VOLUNTEERS Recruiting, Engaging, Retaining. Presented by: Renée Deroche Catholic Schools Advancement Coordinator

Transcription

1 VOLUNTEERS Recruiting, Engaging, Retaining Presented by: Renée Deroche Catholic Schools Advancement Coordinator

2 The Volunteer Management Cycle

3 Topics we will cover in this session: Who Volunteers and Why? An Overview of Recruitment Steps for Successful Orientation and Training Steps for Successful Management and Supervision! Steps for Successful Recognition and Retention

4 Who Volunteers and Why? Many factors motivate people to volunteer including: They were personally asked. They have a personal connection to the mission of the school or parish (i.e. parent, alumni etc.) They enjoy the type of work being performed. They want to learn new skills. They want to meet people.

5 Understanding Motivation Motivation is a complex phenomenon Understanding what motivates an individual will help in: Recruitment messages Developing quality volunteer relationships, and Retaining volunteers

6 Understanding Motivation Dr. David McClelland s Theory on Social Motivators Individuals have different priorities that generally fall into one of these three categories: Achievement Affiliation Influence/power

7 Social Motivators Achievement Desire for Excellence, wants to do a good job, needs a sense of accomplishment, wants to advance, desires feedback Influence Likes to lead, enjoys giving advice, likes influencing an important project, enjoys job status, like to have their ideas carried out. Affiliation Likes to be popular, likes to be well thought of, enjoys and wants interaction, dislikes being alone in work or play, likes to help others, desires harmony

8 The Recruitment Process Recruitment is the process of enlisting volunteers into the work of the program. Because volunteers give their time only when they are motivated to do so, recruitment should not involve persuading people to do something they don t want to do. Recruitment should be seen as the process of showing people they can do something they already want to do.

9 The Recruitment Process Interest Survey (could be part of enrollment packet, have available at Open House, church bulletin insert etc.) Decide on categories Provide real examples Using the surveys!

10 Steps for Recruiting Determine Volunteer Needs what needs to be done and what type of volunteer do you need to do it. Develop Position Descriptions Once you know your program s volunteer needs, you should outline what volunteers will do, what skills are required, and the support/benefits they will receive. JOB DESCRIPTION! Create a recruitment strategy Who will you ask and how will you ask them Target Potential Volunteers and Market your Program

11 Types of Volunteers Long term Short term episodic Family (parent, grandparent, aunt/uncle) Student Internships Virtual Volunteers

12 Interesting Stats about Volunteers 40% stop due to poor management practices Poor use of time Not using skills or talent Tasks not clearly defined People often say family or personal reasons

13 Interesting Stats about Volunteers 60% of nonprofits Adopted nine best volunteer management practices to some degree Best practices most often used are: Supervision Communication

14 Nine Best Practices 1)Supervision and communication with volunteers 2) Liability coverage for volunteers 3) Screening and matching volunteers to jobs 4) Regular collection of information on volunteer involvement 5) Written policies and job descriptions for volunteers 6) Recognition activities 7) Annual measurement of volunteer impact 8) Training and professional development for volunteers 9) Training for paid staff in working with volunteers

15 ORIENTATION preparing for volunteers The process of preparing your selected volunteers for a clear relationship with the organization: Should Answer Three Questions 1) Why should I volunteer here? 2) What will I do? 3) Will the volunteer work I do make a difference?

16 ORIENTATION preparing for volunteers All too often we Find someone to work with the volunteers Create job description (maybe written down) Recruit and assign volunteers (grab and go) Say thank you at end of shift Wonder why we do not retain volunteers

17 BETTER APPROACH In preparing for volunteers: Develop the philosophical base for why Articulate the principles Train the staff to engage and train!

