VOLUNTEER MANAGEMENT

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Friends of Parks and RecreationApril 28, 2012

Presenter: Sandra Miller, Consultant/Trainersaltzmiller@gmail.com

Connect with us on facebookVolunteer Centers of Michigan

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Provides resources to volunteer centers across the state in their efforts to address key community issues.

www.mivolunteers.orgwww.mnaonline.org

Goals

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Provide resources

Facilitate discussion & sharing

• Identify best practices specific to volunteer recruitment and retention

ONLINE RESOURCES

VOLUNTEER MANAGEMENT

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Volunteer Centers of Michigan.mivolunteers.org

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1. Go to Resources Tab

Upcoming Training, Available Presentations

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Grants & Other Resources

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Others

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RESOURCES Volunteer Management.doc

Key Points

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Getting and Keeping Volunteers

Make & Look for connections

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Mission & ImpactHow will what they’re doing

make a difference?

Make it personalIntroductionsSmall groups w/leaderOpportunities for interaction

CommunicateBefore, during, after

DISCUSSION Why should I volunteer with your organization?

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CONSIDERWhat’s your organization’s mission?What is the role volunteers play?What impact, changes will occur as a result of the

work they’re doing?

The Case Statement

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Example

Those who care for seriously ill children often suffer from the fall out--divorce, alcoholism, drug abuse, depression. Volunteers who serve with our organization help strengthen and extend our ability to support and strengthen families with children suffering from a variety of illnesses and injuries.

• Demonstrates the value of the program

• Provides structure and focus for activities

• Used in outreach activities—letterhead, recruitment, etc.

Examples. . .The Friends of Hartwick Pines State

Park is a non-profit organization that works in conjunction with Hartwick Pines State Park to promote and support education and use of Hartwick Pines State Park.  The Friends group is made up of volunteers from across Michigan as well as the nation who work together for this common goal.  The Friends are continually involved in promoting the exhibits and activities that visitors to the park enjoy every day as well as public demonstrations and other special events.

The Volunteer Program strives to increase the effectiveness and improve the quality of opportunities for visitors through guided nature walks, tram service to the beach, school group tours, and resource management projects. The Volunteer Program provides a forum for learning and community involvement.

(Friends of MacArthur Beach State Park, Florida)

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Communicate—Develop A Strategy

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How do you recruit?

Respond to applications

Provide detailed information about volunteer opportunities

ProvideOrientationTrainingProvide time for reflection/feedback

Follow UpThank-you’sFuture Opportunities

Consider Volunteer Motivations

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Consider what the volunteer is looking forWhy do people volunteer?What are the benefits to the volunteer?What are the barriers?

The New Volunteer

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Create appealing opportunities. . .

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Consider:

Project focusedTime LimitedSkill-based FlexibleOpportunities for leadershipVirtualAppealing to different groups Families Youth Young professionals, Retirees, Companies, etc.

Example--Time & Project SpecificSkill Based

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• More opportunities• New Opportunities

Increased Recruitment

• Opportunities for Leadership

• Opportunities to use or learn new skills

Increased Retention

•What groups do your organization’s current volunteer opportunities generally appeal to?•What other groups or types of individuals might be targeted for recruitment?•What will appeal to these groups?•How might current opportunities be revised or new ones created?

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DISCUSSION—Offer New Opportunities

Collaborate

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Build on connections to mission & purposeTargeted volunteer poolShared & new resources

Increased funding opportunities—grants & networksIncreased opportunities for publicityPublic awareness

Example—Shared interest, PR opportunitiesamericanhiking.org

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Example— Target Groups--Consider Current Trends & ResourcesYouth & Families

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Generationon.org

Mnaonline.org

Example—Resources

Veterans

Missioncontinues.org

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Build On--Single Days of Service

Holidays & Community Events

Earth DayIndependence DayMemorial dayLocal Festivals &

Celebrations

National Days of Service

Global Youth Service DayNational Day of

Remembrance & Service (9/11)

Make A Difference DayMartin Luther King Day

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Tap Available Tools911day.org

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Community ConnectionsChurches

Corporations

Service Organizations

Universities

Classrooms

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Volunteer FairsInformational BoothsSpeaking OpportunitiesVolunteer Recruitment

AnnouncementsArticles—newsletters, websites

Sponsored Events

Your Volunteer CenterRecruitment

Training

Sponsored Events

Team Leaders

Resources & Information

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Questions, Comments,Share Examples. . .

