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Volunteer Management

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                            THE CLIFF NOTES

                                         Sandra Miller
                               saltzmiller@gmail.com
Connect with us on facebook
         Volunteer Centers of Michigan   Michigan Community Service
                                         Commission


Provides resources to volunteer          The state’s lead agency on
   centers across the state in their       volunteerism working to build a
   efforts to address key                  culture of service by providing
   community issues.                       vision and resources to
                                           strength communities through
www.mivolunteers.org                       volunteerism
www.mnaonline.org                        www.michigan.gov/mcsc




                                                                         2
Volunteer Centers of Michigan
           .mivolunteers.org
• 1. Go to Resources Tab




                                     3
COMING in SEPTEMBER--ENGAGE
             Mnaonline.org




4
STRATEGIC
                                 PLAN
                               Increased
                                Service
                                Delivery
                        Strong Volunteer
                         Management
STRONG VOLUNTEER MANAGEMENT:
The strong focus on recruiting, expectations setting, training, matching
volunteers with opportunities and retention are critical. DELOITTE STUDY 2009
                                                             Reimaginingservice.org
ORGANIZATION
                            MISSION
Make the     VOLUNTEER
CONNECTION   MOTIVATIONS




             ORGANIZATION   VOLUNTEER
             PRIORITIES     SKILLS
CONNECT THROUGH
 • Mission & Impact
   – How will what they’re doing
     make a difference?
   – Measure & Communicate Impact

 • Personal Contact
   –   Introductions
   –   Small groups w/leader
   –   Opportunities for interaction
   –   Trained Staff

 • Communication
   – Before, during, after
                                       7
BE STRATEGIC
BEGIN WITH A PLAN
Match Volunteer Interests & Skills to Opportunities

VOLUNTEER NEEDS
ORGANIZATION’S MISSION
Consider Volunteer Motivations

Consider what the volunteer is looking for
  – Why do people volunteer?
  – What are the benefits to the volunteer?
  – What are the barriers?




                                              10
Why do you volunteer?
• Help others, serve my community
• Network, Meet new people
• Learn new skills
• Use my skills
• Other


POLL
Consider Volunteer Motivations &
             Needs
Recognize & Accept
Limitations

Family

Jobs

Friends

Health & Exercise

Hobbies
Think DIVERSITY

Perspectives

Ideas

Resources

Advocacy

Funding Sources
CREATE AN ONLINE PRESENCE—UTILIZE TECHNOLOGY

MAKE IT EASY TO VOLUNTEER
Online Recruiting Resources
www.craigslist.org
www.facebook.com
www.handsonnetwork.org
Blogs

                         • www.serve.gov
                         • www.idealist.org
                         • www.youTube.com
                         • www.volunteermatch.org
                         • Widgets


                              16
EFFECTIVE MANAGEMENT
•The organization’s reputation is your most
important recruitment tool.

•Individuals want to work with organizations
that are efficient and use their time well.


                                               17
Volunteer Management Elements
                      Recruitment




  RECOGNITION                          SCREENING

                 Planning



        SUPERVISION
                                ORIENTATION
            &
                                 & TRAINING
        EVALUATION
Start with the position description
• What’s the connection to your mission?

• What are the potential target groups?
  – Who’s interests, needs and connections are a
    likely match?

  – What will create an appeal?

  – Clearly identify expectations
Volunteer
    Position Descriptions

Purpose


• Individuals ―self
  screen‖
• Clear expectations
• Basis for
  recruitment
• ―Informed Risk‖
BUILD A RECRUITMENT PLAN
  • Clear, compelling                                 • Where will you find
    statement of need                                   them?
  • How to help                                       • Print
  • Build from volunteer                              • Media
    position description.                             • Online




                            Message       Method




                            Benefits &     Target
                            Features     Population
  •   New Skills
  •   Networking                                      • Young Professionals
  •   Exercise                                        • Youth
  •   Environmentalists                               • Families
KEYS TO RECRUITMENT

Clear Compelling Mission & Message
 Benefits to volunteer
 Duties
 Community needs being met
Use current volunteers—set up a committee


Identify Target Message
Clear, Concise, Strong Call To Action
OUTREACH
Develop Materials

Identify effective media & distribution
methods.
  Go where they are
  Know what they want
APPLICATION Through TRAINING

CLEAR ON-BOARDING PROCESS
How does your organization respond to volunteer inquiries?
• Automatic email
• Follow up phone call or email within a specific period of time by a
  designated person
• One designated staff member responds but there’s not timeline
• It varies with the situation




