Volunteer Programs Susan Saito Community Education Specialist West Metro Fire Rescue
Start with WHY Simon Sinek
WHY activities • Why do you do what you do? • Why does your department/agency do what it does? • Why do you want to have a volunteer program? • Why do people want to volunteer for your department/agency?
Insight from Simon Sinek… • People don’t buy WHAT you do, they buy WHY you do it. • People who believe what you believe: – Will be loyal – Be part of what you do
Understanding the WHY of Volunteering • There is a debate among some professionals regarding the motivations for volunteering: – Social Motivators: Achievement, Affiliation, Influence – When asked why they volunteer, people said: • They were asked • They wanted to do something good for others • Keep in mind that Volunteers have a reason for volunteering • Some argue that volunteering is selfish
Why start a Volunteer Program? • Discussion – WHY would you want to start a volunteer program? – Meet your agency’s needs – Provide support for your staff – Expand the reach of your agency – Allow citizens to become engaged in your mission
Should you do this? • Look at your strategic plan and guiding documents and mission statement. • Does volunteering fit in to why your department does what it does? – Does your department value community involvement? – Does your department’s budget allocate funds for community involvement? – Do you have the right people on board to do this?
WHAT kind of work do you want help with? • Sticky note activity: – What kind of help do you want/need? • List the tasks/jobs/work you would like to have outside help with ( one item per sticky note ) • Stick them on the wall • Sort by category
What kind of work are these tasks/jobs? • Ongoing work • Temporary project • Seasonal events • Sensitive/protected info
HOW would these jobs be best filled? • Discuss categories and determine who would be the best fit to do the work: – Volunteers – Staff – An intern – Hiring temporary staff
Organization Readiness • The most important thing to do before starting a volunteer program is ask the question: “Is this organization ready for volunteers?” • Story – Aunt Claire and Phoenix Food Bank
Volunteers will talk about their experience with you.
Trends in Volunteering • Part of Civic Life 62 million+ Americans volunteer • Community Engagement • Part of Social Life • Pathway to Employment • Volunteers as Donors • Spans generations – people of all ages volunteer
HOW to coordinate a Volunteer Program Elements of a Volunteer Program: • Planning for Volunteer Engagement • Recruiting and Placing Volunteers • Orientation and Training • Supervising and Recognizing Volunteers • Evaluation Metro Volunteers/Points of Light Volunteer Management training and certification
Planning for Volunteer Engagement • Vision • Mission • Purpose Statements
Planning for Volunteer Engagement Activity: 1.Write the mission statement of your organization 2.In general, what are the needs that volunteers serve at your organization? 3.Who are the key stakeholders when it comes to volunteer engagement? 4.Using this info, draft a purpose statement for your organization’s volunteer engagement efforts.
Program Planning • Activity: Write a Volunteer Position Description to reflect the work done to meet the needs of your organization Follow up later at workplace: • Create a Volunteer Application • Create a Volunteer Handbook • Create a Volunteer Evaluation
Program Planning Develop a budget • Membership Dues for Volunteer Management Groups (DOVIA, Metro Volunteers, Volunteer Connection) • Volunteer Management Conference Fees/Expenses • Printing (applications, handbooks, forms) • Background checks • Refreshments, meals, lunch stipends • Uniforms • Appreciation/Recognition gifts • Recognition Awards/Luncheons • Other
Program Planning • Find local and online resources for managing a volunteer program – Metro Volunteers – Points of Light Foundation – Community Resource Center – Colorado Nonprofit Association – DOVIA
Recruiting Volunteers • Identify who you want to recruit, then find them. • Online opportunities – metrovolunteers.org – volunteermatch.org – Nextdoor.com • Corporate Volunteer Programs – Retail, Insurance Companies, Banks, Business Associations • Service Organizations – Kiwanis, Rotary, Optimists • Youth – Builders Club, Key Clubs, Service Hours through school • Seniors – RSVP, AARP, Professional Retiree Groups
Recruiting and Placing • Develop position descriptions for volunteer recruitment and placement • Develop and implement a targeted recruitment strategy • Define the techniques for screening , interviewing and matching volunteers with positions • Activity: Craft a volunteer recruitment message • Interview and match volunteers to appropriate positions
Hiring, Orientation, Training • Interview ALL potential volunteers • Conduct a background check • Contact personal references • Interview hard, manage easier • Refuse a potential volunteer if they are not a good fit for your agency • Saying no upfront is easier than terminating later
Training • Review your Volunteer Position Descriptions – Look at the position and identify what type of training is needed for the volunteer to be able to do the job – Knowledge, Skills, Attitudes (perspectives/behaviors) – Conduct an Orientation for long term volunteers – Match the training to the work: • Skill based training • Same day training for event volunteers • Job sheets or prototypes for specific tasks
Supervision • Policies, procedures, operations • Responsibilities and Functions of the Volunteer (hours, dress code, attendance/tardiness policy …) • The organization’s responsibility to volunteers (safe work space, supervisor, meaningful work …) • Guide and Support volunteers – Peanut butter and jelly exercise – Take care of the person, not the task.
Give them the tools they need to get the job done
Evaluation Type Focus Notes Process-based Program design and How are volunteers oriented to the deficiencies program? Are they receiving adequate training? What do volunteers see as strengths and weaknesses? Goals-based The degree to which Did the program achieve its goals? the program met its How were the goals established? predefined goals Were there adequate resources to meet the goals? Outcomes-based Determining if the Did the outcomes refer to a specific activities performed change due to the activity? led to the outcomes needed
Recognition • Plan to recognize your volunteers: – Make sure your volunteers are identified on your agency’s organization chart – Develop and communicate your agency’s volunteer (points, hours) earning chart – Purchase volunteer “perks”: • Uniforms • Name badges • Gifts • Prizes
Recognition • Volunteer Appreciation Week – in April – Schedule a formal or informal event to recognize your volunteers – Write thank you notes to your volunteers – Do something fun with your volunteers • Luncheon • Verbal and written recognition for accomplishments • Games • Give away your conference swag
Recognition • End of year – Make certificates for your volunteers stating number of hours they have given to your agency (and the value of that time) – Year end summary of volunteer hours and projects – Year end summary of volunteer hours and their value (2016: $24.14/hour – independentsector.org ) – Year end celebration of volunteerism and their contribution to your agency
Retaining Volunteers • Communicate with your agency’s staff or personnel regarding your volunteer program – Program overview – Updates – Expectations – Make sure your own staff is updated regarding your program and can answer questions from volunteers or refer them to the right person. • Schedule meetings with your volunteers to get their feedback on their experience/expectations with your agency
Retaining Volunteers • Say “Thank You” every time you see them. • Ask them how they feel – Create a volunteer satisfaction survey – Schedule volunteer review/feedback session • Feed them. • Treat them well. • Let them know they are appreciated.
Retaining Your Volunteers – Have fun with them!
Make the time you spend with your volunteers as fun as you can possibly make it.
Retaining Volunteers – Provide meaningful work!
Retaining Volunteers – explain how their work benefits the community or your agency
Retaining volunteers – Feed them!
Say “Thank you” in as many ways as you can! • Thank you! • Thank you! • Thank you! • Thank you! • Thank you! • Thank you!
Volunteer Program Resources • www.pointsoflight.org • www.volunteeringandservice.org • www.doviacolorado.org • www.metrovolunteers.org • www.volunteermatch.org • www.crcamerica.org • www.coloradononprofits.org
Points of Light • www.pointsoflight.org What We Do Points of Light – the world’s largest organization dedicated to volunteer service – mobilizes millions of people to take action and change the world. To bring the power of people where it’s needed most, we…
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