Effective Volunteer Management: Making the most of experience for all involved

Transcription

1 Effective Volunteer Management: Making the most of experience for all involved A Basic Guide for Volunteer Coordinators in Non-Profit Organizations Compiled and created by Kelly Thoes Year-End Project TechMission Corps New Life Centers-Chicago Kelly Thoes TMC Year-End Project New Life Centers-Chicago 1

2 Table of Contents Introduction... 2 Long-Term Volunteers: Procedures and Policies... 3 Setting and communicating expectations Application process and background checks Orientation Policy for poor behavior/performance Debrief One-Time Volunteers: Procedures and Policies... 8 Setting and communicating expectations Prior research Orientation Process/activity Debrief Follow-up Recruiting Step-by-step process Publication tools Suggestions for developing partnerships Documents Sample to volunteer Sample welcome letter Organization background and mission Description of volunteer responsibilities Rules and regulations for volunteers Volunteer application Harassment and conduct policy References request and questions Post-experience survey Resources Kelly Thoes TMC Year-End Project New Life Centers-Chicago 1

3 Introduction We all know the value of volunteers. However if not managed effectively, volunteers can become a burden that organizations do not have the energy to carry. Kelly Thoes TMC Year-End Project New Life Centers-Chicago 2

4 Long-Term Volunteers PROCEDURES AND POLICIES Setting and communicating expectations Just as if you brought a young child to a formal dinner, volunteers cannot be expected to automatically know what is expected. It is a difficult concept to grasp when you as a staff member feel that your job is second-nature, If the kid is staring at the ceiling, why doesn t the volunteer ask them if they need help In a new environment with new people, it can be confusing for volunteers to know where and how to help. It is our job as The number one thing to remember when communicating with a volunteer is honesty - tell the volunteer exactly what the goals are for the volunteer session and how those goals can practically be achieved. The following steps are essential to set and communicate expectations with a new volunteer. Yes, they do take some extra time but in the end will be very worthwhile for all involved. Sample questions are also included to make the steps practical. 1. Explain the current mission and goals for the organization. What is the organization trying to achieve? What population is the organization targeting? Why is this mission worthwhile? Is there essential information about the history of the organization that would help explain the current mission/goals? 2. Explore the gifts and talents of the potential volunteer. What experiences have you had that made you want to volunteer here? Is there anything that you are especially hoping you will be able to do here? 3. Illustrate a typical day/session that the volunteer would experience. When you get here, you will likely see... Typically there are... If possible, have the potential volunteer come in to visit for an observation day. 4. Develop a description for the volunteer of 3-4 things that they will specifically do. This should contain both a verb and an amount of time. It is best if this is written out or posted for the volunteer to reference. You would be responsible to Kelly Thoes TMC Year-End Project New Life Centers-Chicago 3

5 help three kids in grades 2nd-4th complete their homework beginning at 3:00pm, helping them stay focused and answering any questions. You will be responsible for getting out and cleaning up the painting supplies after the group is done painting the front wall. 5. Ask for any questions. If this was you coming to volunteer, would be be excited and comfortable what you will be doing? Be sure to keep the conversation open for questions and give your contact information in case of additional questions or concerns at a later time. Application process and background checks It is essential to keep the organization safe for all people, especially if children and youth are present. The first step in safety is making sure you know the people working in your organization. An application is a simple tool to gain necessary and useful information. If your organization has access to a legal background check system, that is a wonderful tool. There are background check services online, but often charge a fee. References are an easy way to check a person s history and investigate prior experience. Before the volunteer can begin work with the organization, be sure to speak with a minimum of two references, asking questions such as, Would you recommend this person for work with children? or Is there anything that would keep you from having this person volunteer with an organization you worked for? Because of privacy restrictions, a reference usually cannot give a large amount of information, but rather general comments. See the Documents section of this booklet for a sample volunteer application. Orientation After the volunteer has completed the application process (including references and a background check) with no outstanding concerns, ask to set up a time for the volunteer to complete an orientation. Be sure that this time frame is set when the volunteer coordinator is able to give the new volunteer complete attention. The orientation should include: 1. A tour of the space where the volunteer will be working. This should specifically include the location of any necessary supplies, usable restrooms, and emergency Kelly Thoes TMC Year-End Project New Life Centers-Chicago 4