POLL
Automatic email
     Inquiry
                        generated


          Volunteer                 VOLUNTEER
          Manager                     LEADER


                  DENIED—SEND
APPLICATION                             APPLICATION
                     EMAIL


  EMAIL
                                        SCHEDULED
GENERATED


                                        FOLLOW UP
         ORIENTATION
                                          emails


               BACKGROUND
                  CHECK
SCREENING
          APPLICATION                       INTERVIEW
•   Contact information          •   Make the connection
•   Interests & Skills           •   Assess interest & skills
•   References                   •   Assess motivations
•   Information—                 •   Make the match
    – Background Check Process       – Organizational needs
                                     – Volunteer needs & skills
                                 • Ask about
                                     – Job/task preferences
                                     – Motivations/recognition
The Orientation
                    Why am I volunteering?
                     Make the Connection



      What is the purpose? How am I making a difference?
                       Identify the impact



                   How will I be volunteering?
                        Set the stage



                    Whom am I serving with?
     Create feelings of welcome, appreciation, inclusiveness


                                                               28
THE VOLUNTEER HANDBOOK
                   A Step Toward Risk Management
Primary volunteer reference source for information covered in orientation
•   Organizational Structure, Contact Information
•   Marketing material & terms
•   Discrimination Policies, Reporting process
•   Termination procedures
•   Forms
    – Liability release, publicity release, waivers, confidentiality
      agreement,
• Signature Page
TUTORIAL & EXAMPLES/TOOLS
HTTP://MANAGEMENTHELP.ORG/STAFFING/VOLUNTEERS.HTM#ANCHOR1406581
TRAINING

              • Power equipment, copiers, etc.
Equipment     • Safety
  Use         • Training, age requirements, etc.

              •   Restrooms
              •   Food & Drink
Resources     •
              •
                  Supervision, Leadership
                  Supplies




 Policies &   • Dress
              • Signing In & Out
Procedures    • Minors



              • Blood-born Pathogens
  Safety      • Equipment Storage
              • Weather, Environment, etc.



                                                   31
Importance of Training Volunteers
Without proper training volunteers may:
• Perform their duties poorly or step outside of their
  boundaries

• Not take all proper safety precautions
   – Important step in risk management

• ―Feel lost‖ while doing their task and not return

• Have a negative experience and tell others about it, thus
  undermining the image of the organization

                                                          32
.
     SUPERVISION/EVALUATION
• Correct problems before they grow.

• Make the personal connection

• Evaluation/feedback--A two-way process
   – Answer Questions
   – Ask for input

• Considers not just abilities and attitudes, but organizational fit.
   – Not every individual fits every opportunity

• Look for the ―good matches‖ and build on those.
Recognition
•Volunteer Reflections
   •Provides feedback and closure,
   •Makes the connection between the event & mission
•Communicate & Celebrate IMPACT
   •Recognize any special contributions
•“Make the Ask”—Continued Involvement
   Ask—How would you like to share your skills and
   interests with us



                                                       34
REFLECTION
         What?, So What?, Now What?
 Structure time for volunteers to think
      and talk about experience.
Benefits:                         Examples:
• Create a stronger sense of      • Group discussion
  accomplishment                    • At the end of the project
• Establish a deeper connection     • Through social media
  to the community                • Tweeting or facebook
• Deepen volunteers’                responses
  understanding of the need for   • Create a photo journal of the
  community engagement.             project
• Increase volunteers             • Video
  commitment to service.

                                                                    35
Connect Volunteer Activity to Impact & Mission

MEASURE IMPACT
Number Volunteers

Hours Served

# Clients Served

#Services Provided
Lbs. Food
# Meals
Student GPA
Student Attendance

Satisfaction Survey
Volunteers
Clients
Staff

                      37
Maintain The Connection

            • Communicate/follow up
              with volunteers

            • Share the story
              –   Media
              –   Newsletters
              –   Website
              –   Pictures/video
GETTING STARTED

What’s your first step?
•   Choose one position
•   Focus on & refine one step in management
•         Recruiting from a new target group
•         Developing an orientation
QUESTIONS? COMMENTS?
THANK-YOU
Please respond to the evaluation that you will
             receive by email.

