Volunteer Management In-House Course Outlines

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1 Volunteer Management In-House Course Outlines

2 Contents About our courses... 3 Volunteer Management The Essentials... 4 Planning for Volunteering... 7 Attracting Volunteers... 8 Supporting Volunteers... 9 Communicating with Volunteers Motivating Volunteers Course Outline Managing Event Volunteers... 12

3 About our courses Our courses have been carefully researched and have been informed by discussions with organisations like yours to ensure we understand what it takes to deliver a great volunteer experience. They also benefit from our 30 years worth of experience supporting organisations that involve volunteers. This allows us to include all the latest volunteering statistics, trends and examples from across Scotland to help inform your practice. All the courses have been designed to be as practical as possible and are delivered by our outstanding team of experienced trainers. Each member of the team has a passion for volunteering and is committed to making sure you get the most out of your time with us. In-house delivery We will arrange a meeting to discuss your needs, either face to face or over the telephone to tailor our training to match your needs. Whether you want us to focus on a particular challenge you are facing, or you want us to use examples specific to the sector you operate in, or if you want to pick and mix different sessions to create your own course. We will make sure you get what you want from the training you are booking. Course prices Volunteer Management The Essentials Plus optional ILM endorsement (for more information on the difference see below): o Development Programme: 48 per person. o Or Endorsed Programme: 68 per person. One Day courses How do I sign up? If you are interested please fill out our In-House Booking Form and Alternatively you can talk through your requirements by calling

4 Volunteer Management The Essentials The course will explore everything you need to know about involving volunteers. You will be challenged to think beyond what s needed for the traditional volunteer, gaining an understanding of today s volunteers and what your organisation needs to have in place to give them a great experience. The sessions will cover preparing for involving volunteers, attracting the right volunteers and getting them started. We will also discuss supporting volunteers, managing challenging situations, reward and recognition and evaluating your volunteer programme. By the end of the course you will be able to: Explain what volunteering is, why people do it and what they can do. Plan a recruitment process to get volunteers involved. Design an induction and support process to get volunteers started. Feel confident in dealing with challenging situations surrounding volunteers. Identify where you can recognise and reward your volunteers as well as identify opportunities for further development. Critically assess your policies and procedures that support volunteering. Drive forward volunteering in your area of work. Volunteer Management The Essentials is endorsed by the Institute of Leadership and Management (ILM). ILM is the UK s largest management body, combining industry-leading qualifications and specialist member services. Those signing up to the endorsed or development programme will be given six months free membership of ILM including access to their Learning Zone, resources and newsletters. This means you can chose to receive either a Volunteer Management The Essentials Development Programme or Volunteer Management The Essentials Endorsed Programme. What s the difference? Volunteer Management The Essentials Development Programme: you will complete the full course but will not have to submit any assessments. You can make this decision at any point during the course. You will receive an ILM Development award once you complete the course. Volunteer Management The Essentials Endorsed Programme: in addition to completing the course you will be asked to submit a word written report that effectively makes the case for change in your organisation. This should be submitted 3 weeks after the course. Support will be available to you from the tutor whilst completing your assessment. You will receive an ILM Endorsed award once you have completed the course and passed your assignment.

5 Agendas Day By the end of the day you will be able to: Explain what volunteering is, why people do it and what they can do. Plan a recruitment process to get volunteers involved Welcome to the course What is volunteering? In our opening session we will explore what volunteering is, the range of different volunteering types and some key information about volunteering in Scotland. This session will also include looking at why people volunteer and the benefits and challenges of involving volunteers Lunch Preparing to involve volunteers. This session will focus on what you have to do in order to attract and recruit the right volunteers, looking at creating roles for volunteers and recruitment and matching techniques Chatting with volunteers. This session will help you to think about the best way to gather information from potential volunteers, in particular through chatting with volunteers (volunteer interviews) Review of day and close Close. Day By the end of the day you will be able to: Design an induction and support process to get volunteers started. Feel confident in dealing with challenging situations surrounding volunteers. Identify where you can recognise and reward your volunteers as well as identify opportunities for further development Welcome to day Create a positive induction for your volunteers. This session will look at getting volunteers started by looking at volunteer induction Making a difference. In this session we will look at communicating with and supporting your volunteers to promote a great volunteer experience. This session will also begin to look at dealing with challenging volunteer situations Lunch Challenging volunteer situations. This session will focus on dealing with any challenges you may face when involving volunteers in your organisation The end of the road. There are lots of different reasons why individuals may wish to end their volunteering. In this session we will look at some of those reasons, we will also look at when organisations have to end the volunteering relationship Break Recognitions and reward. The final session of the day will help you to identify how you can recognise and reward your volunteers Review of day and close Close.

