Volunteer Management A-Z

Transcription

1 Volunteer Management A-Z Together SC Summit, March 6, 2018 Rachel Vane, Director of Volunteer Engagement, East Cooper Community Outreach Shannon McClure, Executive Director, Lowcountry Legal Volunteers Sonia Donnelly, signup SC Program Manager, Palmetto Project Jennifer Gorham, Youth Programs Coordinator, City of Charleston s Mayor s Office for Children, Youth and Families

2 South Carolina Association for Volunteer Administration To educate, inspire and support leaders in volunteer resource management, and to promote and elevate the profession.

3 Volunteerism in SC Ranked 42nd in the nation, 22.7% of SC residents volunteered (2015) bn hours of service, 903,249 volunteers 50.2% of resident donate $25 or more to charity Average hourly volunteer rate for SC: $21.85 (2016) Average volunteer coordinator position in SC: $45,000 Source: salary.com; independentsector.org; volunteeringinamerica.gov, Bureau of Labor Statistics

4 Agenda Mission Statements Marketing/Recruitment/Group and Business Volunteers Training/Tracking/Return On Investment Volunteer Appreciation Volunteer Retention Identify/Meeting Needs of Your Volunteers Tough Conversations

5 Mission Statements mis sion state ment noun 1. a formal summary of the aims and values of a company, organization, or individual.

6 Marketing/Recruitment I. What are your volunteer needs? II. III. A. If you need volunteers to build a house, are you going to recruit kids? What if I am looking for a specific volunteer? A. One time volunteers B. Ongoing volunteers Where do I find new volunteers? A. Current volunteers B. Volunteer sights C. Publications/Media

7 Group and Corporate Volunteers

8 Group and Corporate Volunteers Where do you find Groups and Businesses? Most of these volunteers are motivated by pro-social reasons & volunteer purely for the benefit of others. Make the needs & desires of your organization known. Millennials are your new best friends -CSR Departments and Managers -Host a clinic on how to develop a CSR program Churches Senior Communities Schools Civic Organizations

9 Group and Corporate Volunteers

10 Group and Corporate Volunteers

11 Group and Corporate Volunteers Some things to consider: How many volunteers are needed? When is your deadline for securing them? What is the time commitment required for the project? Who will be able to meet the time commitments? What is the minimum age required for this project? Is the project accessible to persons with disabilities? What special skills may be required? Who will be qualified and interested in this project? What will motivate this group to serve and what is the best way to approach them?

12 Group and Corporate Volunteers What you need to know to have a successful project Connect Volunteers to the purpose of their work right away Provide background about what you do and show how the project supports your work Consider the project s meaning to the community on multiple levels Explain the project s meaning to the community on multiple levels Connect tasks to a purpose Weave in the thread of impact and impact from beginning to end Provide a high-impact, meaningful Project follow-up

13 Group and Corporate Volunteers

14 Group and Corporate Volunteers

15 Group and Corporate Volunteers

16 Group and Corporate Volunteers

17 Group and Corporate Volunteers

18 Training Volunteers Planning + Resources Staffing Volunteer Work Design Recruitment Interviewing + Screening Orientation + Training Volunteer-Employee Relations Supervision Recognition Recordkeeping + Reporting Evaluation Volunteer Input

19 Training Volunteers (cont d) Orientation/Training - This is your opportunity to bring the volunteer into your organization and give them a tour along with more insight into what they might be doing as a volunteer. In-Person Virtual Multiple Day Training PowerPoint Presentations Information Packets Facility Tours Staff Introductions Snacks

20 Training Volunteers (cont d) Next Step - Job-Specific Training JST is based on position and the level of complexity is directly related to level of risk for your organization. What To Cover: General expectations about the content of the position General expectations about the way in which the job should be performed Involve your current volunteers in JST

21 Tracking Volunteers Recordkeeping / Reporting Volunteer Impact What Type of Tracking? Tracking for Management Tracking for Impact Measurement Type Outputs Impacts What To Track Ways To Track Why? Volunteer Hours, Retention, Unique Volunteers Recruited, etc. Volgistics, ServTracker, SignUp Genius, Google Drive Gives meaning to the volunteer engagement and program In-kind resources, outcomes achieved, % decrease in administrative costs/increased ROI ROI Calculator (JFFixler, Volunteer Pro) Provides proof of volunteer impact Timeline Monthly, Bi-Monthly Quarterly

22 Tracking Volunteers (cont d) Recordkeeping / Reporting Notes What Type of Tracking? Tracking for Management VM s recordkeeping information Measurement Type Outputs Outputs - simple data collection which includes reports and info needed for basic volunteer management What To Track Ways To Track Why? Volunteer Hours, Retention, Unique Volunteers Recruited, etc. Volgistics, ServTracker, SignUp Genius, Google Drive Gives meaning to the volunteer engagement and program Monthly Reports Ensure you have a meaningful and effective way to track your volunteers Not everyone understands how important volunteers are to your organization Timeline Monthly, Bi-Monthly Report back to volunteers

