Date post: | 08-May-2015 |
Category: |
Technology |
Upload: | pdxtech4goodorg |
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TechTools 4 Good:Using Internet &
Smartphone Tools to Engage & Support Volunteers
For
Jayne Cravens, MSchttp://www.coyotecommunications.com
Today's modus operandi
● There are no stupid questions. ● Please clarify jargon du jour.● Everyone in this room has knowledge worth
sharing. Let's hear about it.● Everyone in this room is doing something well.
Let's hear about it.
● Not offering concrete, absolute blueprints. YMMV.● Conflict is healthy!
● I don't have all the answers. No one does.● Please be present; please participate.
Tech During the Workshop
You are free to tweet & micro-blog during presentation. HOWEVER, in the interest of respecting everyone in this room.
● Please turn your phone off or to vibrate.
● If you get a call during this presentation, or an email that you need to respond to, please leave the room to talk/respond.
Please be present during the presentation. We love to see your eyes.
All of today's resource materials
Found throughout:http://www.coyotecommunications.com/
Why listen to me?
● I read & research re: volunteer/community engagement, talent management, communications, and anything that might be related to such.
● I regularly write & train on volunteer engagement, including using the Internet to support and involve volunteers.
● I'm considered a pioneer!● I support and involve volunteers.● I volunteer.
What are volunteers?
Volunteers are people who undertake tasks for your organization but are not paid:● board members● committee members● pro bono consultants● employees on loan ● people who are assigned community service● people who contribute to your online community● ushers
Your definition can be different, but this presentation uses this definition for volunteers.
Why involve volunteers?
Say why, but with this restriction:
You can't say it's to save money.
Why involve volunteers?● Involving volunteers -- representatives of the community -- can help
educate the community about what the organization does. ● Volunteer involvement demonstrates that the community is invested in the
organization and its goals. ● Involving volunteers can help your organization reach particular
demographic groups -- people of a particular age, in a particular neighborhood, of a particular economic level, etc., especially groups who might not be involved with your organization otherwise.
● Volunteers can provide additional evaluation of your organization's operations and services
● Involving volunteers can be a reflection of your organization's mission. ● Volunteers may become, or refer, financial donors.● Volunteers may become, or refer, clients.● Volunteers may have connections at companies or organizations you want
to work/partner with. ● Volunteers may be the best people for the task.
Why not say volunteers save $$?
Why do you think saying that you involve volunteers in order to save money is a bad idea?
Geesh, Jayne, when are you
going to talk about TECH?!
Single most important element to keeping volunteers & to their doing
quality, much-needed work:
great support
Volunteer support means:
● Volunteer opportunities are easy for potential volunteers to review and apply for.
● Expectations of the volunteer are clear to everyone.● Expectations of the organization are clear to everyone.● Tasks are detailed and well-communicated. ● Questions are welcomed, responses are rapid.● Volunteer contributions are frequently recognized.● Volunteers see their contributions make impact.
Volunteer Engagement fails without proper support.
Techtools can be used for every step of volunteering process● Identifying tasks/opportunities/roles for volunteers● Recruiting volunteers ● Expressions of interest from potential volunteers● Screening volunteers● Orienting/training volunteers● Scheduling volunteers● Volunteers engaging in the task or role (virtual
volunteering)● Volunteers communicating/working with staff (and even
with each other)● Tracking volunteer progress● Recognizing volunteer contributions
However...
Think beyond "Is there an app for that?"
Your techtool choice is less important than:● the support you have for staff & volunteers to
understand how volunteer engagement is supposed to work at your organization
● the ways you create commitment among staff & volunteers regarding communications & support
● your understanding of the essentials of successful volunteer management
Bad news: not everyone is online
Even in Oregon.
Not everyone has a smart phone either.
The less flexible you are in terms of two-way communications with volunteers, the less diverse your volunteer corps will be.
Differences among volunteers
● What different demographics do they represent?
● Do they all do the same things at your org?● Do they all like the same kinds of
assignments?● Do they all communicate the same way?● Do they all have the same kind of computers
and smart phones?
Making decisions on tech tools
● Know how your volunteers prefer to communicate● Know how those that work with volunteers prefer to
communicate● Look at what's working well offline, & think about how to
replicate that online● Have a plan for introducing the tech tool that sells it to
volunteers and staff● Have a plan for ongoing support, rewarding adopters,
etc. ● Have a plan for evaluating the success of the tech tool
& identifying problems● Know your budget
Getting everyone to use a tech tool● You may require volunteers to use certain
communications tools (online group, text messaging on a phone, Twitter) regularly (note there are consequences of doing this).
● YOU have to use all tools you want others to use.● In addition to requiring volunteers to use certain tools,
you should reward them for using such.● Continual show VALUE of the tool (real, not just
abstract).● Training & support, training & support, training &
support.