18 BETTER APPROACH Develop the philosophical base for WHY Fundamental assumptions behind volunteering Align with organizational priorities Sets the direction for the volunteer program Principles Of Volunteering Core values about volunteering in organization

19 MISSION DRIVEN MODEL Fundamental assumptions behind volunteering Align with organizational priorities Sets the direction for the volunteer program Principles Of Volunteering Core values about volunteering in organization

20 TRAINING OF STAFF Volunteers ineffective without the appropriate infrastructure KEY is support by paid staff so time not wasted looking for forms, orientation agenda etc. Formal training of staff how to work with volunteers Purpose Goals Policies Volunteers as Guests Expectations

21 PREPARING FOR THE VOLUNTEER Screening and matching Assessment and inventory of tasks, skills and expectations BE CLEAR Create job description Be clear on skills Create volunteer inventory form

22 PREPARING FOR THE VOLUNTEER POSITION (job) DESCRIPTION Title Purpose/objective Location Key bulleted list of responsibilities Qualifications Time Commitment Training/Support Provided Benefits Supervisor and contact information

23 ORIENTATION IS KEY Reduces anxiety Limits Turnover Save Time for Program Staff Develops realistic expectations Sets positive attitudes Increases volunteer satisfaction

24 CRITICAL STEPS TO A GOOD ORIENTATION Step One: Meet and Greet (icebreaker) Step Two: Provide General Information (Policies, screening etc.) Step Three: Provide Specific Information (Job Description, hours etc.) Step Four: Let Them Know it Matters!

25 VOLUNTEER TRAINING The process of providing new volunteers with thorough, specific information about the actual work they will be doing. Training should: Be relevant, practical, and personalized Encourage volunteers to develop relationships Include materials for participants to use and take away from training

26 COMMUNICATION Be Prompt Be Clear Share Knowledge impact Be personal Be reliable Think three s and one phone call!

27 COMMUNICATION YOUR SCHOOL Organizational Climate Organizational Structure Warmth Conflict policy School Identity Social Media Policies

28 TIPS TO SHARE Give most important information first Emphasize people as well as policies and procedures Partner new volunteers with experienced ones Screening: Age appropriate, sensitive to needs and diversity Promote exchange and questions Okay not to know it all get back to you or save it for discussion time

29 POLICIES and PROCEDURES Policies tell people WHAT to do Procedures tell them HOW to do it Short (page or two) Booklet Long Manual Get signature/dated acknowledgement for volunteer file

30 POLICIES and PROCEDURES Working conditions Dress code Name badges Mary Support and supervision Dealing with Problems Staff and volunteer have to work together Mutual beneficial relationship for both Skills and Task must match Make it a valuable experience image is at stake! Welcoming Culture, with Resources to Support Volunteers to Recruit Other Volunteers!

31 MANAGEMENT AND SUPERVISION Remove barriers Nurture your volunteers Think of training as an on-going responsibility Evaluate and give feedback

32 RECOGNITION AND RETENTION Celebrate the uniqueness of your volunteers Give your volunteers a great place to work Never forget power of saying THANK YOU, sincerely, and often! Simple thank you cards/gifts Appreciation events (lunch, snacks) Volunteer of the Day, End of Year, etc. Align with organization mission/goals Include Volunteers in Newsletters Annual Report TIME IS VALUABLE!

33 VOLUNTEER RETENTION RESEARCH Best Predictors of Retention Adequate preparation, training for the task Task achievement Recognition Positive relationships in the workplace The nature of the work itself

34 APPLIES TO EVERYONE! Top TEN Criteria of a Great Place to Work Helping, POSITIVE atmosphere Clearly defined responsibilities Interesting work Competent supervisors Seeing the results of their work Working with a respected organization A reasonable schedule / workload Doing the things they do best

35 CHALLENGES Volunteer Perspective Time Responsiveness 24 hour rule! Technology Generational Expectations Dedicated staff resources

36 CYCLE OF VOLUNEER SERVICE Where would YOUR volunteers be?

37 QUESTIONS?

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39 RESOURCES Points of Light Foundation Hands on Network Interest self assessment Volunteer Management Best Practices Yale Global Alumni Leadership Exchange VolunteerMatch.org Exercise.pdf /04/IFEA-Volunteer-Management-Best-Practices.pdf Pinsoneault, Donna. Attracting and Managing Volunteers: A Parish Handbook Ligouri Publications. Ligouri, Missouri Print. Winseman, A. Clifton, D. Liesveld, C. Living Your Strengths. Gallup Press. New York, NY Print. LIFE I have 30 + years in non-profit management!