6 Day By the end of the day you will be able to: Critically assess your policies and procedures that support volunteering. Drive forward volunteering in your area of work Welcome to day Evaluate your volunteer programme. The first part of this focused day will look at the importance of evaluating your volunteer programme, including who should be involved evaluation techniques and reporting Lunch Designing policies and procedures. The final session of the course will look at developing policies and procedures to support your volunteer programme. This session will cover the purpose of policies and procedures, designing effective policies and procedures and communicating these across your organisation Timelining & action planning. To finish the day we will focus on what we have learned over the 3 days and begin to develop a timeline for making changes and improvements to the way your organisation involves volunteers Evaluation and close Close.

7 Planning for Volunteering Planning and preparing for the involvement of volunteers and understanding why you want volunteers at the outset is crucial to any successful volunteer programme. Whether you re involving volunteers for the very first time or looking to develop your current practice it can be difficult to know where to begin. This course will look at why and where you can involve volunteers, the role of a volunteer manager and developing a framework for involving volunteers. By the end of the course you will be able to: Explain volunteering and the difference it can make to people s lives. Communicate the benefits and challenges of volunteering. Calculate the resources your organisation needs to commit to volunteering. Create policies and procedures for supporting volunteering. Is there any additional work? Before the course, look at your organisations volunteer policy and any other related documents. If you do not have these, don t worry as it is not essential to have them. There is no additional work to be submitted after the course. Agenda Registration opens (teas and coffee available) Welcome What is volunteering and why do people do it? Taking it right back to the basics; this session will help you explain the surprisingly complex world of volunteering and look at why people willingly give up their free time! Communicating the need for volunteering It is important to discuss with stakeholders when involving volunteers to ensure that there is a good understanding of why and where volunteering can be involved. This also helps to ensure that support for volunteering is recognised throughout the organisation. In this session we will also discuss who needs to be involved in the planning process Lunch The volunteer manager s role What exactly should a volunteer manager be doing? In this session we will look at the variety of tasks a volunteer manager can be working towards Resourcing volunteering Many people think because volunteers give their time for free they are a free resource. Well we all know that is definitely not the case. This session will explore how you can calculate the resources needed to support your volunteering programme Break Developing a framework for involving volunteering In this final session we will look at what you need to have in place to develop a framework for involving volunteers, including developing policies and procedures Review of day Close

