project planning for volunteer managers/leaders

PROJECT PLANNING

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5: Finalize the Plan

4: Secure Resources

3: Get Organized

2: Decide on a Project

1: Focus on Community

Developing Service Projects

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1: Focus on Your Community

COMMUNITY

COMMUNITY MEMEBERS

PARKS

COMMUNITY SERVICE

ORGANIZATIONSCHOOLS

LOCAL GOVERNMENT

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Community Resources

Community Walk

Forums/Focus Groups

Survey5

Conducting a Needs Assessment

What types of questions could you ask?If money were not an issue, what would you be doing

that you are not doing now? What is on your wish list?What is on your to-do list that never gets

accomplished because you don’t have the time or resources?

Is there a population that needs to be served that you have not been able to serve?

Is there a program that you have been wanting to start but don’t have the resources? Are there marketing, technology, financial, training or other types of skills needed to support any of your projects?

Others

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2: Narrow Your Focus

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Research the IssueStatistics BackgroundUnderlying causesProject ideasCommunity experts

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Develop PartnershipsReview potential project partners

MissionResources they offer partnersServices they offer to the community

Approach potential partnerDefine roles, outcomes and resources

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Conduct a Site VisitSearch for potential projectsInvolve key decision-makers and stakeholdersAnswer important questions about agency needs

and how the project will impact the community and the agency

Gather details about needs for potential projects, including special skills and materials

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Elements of a Successful ProjectConsider . . .

Does the project support our organization’s mission?

Does the project build upon positive relationships within the community?

Will the project make a difference to the organization, clients, and/or community? If so how?

Is the project volunteer-friendly?Are volunteer leadership opportunities available?Will volunteers feel they have completed something

worthwhile?

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DISCUSSION

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Project Ideas ActivityWhat are the needs in your community?

How might various organizations collaborate to maximize PR and community resources?

What grants and/or state and national resources are available?

Decide on a ProjectDefine the scope make a decision based on the

following:Time EffortImpact Other Factors

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3. Be Organized

1: Create a Task List

2: Create a Budget

3. Identify Resources

4: Create Timelines

5: Evaluation and Reflection

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Create a Task ListDetermine what you want to accomplishList assignments Decide number of volunteers needed for each

slotPrioritize goals (if necessary) according to

importance

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Create a BudgetOutline costs associated with all tasksKeep track of all donations:

MonetaryIn-kind servicesDonations

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Identify Resources

Human Material Financial

Educational

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VolunteersEstablish volunteer needsConsider variables:

Volunteer skill levelVolunteer ageDuration of projectAvailability of suppliesPhysical space available to perform the work

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Team Leader Programs

VOLUNTEER PROJECT LEADER

VOLUNTEER MANAGER

(VM)

TASK LEADER

(TL)

PROJECT CAPTAIN

(PC)

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Other Volunteer PositionsPerform tasks—raking, painting, sorting,

supervising children’s groups, etc.GreetersDistribute & manage suppliesPass out water, snacks, etc.Plan a kick off receptionServe as guides and runners Video or take picturesCapture volunteer quotesSafety Ambassador

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SuppliesDetermine what supplies, materials, goods and

services you needStrategize about types and amountsThink about partners and local groups/

businesses that can provide resources at no costNote supplies that will need to be purchased

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PLAN FOR. . . Orientation and Training

MISSION

VOLUNTEER ROLE

EXPECTED OUTCOMES

OVERVIEW OF TASKS

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Create TimelinesProject planningDay of project After project

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Plan for ReflectionStructure time for volunteers to think and talk about experience.

When planning your project:• Decide which form

of reflection you will use.

• Tailor the reflection activity to the project. For example, if volunteers are assisting with art classes at a daycare center, they might create a simple art project about their service experience.

Benefits:• Create a stronger

sense of accomplishment

• Establish a deeper connection to the community

• Deepen volunteers’ understanding of the social issue the project addresses

• Increase volunteers commitment to service.

Examples: • Group discussion• Journal about the

experience• Create a photo

journal of the project• Video

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Plan for Evaluation Goal-based: Did you meet the goals of the

project?Process-based: Was the project planned,

managed and implemented effectively?Outcome-based: Did you achieve the

objectives of the project?

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4: Secure Resources

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Volunteer Recruitment

Social Networking/ Online

Facebook

Twitter

Email Listservs

Website, Volunteer Blog

Websites andPublications

HandsOn Connect

VolunteerMatch.org

Idealist.org

Serve.gov

Newspapers

Community Bulletin Boards

Organizations andAssociations

Schools

Unions

Sororities and Fraternities

Civic Organizations

Teachers Associations27

Funding, Products and ServicesFaith groupsFoundationsNeighborhood associations and civic groupsNonprofitsBusinessesColleges and universities

Sororities & FraternitiesProfessional organizations

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The “Ask” StrategyIdentify the correct people to contactAppeal to their needs and wantsMap out a case for support

Why the project is importantThe impact it will createYour ability to complete the projectHow they can be a part of the effort

Be specific!

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Connections that CountStart with people you knowAsk people you know to engage their friendsTalk personally with people to “sell” your projectKnow what you need and ask people how they

can contributeDon’t be afraid to tap people’s emotionsTry creative outreach

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5: Finalize the Project Plan Address questions Finalize plans Meet with leaders Review the schedule Discuss documentation Confirm all supplies Provide food and drinks

Make any final calls Pack a project kit Check on trash containers Create a fun atmosphere Check, double-check and

triple-check!

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Communicating with VolunteersPre-register volunteersProvide important project details

Logistics such as date, time, address, public transportation and/or parking information

What to wear or not wearWhat to bring and what will be providedWhere to check-in at the projectPoint of contact

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SafetyReview project for possible hazardsConsider parking, access to water and restroomsProvide for accessibility issues.Know where emergency exits, first aid kits and

automated external defibrillators (AED’s) are located

Have a phone to call first responders if necessary

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Contingency PlanningThink through the worst-case scenarios of what

could go wrongCreate contingency plans for weather and other

potential problemsPrepare ways to expand or reduce project goals

due to number of volunteersKnow whom to contact in case of problems

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DISCUSSION

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Form small groups•Discuss past projects in which something went wrong•Did you have a contingency plan and, if so, how did it work?•What could you do differently next time you face this problem?

Summary

Questions, Feedback

Please complete and return your evaluation form. Your input is appreciated.

Thank You for your participation

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