Volunteer Management 101
Volunteer program: A quick audit Start by establishing your current baseline
The Volunteer Cycle Planning Recognition Supervision Recruitment & Monitoring Retention Orientation & Training
The Planning Stage Know why your organization wants volunteers Develop quality volunteer assignments Planning Develop a recruitment plan Recognition Supervision Recruitment & Monitoring Retention Orientation & Training
Develop Assignments: The Job Design Process 1. Organizational Mandate Example: Volunteer Ottawa builds community by strengthening the non-profit sector through a focus on building expertise, fostering collaboration, and promoting volunteerism.
The Job Design Process /2 2. Functions and Tasks Tasks Components Functions Mandate Curriculum Skill analysis Hold PD seminars Food Instructional Expertise, Employer- Design Schedule collaboration, Supported Presentation volunteerism Volunteering Promotion Skill training Volunteer- matching Location Assessment service
The Job Design Process /3 3. Skills, Attributes, Qualifications Task Skills, Attributes, Qualifications needed Analytical, good research skills Skill Analysis Instructional Education qualification, strong communicator, organized, reliable Design Presentation Skill Skilled presenter, personable, empathetic training Assessment Analytical, strong observation skills, empathetic
Job Description Template Could include: 1. Job Title 2. Purpose of Job 3. Major Responsibilities 4. Necessary Qualifications 5. Training/Preparation Provided 6. Time/Place work needs to be done 7. Length of commitment Sample Job Description templates online
Recruitment Plan Link to organizational mandate and functions Considerations • Immediate needs • Episodic volunteering • Longer-term needs (e.g. institutional memory) • Personal background • Do you want people of a different background than your clientele to serve? Are there limits to that? • Recruitment processes need to be fair and consistent
Recruitment Ways to promote your opportunities: • Word-of-mouth (the most effective) • Where do your desired volunteers hang out? What do they read? Who influences them? • Internet (website, social media, non-profit job/volunteer opportunity boards) Planning • Live presentations Recognition • Recruitment events Supervision Recruitment & Monitoring Retention • Newspaper Orientation & Training
Recruitment Consider Motivation Affiliation Achievement Influence Ottawans are great You will have an Here is a chance to people who care about opportunity to develop help mold Ottawa into their community. management skills, the best community it including supervising can be. Here is a great chance other volunteers and to meet other people managing a budget. who care about your **think about how the job community as much title would look on a CV as you do.
Screening 1. Assess applicants against consistent and fair criteria 2. Interview a) consistent interview format b) keep accurate and objective written records 3. Check references Consistent format – use pre-determined position requirements a) b) Keep accurate and objective written records 4. Police check required? a) Working with vulnerable population (e.g. children) or with money 5. Contact people who have not been accepted
Orientation Should be standard for ALL volunteers Consider including information related to: • Tour of your physical location • History, mission, vision of organization Planning • Programs and services • Staffing/reporting structure Recognition Supervision Recruitment • Funding sources and annual budget & Monitoring Retention • How important volunteers are! Orientation & Training
Training This is position-specific Start with a needs assessment 1. What do the volunteers need to know? • As determined by the organization 2. What do they already know? Planning 3. What do they want to know? Recognition Supervision Recruitment & Monitoring Retention Orientation & Training
Learning Objectives Develop SMART learning objectives pecific elevant easurable chievable ime-Bound 1. What will they be able to do? 2. Under what conditions? 3. How well?
Supervision & Monitoring Why monitor performance? • Ensure standard of service • Improve job performance • Obtain volunteers’ input about how to support them better • Measure organizational impact Planning Tell your volunteers • What they’re doing right Recognition Supervision Recruitment • What they can improve on and how & Monitoring Retention • How their work is serving the organizational Orientation & mandate Training
Volunteer Recognition • Sincere and authentic • Personalized • Do not spend lots of money • Create opportunities for volunteers to meet each other and discuss ideas • Volunteers’ wants change with age • Younger volunteers tend to want certificates & letters of reference
2013 Volunteer Recognition Study Volunteer Recognition Gap Informal, ongoing thanks Formal event, e.g. banquet Directly Communicate Impact Informal get-together Formal Letters of Recognition 0% 20% 40% 60% 80% 100% Organizations Volunteers
Recognition Related to Motivation Affiliation Achievement Influence Provide a promotion – Write a piece for the Provide concrete org website calling out evidence of the results more challenge and the individual’s of the volunteer’s responsibility important contribution contribution(s) Provide special Provide a letter direct commendation letter Grant an award and from the beneficiaries signed by a noted org present it in front of of the service leader peers
Volunteer Recognition • formalized certificate which recognizes professional skills gained through volunteering • VO is the only certification training centre in Ottawa • Training is free for VO members • http://prebontario.ca/
Questions?
Further Learning • Volunteer Ottawa Education program – Volunteer Management certification program • https://www.volunteerottawa.ca/volunteer_management.html • Best Practices in Volunteer Management handbook • http://www.volunteeryukon.ca/uploads/general/Best_Practices_Volunteer_Ma nagement.pdf • Canadian Code for Volunteer Involvement (CCVI) • https://volunteer.ca/index.php?MenuItemID=346 • Seel, K (2016) Volunteer Administration Professional Practice, 3 rd Edition. LexisNexis: Toronto. • https://store.lexisnexis.ca/en/categories/product/volunteer-administration- professional-practice-3rd-edition-skusku-cad-6129/details
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