8 Attracting Volunteers Getting the right volunteers is one of the best ways to make sure that you have a successful volunteering programme. But with the volunteering participation rate in Scotland having flat lined for a number of years this is becoming more difficult for many organisations. This course will help you to identify what type of volunteer is suited to what type of role and design a recruitment process to make sure you attract the right people. It will also explore different types of volunteering such as family volunteering and home-based volunteering to help you expand your volunteering programme. By the end of the course you will be able to: Match your organisation s needs to your volunteers. Create attractive roles for volunteers. Design a recruitment process that attracts the right people. Is there any additional work? Take some time to consider and note all the different things you do to attract volunteers. There is no additional work to be submitted after the course. Agenda Registration opens (tea and coffee available) Welcome Understanding needs Your organisation exists to make a difference and volunteers can help you achieve that. This session will explore the different types of volunteering that exist and how they can help you achieve your organisations objectives Who volunteers? Do woman volunteer more than men? Is there a particular age group that gives more time? This session will help you answer these questions and help you understand people s motivations for giving their time Meeting needs Now you understand what difference you want to make and why people want to be involved it s time to match them up Creating volunteering roles Lunch Creating volunteering roles Being clear about roles makes attracting volunteers easier and means that potential volunteers understand what they are expected to do. In this session we will look at how you can create exciting roles that will attract the type of volunteer you are looking for Promoting opportunities People look for volunteering opportunities in different places and this session will explore the most effective ways of promoting your opportunities Break Matching the right volunteers to the right role So you ve got lots of volunteers interested in your roles, what next? This session will examine how you can match the right volunteer to the right role and help make sure they are right for your organisation What to do when potential volunteers approach you If you are lucky, potential volunteers will get in touch with you to offer their time. But what to do if what they are offering doesn t fit into a specific role? In this final session we will explore different ways of dealing with these offers Review of the day Close

9 Supporting Volunteers Volunteers who are well supported from the start are happy volunteers and happy volunteers are more likely to make a difference. So how do you support them? Support goes beyond simply meeting volunteers regularly, it is about building a positive relationship with volunteers from the start. This course will help you plan and deliver a suitable induction process and identify and apply different support methods throughout a volunteer s time with you. It will also help you manage some of the challenges of supporting volunteers. By the end of the course you will be able to: Identify and apply the right support methods for the individual. Design a volunteer induction process. Manage challenging volunteer situations. Create positive endings for volunteers. Is there any additional work? Before the course, look at your organisations volunteer policy and any other related documents. If you do not have these, don t worry as it is not essential to have them. Take some time to consider and note all the different things you do to support volunteers. There is no additional work to be submitted after the course. Agenda Registration opens (tea and coffee available) Welcome to the course The importance of support In our opening session we will explore why supporting volunteers is important and what happens when volunteers are not supported Methods of Support How you support volunteers depends on the volunteer. In this session we will look at different types of volunteering and what mechanisms you can use to support them Break The volunteer induction process Getting the induction right for your new volunteers forms an important part of supporting them and ensuring they have a positive experience. We ll discuss what s needed to design a positive volunteer induction process in this session Choosing the right support To bring your learning on support together, you will identify what the right support methods are for your organisation and individual volunteers Lunch Dealing with challenging volunteer situations Challenging volunteer situations can arise for a lot of different reasons and in this session will have time to explore this so that you can manage them confidently if they happen Break Letting someone go Volunteering should work for both the individual and the organisation but sometimes it doesn t. In this final session we will spend time understanding how to help someone move on and find the right thing for them Review of the day Close

10 Communicating with Volunteers Volunteers consistently feedback that when organisations get their communications right it makes them feel part of what is going on and they better understand their role. This course is designed to help you understand the value of effective communication and how it will help you achieve your organisation s goals. It will also help you become more effective at communicating with your volunteers. By the end of the course you will be able to: Explain what communications channels are most effective at engaging your volunteers. Explain how you can use social media to engage and communicate with volunteers. Define what communication barriers exist within your organisation. Develop a plan to effectively communicate with your volunteers. Agenda Registration opens (tea and coffee available) Welcome Why is communication important? This session will begin with a group discussion about the importance of communication in any volunteer programme. We will then talk about your current communication strengths and challenges Communication styles Everyone communicates differently and this session will explore you and your volunteers communication styles and how this has an impact on how you communicate with your volunteers Communication channels In this session we will identify different communication channels and discuss the advantages and disadvantages of each. This session will also look at different social media platforms, discussing their pro s and con s as well as some tools to help you manage them Lunch Using social media to engage your volunteers Everyone talks about social media but how many of use it to effectively engage our volunteers? During this session we will explore what social media tools are out there, help you decide which ones are right for your organisation and how you can effectively use them to engage and communicate with your volunteers Break Communication barriers By understanding what barriers may stand in the way of effective communication in your organisation, you can identify how to deal with them effectively to ensure the best possible outcome. In this session we will discuss and identify the possible communication barriers and how these may be overcome Review of day Close.