            Your input is valuable

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Volunteer management cliff notes

  • 1. Volunteer Management We will begin in a moment Please be certain that you have computer speakers or use the dial-in number for your phone then enter the access code followed by the #. THE CLIFF NOTES Sandra Miller saltzmiller@gmail.com
  • 2. Connect with us on facebook Volunteer Centers of Michigan Michigan Community Service Commission Provides resources to volunteer The state’s lead agency on centers across the state in their volunteerism working to build a efforts to address key culture of service by providing community issues. vision and resources to strength communities through www.mivolunteers.org volunteerism www.mnaonline.org www.michigan.gov/mcsc 2
  • 3. Volunteer Centers of Michigan .mivolunteers.org • 1. Go to Resources Tab 3
  • 4. COMING in SEPTEMBER--ENGAGE Mnaonline.org 4
  • 5. STRATEGIC PLAN Increased Service Delivery Strong Volunteer Management STRONG VOLUNTEER MANAGEMENT: The strong focus on recruiting, expectations setting, training, matching volunteers with opportunities and retention are critical. DELOITTE STUDY 2009 Reimaginingservice.org
  • 6. ORGANIZATION MISSION Make the VOLUNTEER CONNECTION MOTIVATIONS ORGANIZATION VOLUNTEER PRIORITIES SKILLS
  • 7. CONNECT THROUGH • Mission & Impact – How will what they’re doing make a difference? – Measure & Communicate Impact • Personal Contact – Introductions – Small groups w/leader – Opportunities for interaction – Trained Staff • Communication – Before, during, after 7
  • 9. Match Volunteer Interests & Skills to Opportunities VOLUNTEER NEEDS ORGANIZATION’S MISSION
  • 10. Consider Volunteer Motivations Consider what the volunteer is looking for – Why do people volunteer? – What are the benefits to the volunteer? – What are the barriers? 10
  • 11. Why do you volunteer? • Help others, serve my community • Network, Meet new people • Learn new skills • Use my skills • Other POLL
  • 15. CREATE AN ONLINE PRESENCE—UTILIZE TECHNOLOGY MAKE IT EASY TO VOLUNTEER
  • 16. Online Recruiting Resources www.craigslist.org www.facebook.com www.handsonnetwork.org Blogs • www.serve.gov • www.idealist.org • www.youTube.com • www.volunteermatch.org • Widgets 16
  • 17. EFFECTIVE MANAGEMENT •The organization’s reputation is your most important recruitment tool. •Individuals want to work with organizations that are efficient and use their time well. 17
  • 18. Volunteer Management Elements Recruitment RECOGNITION SCREENING Planning SUPERVISION ORIENTATION & & TRAINING EVALUATION
  • 19. Start with the position description • What’s the connection to your mission? • What are the potential target groups? – Who’s interests, needs and connections are a likely match? – What will create an appeal? – Clearly identify expectations
  • 20. Volunteer Position Descriptions Purpose • Individuals ―self screen‖ • Clear expectations • Basis for recruitment • ―Informed Risk‖
  • 21. BUILD A RECRUITMENT PLAN • Clear, compelling • Where will you find statement of need them? • How to help • Print • Build from volunteer • Media position description. • Online Message Method Benefits & Target Features Population • New Skills • Networking • Young Professionals • Exercise • Youth • Environmentalists • Families
  • 22. KEYS TO RECRUITMENT Clear Compelling Mission & Message Benefits to volunteer Duties Community needs being met Use current volunteers—set up a committee Identify Target Message Clear, Concise, Strong Call To Action
  • 23. OUTREACH Develop Materials Identify effective media & distribution methods. Go where they are Know what they want
  • 24. APPLICATION Through TRAINING CLEAR ON-BOARDING PROCESS
  • 25. How does your organization respond to volunteer inquiries? • Automatic email • Follow up phone call or email within a specific period of time by a designated person • One designated staff member responds but there’s not timeline • It varies with the situation POLL
  • 26. Automatic email Inquiry generated Volunteer VOLUNTEER Manager LEADER DENIED—SEND APPLICATION APPLICATION EMAIL EMAIL SCHEDULED GENERATED FOLLOW UP ORIENTATION emails BACKGROUND CHECK
  • 27. SCREENING APPLICATION INTERVIEW • Contact information • Make the connection • Interests & Skills • Assess interest & skills • References • Assess motivations • Information— • Make the match – Background Check Process – Organizational needs – Volunteer needs & skills • Ask about – Job/task preferences – Motivations/recognition
  • 28. The Orientation Why am I volunteering? Make the Connection What is the purpose? How am I making a difference? Identify the impact How will I be volunteering? Set the stage Whom am I serving with? Create feelings of welcome, appreciation, inclusiveness 28
  • 29. THE VOLUNTEER HANDBOOK A Step Toward Risk Management Primary volunteer reference source for information covered in orientation • Organizational Structure, Contact Information • Marketing material & terms • Discrimination Policies, Reporting process • Termination procedures • Forms – Liability release, publicity release, waivers, confidentiality agreement, • Signature Page
  • 31. TRAINING • Power equipment, copiers, etc. Equipment • Safety Use • Training, age requirements, etc. • Restrooms • Food & Drink Resources • • Supervision, Leadership Supplies Policies & • Dress • Signing In & Out Procedures • Minors • Blood-born Pathogens Safety • Equipment Storage • Weather, Environment, etc. 31
  • 32. Importance of Training Volunteers Without proper training volunteers may: • Perform their duties poorly or step outside of their boundaries • Not take all proper safety precautions – Important step in risk management • ―Feel lost‖ while doing their task and not return • Have a negative experience and tell others about it, thus undermining the image of the organization 32
  • 33. . SUPERVISION/EVALUATION • Correct problems before they grow. • Make the personal connection • Evaluation/feedback--A two-way process – Answer Questions – Ask for input • Considers not just abilities and attitudes, but organizational fit. – Not every individual fits every opportunity • Look for the ―good matches‖ and build on those.
  • 34. Recognition •Volunteer Reflections •Provides feedback and closure, •Makes the connection between the event & mission •Communicate & Celebrate IMPACT •Recognize any special contributions •“Make the Ask”—Continued Involvement Ask—How would you like to share your skills and interests with us 34
  • 35. REFLECTION What?, So What?, Now What? Structure time for volunteers to think and talk about experience. Benefits: Examples: • Create a stronger sense of • Group discussion accomplishment • At the end of the project • Establish a deeper connection • Through social media to the community • Tweeting or facebook • Deepen volunteers’ responses understanding of the need for • Create a photo journal of the community engagement. project • Increase volunteers • Video commitment to service. 35
  • 36. Connect Volunteer Activity to Impact & Mission MEASURE IMPACT
  • 37. Number Volunteers Hours Served # Clients Served #Services Provided Lbs. Food # Meals Student GPA Student Attendance Satisfaction Survey Volunteers Clients Staff 37
  • 38. Maintain The Connection • Communicate/follow up with volunteers • Share the story – Media – Newsletters – Website – Pictures/video
  • 39. GETTING STARTED What’s your first step? • Choose one position • Focus on & refine one step in management • Recruiting from a new target group • Developing an orientation
  • 41. THANK-YOU Please respond to the evaluation that you will receive by email. Your input is valuable