6 exits. Ideally the volunteer should see the space when it is being used as it will be when the volunteer is working (ie: during program time, etc.). 2. Provide additional paperwork or expectations for the volunteer that apply to their new role (schedules, policies, etc.). Policy for poor behavior/performance Yes, it does happen. After all of the paperwork, background checks, and conversations, there can still be poor behavior or inadequate performance from a volunteer. It s often a tricky situation, as a volunteer isn t paid and organizations don t want to turn away potential helping hands. However, if the volunteer is becoming a burden or is acting unsafely after at least one warning, it is no longer worth the help. Debrief Phasellus ut arcu ut nulla dignissim auctor. Etiam sed elit sed diam tempus consectetuer. Proin dignissim, velit a gravida elementum, metus tellus dictum mauris, quis auctor est lectus in sapien. Fusce diam arcu, ultricies non, ullamcorper feugiat, semper quis, tortor. Phasellus egestas feugiat augue. Vestibulum nec wisi. Vivamus lacus wisi, tincidunt quis, vulputate sit amet, placerat vitae, massa. Nullam tortor. Fusce malesuada. Quisque dolor mauris, malesuada quis, ultricies non, interdum blandit, lectus. Etiam nulla lacus, nonummy a, blandit sed, pellentesque eget, arcu. Phasellus id pede. Vivamus tortor nibh, tempus auctor, interdum a, faucibus ut, mi. Aliquam tincidunt turpis eleifend orci. Mauris at odio vel metus ullamcorper blandit. Nullam tortor. Kelly Thoes TMC Year-End Project New Life Centers-Chicago 5

7 Short-Term Volunteers PROCEDURES AND POLICIES Setting and communicating expectations Prior research Orientation Process/activity Debrief Follow-up Phasellus ut arcu ut nulla dignissim auctor. Etiam sed elit sed diam tempus consectetuer. Proin dignissim, velit a gravida elementum, metus tellus dictum mauris, quis auctor est lectus in sapien. Fusce diam arcu, ultricies non, ullamcorper feugiat, semper quis, tortor. Phasellus egestas feugiat augue. Vestibulum nec wisi. Vivamus lacus wisi, tincidunt quis, vulputate sit amet, placerat vitae, massa. Nullam tortor. Fusce malesuada. Quisque dolor mauris, malesuada quis, ultricies non, interdum blandit, lectus. Etiam nulla lacus, nonummy a, blandit sed, pellentesque eget, arcu. Phasellus id pede. Vivamus tortor nibh, tempus auctor, interdum a, faucibus ut, mi. Aliquam tincidunt turpis eleifend orci. Mauris at odio vel metus ullamcorper blandit. Nullam tortor. Kelly Thoes TMC Year-End Project New Life Centers-Chicago 6

8 Recruitment Phasellus et ligul Phasellus ut arcu ut nulla dignissim auctor. Etiam sed elit sed diam tempus consectetuer. Proin dignissim, velit a gravida elementum, metus tellus dictum mauris, quis auctor est lectus in sapien. Fusce diam arcu, ultricies non, ullamcorper feugiat, semper quis, tortor. Phasellus egestas feugiat augue. Vestibulum nec wisi. Vivamus lacus wisi, tincidunt quis, vulputate sit amet, placerat vitae, massa. Nullam tortor. Fusce malesuada. Quisque dolor mauris, malesuada quis, ultricies non, interdum blandit, lectus. Etiam nulla lacus, nonummy a, blandit sed, pellentesque eget, arcu. Phasellus id pede. Vivamus tortor nibh, tempus auctor, interdum a, faucibus ut, mi. Aliquam tincidunt turpis eleifend orci. Mauris at odio vel metus ullamcorper blandit. Nullam tortor. Kelly Thoes TMC Year-End Project New Life Centers-Chicago 7

9 Documents On the following pages you will find sample documents to help your organization attain effective volunteer management. It is the goal that you will be able to use these tools and ideas from your own organization to compile documents of this type. Sample Sample welcome letter Organization background and mission Description of volunteer responsibilities Rules and regulations for volunteers Volunteer application Harassment and conduct policy References request and questions Post-experience survey Kelly Thoes TMC Year-End Project New Life Centers-Chicago 8