leaders Review the schedule Discuss documentation Confirm all supplies Provide food and drinks Make any final calls Pack a project kit Check on trash containers Create a fun atmosphere Check, double-check and triple-check!

38. Communicating with Volunteers Pre-register volunteers Provide important project details Logistics such as date, time, address, public transportation and/or parking information What to wear or not wear What to bring and what will be provided Where to check-in at the project Point of contact

39. Safety Review project for possible hazards Know where emergency exits, first aid kits and automated external defibrillators (AED’s) are located Have a phone to call first responders if necessary

40. Contingency Planning Think through the worst-case scenarios of what could go wrong Create contingency plans for weather and other potential problems Prepare ways to expand or reduce project goals due to number of volunteers Know whom to contact in case of problems

41. Day of Project

42. Project Management At-a-glance Wear a T-shirt or something that identifies you Arrive early (at least one hour) Have all tools and materials waiting at task sites With an agency rep, provide a thorough orientation to the project Be a leader Ensure a safe project site Start clean-up at least 30 minutes before the scheduled end of the project Lead a reflection discussion/activity Ask volunteers to complete an evaluation CELEBRATE

43. Sample One-day Project Schedule 8:30 a.m. Arrive at your project site Perform necessary set up 9:30 a.m. Greet volunteers Have volunteers sign in and take a name tag Lead the project orientation 9:45 a.m. Project Coordinators and Task Leaders direct volunteers in project tasks 12:00 p.m. Lunch Break 12:45 p.m. Lead and direct volunteers to completion of project 2:30 p.m. Begin all clean-up tasks 3:00 p.m. Lead a group community-building discussion Have volunteers fill out evaluations 3:30 p.m. Thank volunteers and CELEBRATE!!

44. Managing Time Arrive early and prepare for surprises Monitor and adjust according to the progress of the project Don’t just work hard – work smart!

45. Managing Volunteers

46. The Volunteer Experience Pre-project communication Directional signs Check-in Food/beverage Orientation Location of restrooms, water, etc. Project tasks, supplies, etc. Impact project will have on the community and on the issue

47. Safety Educate volunteers about safety Post signage Communicate to volunteers where the emergency exits, first aid kits and automated external defibrillators (AED’s) are located Communicate where the phones are located to call first responders if necessary Document all incidents Do you need a waiver?

48. Creating a Fun Environment

49. Project Wrap Up

50. Reflection and Evaluation Lead a reflection discussion/activity Ask participants to provide evaluation feedback while on site Keep it anonymous If you can’t get immediate feedback, contact participants later Communicate results to constituents

51. Project Clean-up Collect and dispose of trash/recycle Break down tables/chairs and store in proper place Put away paper, pens and other supplies Take down any signs you posted Collect signed forms for your records Don’t leave any personal belongings Do a final walk-through

52. Recognition and Celebration Say “thank you” Give recognition in a personal way Tailor recognition to the individual Use a variety of methods Be clear about why volunteers are being recognized Continuously recognize volunteers

53. Recognition Brainstorm Form small groups Share your most meaningful recognition experience Brainstorm creative ways of recognizing volunteers

54. Final Report Share you impact Thank You email

55. Questions?

56. Volunteer Project Guide Evaluation

57. Workshop Wrap-up, Reflection and Evaluation

58. Three Words Share three words about what you will do as a result of today’s session