TODAY S OBJECTIVES B L A I N E H O U S E C O N F E R E N C E O N V O L U N T E E R I S M V O L U N T E E R M A N A G E M E N T 1 0 1

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2 TODAY S OBJECTIVES Create a baseline understanding of the volunteer management process Introduce tools and resources to help build program infrastructure to support the volunteer management process Understand the link between programmatic need and community resources (and how to build your program based on that relationship) Leave today with a dedication to creating meaningful volunteer engagement in our communities

3 OVERVIEW Introduction 10 min Presentation Volunteer Management min Workshop 30 min Report out 15 min Review 10 min Q&A 10 min

4 INTRODUCTIONS Jared McCannell Volunteer Management Coordinator, Maine CDC Medical Reserve Corps Maine, State Coordinator

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6 VOLUNTEER MANAGEMENT AS A PROCESS

7 I like this visual because Not only is this process cyclical, it reminds me that each and every aspect is happening in one way or another, no matter the state of your program At any given point in the volunteer management process, you can go back to the planning phase

8 PROGRAM PLANNING Organizational Assessment Mission, Vision, Purpose Budget Program Assessment Are your current volunteer roles meeting program delivery needs? Staff Assessment Are staff supported by volunteers? Do staff feel empowered to work with volunteers (request volunteers, supervise, develop positions, etc.)

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11 JOB DEVELOPMENT & DESIGN Do you use written position descriptions for each and every volunteer role? Are your volunteer assignments based on organizational, programmatic or staffing need? Need + Skills = Meaningful Volunteer Engagement

12 VOLUNTEER POSITION DESCRIPTIONS Written position descriptions are the single most important thing you can use to improve your program -Me, right now and I will say it again WRITTEN POSITION DESCRIPTIONS ARE THE SINGLE MOST IMPORTANT THING YOU CAN USE TO IMPROVE YOUR PROGRAM

13 LOTS OF TOOLS LOTS OF TEMPLATES Title: Key Responsibilities: Supervisor: Skills: Qualifications: Time Commitment: Benefits: accurate/meaningful 3-5 essentials who they report to (if so, add Training) Licenses, experience when, how often build value

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15 Q: How do we know what sort of volunteer to recruit?

16 VOLUNTEER REQUESTS Who can request a volunteer? What sort of documentation do you use? Can it be supported by current tools and resources (or is it something that has to be developed from scratch)?

17 VOLUNTEER REQUEST FORM

18 RECRUITMENT Online Volunteer Maine (volunteermaine.org) Volunteer Match (volunteermatch.org) Social Media In person Outreach events Recruitment fairs Print Newspaper Newsletters Industry publications Word-a-mouth Referrals Remember: All recruitment efforts can be supported by your written position descriptions!

19 TARGETED RECRUITMENT & SKILL BASED VOLUNTEERISM Using written position descriptions to advertise and recruit for volunteers is targeted recruitment. Matching volunteers up with positions based on their skills & qualifications is skill based volunteerism.

20 INTERVIEWING & MATCHING Interviewing is your chance to get to know the volunteer BEFORE they join the organization It is easier to keep someone out of your organization thank to kick them out later (firing volunteers is not covered in this session) Trust your gut (use your documented process to support your decision) Remember: You are under no obligation to place every single volunteer that expresses interest. An interview can be one of the few times you have to intervene before the volunteer takes on the responsibility of representing your organization

21 TIPS ON INTERVIEWING Do them in person when possible (phone interviews are not ideal, but better than no interview at all) Use written position descriptions to guide your conversation (send them a copy before the interview)\ Use pre-scripted questions (and take notes) Keep the interview between minutes Make sure they do not have any questions before ending the interview Ask a few questions unrelated to the position (see them think on their feet) Use language that supports your process: if we decide to place you as a volunteer for those that move on to the orientation process Always end with thank you for coming in; we will be in touch NEVER TELL SOMEONE NO IN PERSON

22 ORIENTATION & TRAINING Definitions: Orientation is general information about the organization (mission, programs, history, etc.) Training is position specific (how to successfully do the task they are assigned) Orientation can be offered on a regular basis whereas training may be more likely to be offered on an as needed basis Each process can be supported by staff and volunteers (i.e. Train the Trainer ) Both can be part of the recruitment process as part of a checklist (that can support any decision to not place a volunteer)

23 ORIENTATION & TRAINING (continued ) Orientations offer: A time for volunteers to meet one another (speaks to the community building and social aspect of volunteering) A chance to answer questions in a group setting that all can benefit from Orientations can include: A PowerPoint or other presentation Handouts (i.e. position descriptions, pre-volunteering survey) Guest speakers (other volunteers) Overview of the Volunteer Handbook (remember, you can always go back to the planning stage on any of these items)

24 ORIENTATION & TRAINING (continued ) Training can be: Delivered individually or as a group By other staff or volunteers Supported by written materials Trainings can include: Job shadowing Lecture style overview Online modules (slide show, videos, etc.)

25 SUPERVISION & MOTIVATION Supervision is easy you just need to make sure your volunteers are happy, helpful, supported, appreciated, reliable, honest, trustworthy, dedicated, ontime, engaged, scheduled, and feel valued. ***Who is doing What and When***

26 SUPERVISION & MOTIVATION Volunteer Management Software ***Who is doing What and When***

27 RECOGNITION INDIVIDUAL Birthday Card A card, or handwritten note on their volunteer anniversary Thank You message for a job well done or other individual milestone Volunteer highlight or profile in newsletter GROUP Annual Meeting Holiday Cards Volunteer Appreciation event (picnic, potluck, etc.) Thank you message in newsletter or on social media Included in annual report

28 EVALUATION Program Evaluation Does your volunteer program meet the objectives or outcomes identified by your initial planning process? What tools do you have available to evaluate your program? Who is qualified to help? (Management, Staff, Volunteers, etc.) Performance Evaluation (based on written position description) Self evaluation (3 months) Interview (6 months) Annual review (based on corrective measures or other feedback from 3 & 6 month evaluations).

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30 QUESTIONS

31 WORKSHOP

32 REPORT OUT Did you have enough information from the request form to write a position description? What other information would have been helpful? What are your next steps? Final Thoughts?

33 REVIEW Volunteer Management is a dynamic process The process can be supported by incorporating a few simple documents (in particular, volunteer requests and written position descriptions) A culture of volunteerism does not happen over night but it is very achievable!

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