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5 minute break!

Create An Online Presence

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New Opportunities = New Volunteers

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Make it easy to volunteer

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Online Recruiting Resources

• www.serve.gov • www.idealist.org• www.youTube.com• www.volunteermatch.org • Widgets

www.craigslist.org

www.facebook.com

www.handsonnetwork.org

Blogs

HandsOn Connect

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National Promotions

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www.serve.gov

•How does your organization currently connect with volunteers? •What is at least one new connection or collaboration that your organization might benefit from?

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DISCUSSION—

•The organization’s reputation is your most important recruitment tool.

•Individuals want to work with organizations that are efficient and use their time well.

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Practice Good Volunteer Management

Recruitment

SCREENING

ORIENTATION & TRAINING

SUPERVISION &

EVALUATION

RECOGNITION

Volunteer Management Elements

Planning

June Webinar--

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Volunteer ManagementRegistration Open in MayMivolunteers.org

AS A RECRUITMENT TOOL

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THE ONE DAY EVENT

PURPOSEMake the connectionImplement collaborationsScout for enthusiastic partnersCreate opportunities for successDemonstrate ImpactBuild & promote your organization’s successesMake the “ask”

THE EVENT—grow your program

BEFORE

DURING

AFTER

Start with the position descriptionWhat’s the connection to your case statement?

What are the potential target groups?Who’s interests, needs and connections are a likely match?

What will create an appeal?

Clearly identify expectations

Example

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Sample Position Description.docx

Example—Opportunity Posting

Volunteer Position Descriptions

Individuals “self screen”Clear expectationsBasis for recruitment“Informed Risk”

Purpose

RECRUITMENT

•Young Professionals•Youth•Families

•New Skills•Networking•Exercise•Environmentalists

•Where will you find them?

•Print•Media•Online

•Clear, compelling statement of need

•How to help•Build from volunteer position description.

Message

Method

Target Population

Benefits & Features

THE DAY OF

Registration Orientation Training Activity/EventVolunteer

Celebration

The Orientation

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Whom am I serving with?Create feelings of welcome, appreciation, inclusiveness

How will I be volunteering?Set the stage

What is the purpose? How am I making a difference?Identify the impact

Why am I volunteering?Make the Connection

PAUSE--What would your organization include in a short

orientation at the start of a project?

How might the “case statement” be used?

Importance of Training VolunteersWithout proper training volunteers may: Perform their duties poorly or step outside of their

boundaries

Not take all proper safety precautions

“Feel lost” while doing their task and not return

Have a negative experience and tell others about it, thus undermining the image of the organization

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•Place volunteers in small teams•Assign each an experienced team leader

•Tell stories of success•Look for enthusiastic participants•Establish a personal connection•Describe other opportunities for volunteers•Ask what the volunteer would like to do!!•Follow-up with personal thanks & recruitment

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DURING THE EVENTRecruitment Tip

During the Event. . .SUPERVISION/EVALUATIONCorrect problems before they grow.

Make the personal connection

Evaluation/feedback--A two-way processAnswer QuestionsAsk for input

Considers not just abilities and attitudes, but organizational fit.Not every individual fits every opportunity

Look for the “good matches” and build on those.

•Volunteer Reflections•Provides feedback and closure,•Makes the connection between the event & mission

•Communicate & Celebrate impactRecognize any special contributions

•“Make the Ask”—Continued InvolvementAsk—How would you like to share your skills and interests with us

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The last 10-15 min.

EXAMPLEREFLECTION If you were to write an article about

today’s event; what would be the title of the article?

AFTER THE EVENT

Communicate/follow up with volunteers

Share the story—impact, volunteer engagementMediaNewslettersWebsitePictures/video

Meet with team leaders/staff—evaluation, feedbackIdentify & target enthusiastic volunteers for further personal

contact

FINALLY—YOU WON’T KEEP THEM ALL

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Volunteer Engagement ScaleLevel 1: ShoppersLevel 2: Episodic ContributorsLevel 3: Short-term ContributorsLevel 4: Reliable RegularsLevel 5: Fully Engaged VolunteersLevel 6: Committed leaders

REFLECTIONWhat is your next step? What steps might you take

next to improve your organization’s volunteer engagement?

QUESTIONS?COMMENTS?

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THANK YOU