Management Annual Statewide Conference September 18, 2014 The - PowerPoint PPT Presentation

The Three R’s of Volunteer Management Annual Statewide Conference September 18, 2014

The Three R’s Good programs depend on developing a strategy that focuses on: of Volunteer Management:  Recruitment  Retention  Recognition  Recruitment, Rete ntion R’s of Volunteer Management: Recruitment, Retention & Recognition

"Volunteers are somebody! Somebody who cares, Somebody who devotes time without pay, Somebody who praises all, large or small and somebody who has a common bond with others to make things better ."

Before you start recruiting

… -  Defining Philosophy and Goals  Preparing the Environment  Identifying Roles and Division of Labor  Building Program Infrastructure

Recruitment

Simple Truth How You recruit--- Determines Who Will Respond

Use the Four W’s Take time to think and plan your recruitment process:  What are your needs?  Who is your target populations?  Where do you find these people?  When do I need volunteers?

Last W — why do people volunteer  Give back to their community  Make a difference  Utilize their talents  Meet people

Now start recruiting  Utilize your current volunteers  They are the best advertisement or your worse resource  Talk about your program and needs  Never miss an opportunity  Think outside the “box”  Develop Team approach  Encourage a few volunteers to be your recruiters  Highlight your volunteers and their stories  Local newsletters, papers and other resources

Now you have your volunteers  Short attention span  Want to get started  Interview potential volunteers  They get to know you and you them  Complete an application and do background check  Be specific on what you expect  Define roles and expectations  Provide appropriate training  Give them the tools to be successful

Retention

Begins at Recruitment!

Why Do Volunteer Leave?  Did not feel needed  When they came to work — nothing to do  Did not utilize their skills  Given tasks not appropriate — either too easy or too difficult  Did not feel appreciated  Thank you goes a long way  Did not have the tools to be successful

Tools for Volunteers  Specific roles and responsibilities  Clear expectations  Training  There is only one thing worse than training your volunteers and having them leave - and that's not training them, and having them stay.  Open, honest and continuing communication  Appreciation

Basic Rules of Retention  Don’t waste volunteers time  Nothing to do  Staff not available or prepared  No equipment or necessary resources  Client scheduled was unavailable  Spend time waiting for assignments or instructions

Basic Rules for Retention  Match the volunteer skills with assignments  Develop the work plan with their input  Think outside the box on assigning job  Observe the volunteer and reassign as you see their strengths

Basic Rules for Retention  Make the volunteer feel appreciated  Simple and often Best words — Thank You!

Recognition

How Do You Recognize Volunteers  Validate  Think about your volunteers  Vary your approach

Validation  Show that you are aware of their work  I admire your work ethic  I am impressed at how pleasant you are after a hard day  I love your sense of humor  You are a great problem solver  I like your calm manner in difficult situations  I love your caring personality "No act of kindness, no matter how small, is ever wasted" -- Aesop

Matching Recognition  3 categories of recognition  Varying levels of intensity (daily, intermediate and major)  Motivation of the volunteers  Achievement, affiliation or power  Type of volunteering

Level of Intensity  Daily recognition  Using the everlasting two words — Thank You!  Recognizing a good job  Inviting volunteer for coffee or soda  Asking their opinion/input  Using it if possible  Greeting volunteers  Bragging about them when they can hear

Level of Intensity  Intermediate recognition  Taking volunteer to lunch  Putting volunteers on important committees/task forces  Having volunteers help train new volunteers  Distributing certificates of appreciation  Including volunteer work in newsletters, bulletins, emails, etc.

Level of Intensity  Major recognition  Giving special items: mugs, T shirts, pins, notebooks  Providing a special section of publications for volunteer contributions  Hosting an Annual Volunteer recognition event — April is Volunteer Month  Purchasing advertisement in local media recognizing volunteers

Motivational Orientation  Power-oriented volunteers  Recognition announced in broad-based coverage  Volunteers are recognized by the organization’s leadership  Include volunteers in higher level decision making opportunities

Type of Volunteering  Long-term  Recognition through increased involvement and responsibilities  Recognition of annual anniversary of service  Recognition by upper management of organization

Type of Volunteering  Short Term  Recognition given immediately for individuals and work groups  On the bulletin board, marquee or banner welcoming volunteers  Recognition with a simple take-away  Certificate of appreciation, photograph, etc.  Recognition of volunteer effort through letter to boss, home agency or others

Final Thoughts on Recognition  An “ideal” recognition system is one that may include a mixture of different elements to have something for every volunteer  Do not rely solely on the standard “annual” volunteer breakfast/luncheon/reception recognition program  Consult volunteers when planning your year-round calendar of recognition events

Don't ever question the value of volunteers. Noah's Ark was built by volunteers; the Titanic was built by professionals.

Questions? Contact Pat Robson pvr0417@aol.com 843-237-8859