23 Tracking Volunteers (cont d) Volunteer Impact Notes What Type of Tracking? Tracking for Impact What impact has your volunteer base made in the lives of your clients, stakeholders, and organization Measurement Type Impacts Long-term changes that are a direct result of the outputs What To Track In-kind resources, outcomes achieved, % decrease in administrative costs/increased ROI Determine 3-5 key indicators to track and report on quarterly Ways To Track Return On Investment Calculator (JFFixler, Volunteer Pro) Shows the return on investment of volunteers. Pre-made templates available Why? Provides proof of volunteer impact Justify investments in your volunteer program, demonstrate effective use of contributions, build trust, identify areas for volunteer appreciation Timeline Quarterly Report to board, staff and stakeholders

24 Return On Investment Everyone has a role in volunteer management. From board members, program managers to event volunteers, everyone must be passionate about cultivating and retaining volunteers. As a VM we understand that our volunteer program enhances the capacity of our organization but how can we provide proof in dollar value? ROI = volunteer value - program cost / program cost ROI is helpful in defending our programs and justifying investment in volunteer leadership and training.

25 Return On Investment (cont d) Let s crunch numbers! ROI = volunteer value - program cost / program cost

26 Return On Investment (cont d) Calculate the dollar value of volunteer contributions # of volunteer hours multiplied by dollar value of volunteer contributions (value in SC is $ ,000 X $21.85 = $327,750 Calculate the total investment (the cost of direct program expenses) Budget Line Item Personnel (25% time on volunteers) $35,000/year x.25 = Dollar Amount $8,750 Benefits (25% of salary) $2,188 Recognition $1,000 Training $3,000 Office Supplies $500 Subtotal $15,438 + Overhead (10% of overall budget to cover facility costs) $1, Annual Program Cost $16,981 Return On Investment = $327,750 (volunteer value) - $16,981 (program cost) / $16,981 (program cost) = $18.30 For every $1 invested in the volunteer program, $18.30 is returned to the community!

27 Volunteer Appreciation

28 Volunteer Appreciation Volunteer Appreciation 101 The number one rule in volunteer appreciation: You can t waste their time or their talents The The Appreciation Basics : Birthdays, Holidays, Thinking of You Welcome Aboard! and Happy Volunteeriversary! National Volunteer Appreciation Month/Week Gimicky thanks (10 RIESENS you are awesome!) How you thank and appreciate your volunteers can be as varied as your volunteers, themselves. A Book A Spot on your Board Note to their Employer/Parent/Teacher Educational Opportunities It should be thoughtful, specific, and genuine. I know you took the time to examine their motivation for volunteering, this can be carried over to how you show your appreciation.

29 Volunteer Appreciation

30 Volunteer Retention OH my gosh, I have volunteers. Now what??

31 Identifying/Meeting Needs of Your Volunteers

32 Tough Conversations What is your mission? What does the volunteer job description say? Do you provide a safe space for informal and formal feedback? Do you formally evaluate your volunteers? Do you survey your volunteers? What do you do if you need to fire a volunteer?

33 Let s try micro-volunteering! Ask as many people as you can the SAME question. My volunteers keep leaving because we don t keep them engaged. How do I keep them around? Answer as many questions as you can with ONE sentence. Have you thought about a weekly ? Have you done a survey? Have you asked your staff to identify tasks they need help with? Get as many ideas as you can.

34 Volunteer Training Plan Use this information to create a list of volunteer training needs and create a training plan. 1. Brainstorm and list the core information every volunteer needs to know. a. Mission b. Vision c. History d. Basic Policies and Procedures e. f. 2. What do board members and other high-level volunteers need to know? a. b. c. d. 3. What do short-term or episodic volunteers need to know? a. b. c. d. 4. Volunteer Position Title: 5. What are some training needs a volunteer might need for this position? a. b. c. d. This information was adapted from JFFixler Group jffixler.com

35 Volunteer Training Plan The below chart will help you develop a training curriculum for your volunteer program based on their skills and knowledge. Key Knowledge or Skill How Will This Information or Skill Be Imparted? Who Should Present This or Facilitate the Learning? How Long Will It Take? Notes and Requirements for the Training The below chart will help you develop a training plan for your volunteer program to effectively incorporate the above information. Training Session When Where (in-person, virtual) Presenter Notes and Requirements Training Evaluation: This information was adapted from JFFixler Group jffixler.com

36 Volunteer Training Plan Use the following worksheet to calculate the Return On Investment (ROI) for your volunteer program. Calculate the value of volunteer contributions: Calculate the total investment (the cost of direct program expenses) Number of volunteer hours multiplied by dollar value of volunteer contributions (value in South Carolina is $21.85) hours X $21.85 = $ Budget Line Item Amount Personnel (salaries, benefits, $ payroll taxes, etc) Equipment $ Evaluation $ Insurance $ Maintenance $ Marketing $ Office Supplies $ Postage and Delivery $ Printing and Copying $ Professional Development $ Professional Services $ Recognition $ Rent and Utilities $ Telecommunications $ Training $ Travel $ Total $ Calculate the Return On Volunteer Investment $ - / $ = $ (Dollar Value Total) (Program Costs) (Program Costs) (ROI) ROI = For every $1 invested = $ amount given back to the community/organization Use the table below to create your volunteer engagement story by using the information in the above chart. The Story: Write it the way you would tell it. This helps recruitment, organizational buy-in, etc. Element Example Who are the best people to tell this story? Who needs to hear this story? What elements are most important to include? How does it demonstrate capacity building? Write the story: This information was adapted from JFFixler Group jffixler.com

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