11 Motivating Volunteers Course Outline We all want our volunteers to have a great experience and an important part of this is keeping them motivated. Every volunteer is different and their motivations can change over time. This course will help you identify your volunteers motivations and recognise their contribution in a way that s right for them. By the end of the session you will be able to: Identify volunteers motivations. Manage changing volunteer motivations. Demonstrate the value of recognising volunteers. Recognise volunteer contributions. Is there any additional work? Before the course, look at your organisations volunteer policy and any other related documents. If you do not have these, don t worry as it is not essential to have them. Take some time to consider and note all the different things you do to attract volunteers. There is no additional work to be submitted after the course. Agenda Registration opens (tea and coffee available) Welcome The importance of motivating volunteers This session will begin with a group discussion about the importance of motivation in any volunteer programme. We will also start to make the connections between the importance of motivation and the successful delivery of other aspects of volunteer management What motivates volunteers? After all the effort you put in to getting new volunteers, have you ever been disheartened when they have not stuck around? In this session we will unlock the secrets of volunteer motivations Break Recognising volunteers As you know, not all volunteers like to be recognised in the same way. This session considers why volunteer recognition is important and some options for how you can do it without everyone turning red with embarrassment! Lunch Keeping volunteers motivated Choosing the techniques that are right for both your individual volunteers and your organisation will benefit everyone in the long run. In this session we will identify techniques for managing changing motivations Break Getting it right Finally, bringing together your understanding of volunteers motivation and the importance of recognition you will outline a plan for what is right for your organisation Review of the day Close

12 Managing Event Volunteers Volunteers can play a key role in making your event a success. Not only that but it allows people to make a difference without committing to giving lots of time. They can fulfil a range of roles such as managing your social media, welcoming your guests, finding sponsors or capturing video feedback allowing you to promote the work you do. However, there can be a number of challenges that managing event volunteers bring such as keeping roles interesting as well as relevant, setting realistic expectations, developing positive staff/volunteer relations and getting the right volunteers for the right roles. This course has been designed to support you to develop the skills and knowledge to effectively recruit, manage and make the most of event volunteering. We will share with you examples of where event volunteering has worked and explore some examples where it hasn t. It will also allow you to share your experiences and learn from others in the same position as you. By the end of the course you will be able to: Communicate how volunteers can add value to your event. Attract the right volunteers for the right roles. Develop a plan for managing volunteers running up to and on event day. Assess your volunteers contribution to the event. Agenda Registration opens (tea and coffee available) Welcome Who are event volunteers and what can they do? Are the people who volunteer at events different from other volunteers? Find out what motivates this type of volunteer as well as looking at some examples of how other organisations use volunteers at events including the National Trust and TEDxGlasgow Creating the right roles Creating the right roles can be the difference between attracting a handful of volunteers and being able to select those that will help you make a difference. In this session we will look at what a good role profile looks like and how you can create them for your event volunteers. It will also look at how you can involve the wider organisation in developing volunteer roles Break Attracting the right volunteers We can put all the systems and processes in place but pulling off an outstanding event comes down the team you ve got. We will explore how to manage expectations, attract the right type of person you are looking for, what methods work best to attract volunteers as well as getting the timing just right Lunch Managing volunteers running up to the event For those of us who manage events we know that it s not just what happens on event day that s important but getting everything in place beforehand. Volunteers can play a key role in helping this happen and in this session we will look at induction, role specific training and building staff/volunteer relations Managing volunteers on the day Keeping staff on track during event day can be challenging and volunteers are no different. We will look at how we can keep volunteers motivated as well as what to do when things go wrong Break What happens next? So you ve ran an amazing event but what happens next? In this final session we will look at how you can reward your volunteers for their contribution, gather and act upon their

13 feedback and keep them engaged so they continue to volunteer with your organisation Review of the day Close

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