Date post: | 05-Sep-2014 |
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HIGH IMPACT VOLUNTEERINGCritical steps to building and maintaining your volunteer base
AGENDA Personal Connection! Stages of Volunteer Coordination
Recruitment Orientation Engagement Retention
Things to Consider Useful Resources
PERSONAL CONNECTION! Be responsive
Prompt answers & guidance Solicit feedback
Enlist the help of seasoned volunteers Buddy system Mentoring Liaisons Matchmakers
Create a community Teams Facebook Events
Set realistic expectations
STAGES OF VOLUNTEER COORDINATION1. Recruitment
1. Volunteer Roles2. Policies3. Strategies
2. Orientation1. Application and Registration2. Logistics3. Presentation
3. Engagement1. Orientation Follow-Up2. Deployment
4. Retention 1. Vision2. Metrics/Impact3. Personal Connection/Community4. Appreciation/Recognition
RECRUITMENT: VOLUNTEER ROLES Identify key areas of need and schedules Write position descriptions
Describe essential duties Include skills and experience needed Describe the physical conditions
Who will coordinate volunteers? Dedicated volunteer coordination (VC)
committee Invest time/resources
RECRUITMENT: POLICIES Create Volunteer Handbook
Set expectations Minimum time commitment Age guidelines Shelter environment Dealing with animals
Outline do’s and don’ts Search online for samples
RECRUITMENT: STRATEGIES Overall organizational marketing is key
APA! does little recruitment Strong brand awareness = more volunteers
Leverage existing staff & volunteers Leverage the community Online recruitment
VolunteerMatch, Craigslist, Facebook
ORIENTATION: APPLICATION AND REGISTRATION Applications are a necessity
Liability and release Capture key information Search online for sample applications APA! uses Zoho (free)
Application auto-response To register or not to register?
ORIENTATION: LOGISTICS Location
Someone’s house, local business, church, etc. Supplies
Copy of Volunteer Handbook Nametags Pens Choice sheets PowerPoint
Donations/T-shirt sales
ORIENTATION: PRESENTATION Content
Follow Volunteer Handbook History and mission of organization Specific volunteer duties and teams Necessary training and safety info Set expectations – The 3 P’s Clear next steps
Choice Sheet
ENGAGEMENT: ORIENTATION FOLLOW-UP Be Responsive
Prompt follow up Add to email list
APA! uses Yahoo Groups Send welcome letter
Establish personal connection Connect volunteers with team leaders/liaisons Matchmakers VC team
Share “insider” info Wiki page, Facebook groups, etc.
ENGAGEMENT: DEPLOYMENT Volunteer shifts
Encourage accountability Provide direction for new volunteers
Buddy system or mentors Pair new volunteers up with veterans
Liaisons Link between ops team and VC team
Provide training Volunteers know what to do and how to do it Check in/retrain
RETENTION: VISION Communicate Your Vision
Remind & refer to vision often Tie into metrics/impact
RETENTION: METRICS/IMPACT Share success stories Communicate metrics Celebrate accomplishments
RETENTION: PERSONAL CONNECTION/COMMUNITY! Be responsive Enlist the help of seasoned volunteers Create a community
‘Uniform’ Teams Facebook Events
Set realistic expectations
RETENTION: APPRECIATION/RECOGNITION Appreciation
Parties or gatherings “Thank you” and a positive attitude
Recognition Volunteer of the Month Veteran volunteers Meaningful items as reward
i.e. Volunteer t-shirt instead of a plaque Organization-wide and team-specific
THINGS TO CONSIDER Tracking hours – APA now Unique cases
Walk-In Volunteers Group volunteers?
Pro: Good for large projects Con: Require more management, short-term
Under 18? Pro: Recruit and retain parents Con: Safety concerns, management
Community service Pro: Increases number of helping hands! Con: Less invested in the organization, more oversight
USEFUL RESOURCES Your organization’s website Other organizations’ manuals, articles, how-
to’s Zoho Volunteer response templates (canned responses) Google docs & forms Yahoo or Google groups www.idealist.org RSVP (Retired Senior Volunteer Program) HSUS’s Volunteer Management Discussion
Group Local Volunteer Management Groups