Editor's Notes

  1. VCM in partnership with MNA will be launching a new series in Sept.
  2. VOLUNTEER MATCH SURVEY RESULTS,
  3. Sparked.com
  4. What groups aren’t you tapping?
  5. Diana:
  6. Clear expectations in terms of recruitment and screen process, orientation, screening such as background check,
  7. Stop for Questions/Answers
  8. Sandra: Compelling Mission & Message—key to recruitment & fund development
  9. Every community is different. Different generations access different media.
  10. Diana:Forms—liability forms—Medical & emergency contacts, Publicity Release, Confidentiality Agreement, Volunteer Waiver, Organizational Ethics
  11. Use of gloves, pictures, breaks, food & drink. Key to risk reduction. Important to retention as volunteers want to feel effective and view the organization as prepared.
  12. This step helps to foster volunteer retention and promote a sense of connection with the organization as the volunteer feels involved and recognizes the impact their serves makes. Reflection is a process in which volunteers think about their personal experiences. Review the benefits, examples and planning points listed on the slide. In example: When planning your project--Decide which form of reflection you will use. Tailor the reflection activity to the project. For example, if volunteers are assisting with art classes at a daycare center, they might create a simple art project about their service experience. An address is provided on the “Project Planning Resources” document links to a “reflection toolkit”. A google search will provide many other examples. You may want to show the “Reflecting on Your Service” video in your toolkit or view it @ http://www.monkeysee.com/play/18141-volunteering-reflecting-on-your-service just be prepared to view it ahead of time and have it on your computer so that you can pause it after the commercial.
  13. There are many ways to measure value. When looking at the potential for grants, this is an important consideration. Organization’s must be able to document change to document effectiveness.