The Volunteer Leadership Training Series is a peer-to-peer program researched, complied and created through an initiative of KAVCO members. This series of training is focused on sharing the vital elements of leading volunteers.

1. KAVCO Volunteer Leadership Training
Volunteer Retention
How do you say…please stay
November 2011
Module 2 of 4
Created by C.Piggott

2. What is a volunteer?
A volunteer is someone who enters into, or offers for, any
service of his own free will.
(Webster's Revised Unabridged Dictionary)
Volunteers are a special type of worker, with heart, vision, and
the desire to do something good without expecting anything in
return.

3. Understand this…
Everything you do as a Volunteer Coordinator is either…
an invitation for the volunteer to stay
Or
and an invitation to go

4. What are the benefits?
Loyal volunteers can help you to get your product
(programs or services) to market.
Engaged volunteers bring diverse points-of-view to your
organization.
Greater cost-effectiveness allow more dollars to be mission-
related.

5. What are the benefits?
Valued volunteers improve the reputation of your organization.
You can demonstrate to funders that your organization receives
public support in the form of volunteer hours.
Dedicated volunteers become passionate ambassadors of the
organization.

6. Key Findings
One out of three volunteers that volunteer in year one, do not
volunteer in year two. Why ?
Volunteer retention rates, similar to volunteer rates increase
with age. How can this benefit your organization ?
The higher the education level, the longer volunteers tend to
volunteer. Are you utilizing this talent ?

7. Key Findings
Volunteer retention is related to the type of organization and
activities that the volunteers performs.
Are you attracting the right people and putting them into the
right positions ?
Retention is only successful if all other elements of a fully
functional volunteer management program are in position.
Are all the steps in place to manage your volunteer
workforce effectively ?

8. Retention Factors
• Expectations • Reward
• Rules • Climate
• Systems • Setting
• People • Success and Impact
• Communication • Individualism

9. Volunteer Management Cycle

10. Volunteer Management Cycle
1. How will the work of the volunteers help you reach
your vision?
Recruiting 2. How often will they work, what time and where?
Volunteers 3. Who will train them and supervise or monitor their
work?
4. Would current volunteers be interested in this new
role?
5. Where will you announce your need for volunteers?
6. How and when will you review the volunteer and the
position ?
The best way to get the right person in the right job is to be crystal
clear about what the job is and what is expected of the volunteer.

11. Volunteer Management Cycle
1. Have all prospective volunteers attend a Tour.
2. Introduction and overview of your work and goals.
Placing 3. Create a standard orientation for all volunteers as a
Volunteers substitute for or addition to your Tour.
4. Offer a position-specific orientation and training. This
will be necessary for roles that require extensive
training.
5. If the volunteer role is very specific and/or
important, you may do a one-on-one orientation.
When you are placing volunteers take as much time to get to know them as
you can. You should be looking at the immediate need and the longer term

12. Volunteer Management Cycle
1. Be flexible. Volunteers are busy people. Find ways to
accommodate schedules, family commitments and
limitations. Make it easy for them to be there.
Motivating 2. Keep a bulletin board with information for volunteers
Volunteers so they have a regular place to check-in for news and
updates. Post some pictures too.
3. Keep birthdates in your volunteer files and prepare
cards at the beginning of each month so you are ready
to send them a couple days before the event.
4. Ask and listen. Take the opportunity to get feedback,
to identify opportunities and to discover more about
the interests and talents of the volunteer.
Once you’ve got good volunteers, you want to keep them! Motivating Volunteers
requires relationship building. Right from the start make sure communication is
good – very good.

13. Volunteer Management Cycle
Once you have motivated, committed volunteers you
can begin to look for opportunities for Advancing
Volunteers - to involve them further or give them
Advancing more challenging roles. Someone who started out as
Volunteers a volunteer may be a candidate for your board. Or
you may want to ask someone to serve on a
committee.
1.Ask them to take on additional responsibility, start
small.
2.When appropriate, consider a transition from
volunteer to staff.
3.Honour them.

14. Supervision and Evaluation
For your benefit and the volunteers! You need to know that the
volunteer is fulfilling their role effectively and the volunteer needs
affirmation too. Regular evaluation provides you and the volunteer
time to assess how the volunteer placement is going and if changes
could be made to improve the volunteer’s satisfaction or
performance.

15. Keys to retention of volunteers
1. Address motivational needs
2. Address sense of belonging
3. Treat volunteers as equals
4. Seek and promote opportunities for interaction
5. Respect and utilize diversity
6. Celebrate and recognize accomplishment

16. In conclusion
• Don't waste the volunteer's time.
• Let volunteers do the work they want to do.
• Thank volunteers for their efforts.
• Don't automatically assume that you have lost a volunteer
• By practicing good sound management practices you will
motivate volunteers to continue.

17. Assignment
Make a list of 5 action items you will take to improve you
retention efforts. Include due dates.
You have now completed Module 2 of the KAVCO Volunteer
Leadership Training. Please follow this link
http://www.surveymonkey.com/s/GHM5DWZ to complete the quiz.

18. Resources
•http://www.nonprofit champion.com/cycleofvolunteermanagement.html.
•http://www.citizensinformationboard.ie/publications/voluntary_sector/managing_volunteers/3
introductionvm_publications_voluntary_managing.html
•http://www.slideshare.net/FamilyForce/the-volunteer-management-cycle
•www.energizeinc.com/art/subj/Reten.html
•www.ecivc.net/Presentations/Siebold.pdf