Essential: online group(s) for your volunteers
● Allows anyone to communicate, anytime● Allows for easy, quick sharing of
communications● Allows volunteers to reference documents
anytime● Creates an automatic, ongoing record of
exchanges
Options for online groups/collaboration abound
● YahooGroups (my fav)● GoogleGroups● Google docs/drive● MiniGroup (also a fav - very affordable)● Ning● Basecamp● Huddle● Wikispaces● Microsoft Sharepoint● & on and on....Which is "best"? Depends on YOU!
What do you use?
Tools for screening potential volunteers
● Email● LinkedIn profiles (but maybe not Facebook)● Skype, iVisit & Google Hangouts ● Online tools for criminal background checks● Whether or not the candidate signs up for
your online group
What do you use?
Tools for orienting/training volunteers
● Email● Web-based material● YouTube● WebEx, AnyMeeting, other webinar software● Volunteer looking at something online while
you talk on the phone
What do you use?
Tools for Scheduling Volunteers
● GoogleDoc spreadsheet● Google or Yahoo Calendar● Twitter● Specialized software (http://www.coyotecommunications.
com/tech/volmanage.html)
What do you use?
Virtual Volunteering
● It's a practice that's as old as the Internet● Volunteers undertaking assignments, in whole
or in part, via their computers, tablets, smart phones, etc.
● Includes telementoring, microvolunteering, crowd-sourcing, pro bono telecommuting, etc.
● Can be long-term assignments, microassignments, ongoing, short-term, require lots of screening & training or none at all
● Boundaries between online volunteering and traditional volunteering are pretty much GONE
What do online volunteers do?● translate documents● research subjects● create web pages● edit or write proposals,
press releases, articles, etc.
● develop curriculum● design a database● design graphics● provide legal, business,
medical, agricultural or any other expertise
● counsel people
● tutor or mentor students● moderate online
discussion groups● write songs● create a podcast● edit a video● monitor the news● answer questions● tag photos and files● offer opinion or feedback● manage other online
volunteers
Let online volunteers decide which device they will use
● No need to say that an assignment is best via a computer versus a smart phone or tablet; offer the assignment and let volunteers choose which they will use.
● No need to ever say the word "virtual volunteering" or "microvolunteering" - volunteers just want to VOLUNTEER. They respond to the organization's mission and the task (type of work, amount of time needed, etc.)
Virtual Volunteering - what are you doing?
Social Media / Friend-to-Friend Networks
Twitter, Facebook, Flickr, etc. can be used for:● Recruitment● Communicating with volunteers & hearing
from volunteers● Reminders to volunteers● Volunteer recognition
What do you use?
Volunteers sharing criticism is easier than ever!
● There's no way to avoid it.● If you aren't seeing/hearing criticism, you need to be
VERY worried.● If you are seeing/hearing it, be glad - it means
communication lines are open.● How you handle criticism will either build or reduce trust.● See "How to handle online criticisms / conflict" for ideas
that work offline as well.(I could do an entire workshop JUST on this subject!)
"I hear you"
Volunteers may talk to you - but how do they know they are being heard?
How can use tech to let them know they are being heard?
Communicating without overwhelming● IMO, the more messages you send in a week, the less
impact each message has.● People need to hear critical messages numerous ways
(email, onsite meetings, etc.), but NOT every message is critical.
● People will almost always say they are receiving too many messages.
● Look at RESULTS of your messaging to determine if it's too much or too little, adjust accordingly.
● Adjustments must be made regularly.
Other volunteer support with TechTools
● Using the Internet to Recognize Volunteers & Their Contributions
● Using TechTools to Recruit Volunteers (recruitment is the easy part!)
● Online safety, confidentiality, security, etc.● Evaluating volunteer contributions/impact● Evaluation your support for volunteers
Please see my web site:http://www.coyotecommunications.com/
REMINDER: Getting everyone to use a tech tool● You may require volunteers to use certain
communications tools (online group, text messaging on a phone, Twitter) regularly (note there are consequences of doing this).
● YOU have to use all tools you want others to use.● In addition to requiring volunteers to use certain tools,
you should reward them for using such.● Continual show VALUE of the tool (real, not just
abstract).● Training & support, training & support, training &
support.
Resources to check out
See their web sites, follow them on Twitter &/or Facebook, sign up for their email newsletters:
NOVAAhttp://www.novaa.org
Energize, Inc.http://www.energizeinc.com
TechSoup Online Community Forum (let's continue the discuss here!)http://www.techsoup.org
Stay in Touch!
My web site: coyotecommunications.comLinks there to my:
● blog● Facebook page● Twitter feed (jcravens42)● email newsletter (Tech4Impact)
Also, see you on the TechSoup.org Community Forum for further discussions!