canadian coast guard auxiliary - pacific volunteer management for the ccga-p canadian coast guard...

CANADIAN COAST GUARD AUXILIARY - PACIFIC

VOLUNTEER MANAGEMENTFOR THE CCGA-P


Nov 2009


Mission Statement of the CCGA-P

• Save 100% of lives at risk

• Reduce the number and severity of SAR incidents

• Promote marine safety

• Support the Canadian Coast Guard

• Provide a humanitarian service

• Maintain the highest professional standards

• Promote dedication and pride of membership


CCGA-P

• 55 Stations• 1096 members• 78 vessels• All volunteers live within their area• Stations reflect their communities and vary in

size, and structure.


Annual Statistics

• 740 missions• People assisted 521• Lives saved 177• $12,600,000 property saved


Four Core Competencies

• Connect local people with opportunities to volunteer and serve the community.

• Build the capacity for effective local volunteering in the community.

• Promote volunteering generally.• Participate in strategic initiatives that

mobilize volunteers to meet local needs.


Volunteer Management

Benefits of volunteers– Additional staff and expertise– Cost-savings; supplement staff resources and

experiences– Community outreach, input– Conduit to other groups– Corporate and foundation contacts– Assist in fund-raising


Volunteer Attraction 1

Make the Station visible to the public by:– Suitable signage at and directing to boathouse

etc., with contact information and meeting times

– Exposure in the media, (news, newspapers, etc.) promoting public awareness

– Exposure in the community (public events, schools, community centres, etc.)

– Personal recounting of experiences


Volunteer Attraction 2

– Interaction with local boating groups and clubs– Interaction with water users afloat– Interaction with other emergency groups, such

as land rescue, fire department, police, provincial emergency plans.

– Corporate and foundation contacts for fund-raising


Three R’s of Volunteer Management

• Recruitment

• Recognition

• Retention


Volunteer Recruitment



Know why and whether recruitment is needed– What number of volunteers best suit the

station?– What demographics are needed to keep the

station healthy (range of ages and skills)?– What demographics are there in the local area?– What demands are made on the station?



– Do sufficient volunteers live sufficiently close to vessel?



Know what is wanted from volunteers:– Interest– Dedication– Give up free time for training and being on

call– Live sufficiently close to vessel



Know what the volunteers must have: – Pleasure Craft Operators Certificate– Restricted Operators Certificate (Marine)– Criminal Record Check– An approved First Aid Certificate upon joining

or within 6 months of joining



Know what will be given to volunteers– Interest– Dedication– Recognition– The opportunity to learn or develop a range

of skills– The opportunity to save lives and property


Before going out recruiting, ensure the following are in place:– recruitment campaign suitable for local area

(advertising)– training plan– job descriptions– training/ supervision/ mentoring– risk management– record keeping



– personal interview/ screening– orientation/ evaluation– placement procedures



Use the branding of the societies and CCGA-P to raise awareness



Develop the Station message– Answer the volunteer's unspoken questions. – Answer typical questions new recruits ask.– Reassure volunteers that they will be properly

trained.– Avoid words like "need" and "desperate“.– Be honest -- truth in advertising counts!



Marketing the message– Know how to get the word out.– Know your "competition". – Develop your elevator speech.– Tell "close-to-home" stories. – Talk about the interests of the audience.– Poor "customer service" can ruin your efforts.



Recruitment techniques

1. Warm Body - passing trade

2. Proximity - people who live in the vicinity

3. Circle of concern - people working or playing on the water

4. Referral sources - people who have been met by or who are recommended by members. This may also bring a friend who may be interested.



5. Targeted - advertisements placed in clubs,

visits to schools



• Generally all recruits, who are willing to train to become active SAR crew, need to live within 15 minutes of the vessel.

• Therefore the recruits you are going to be dependent upon, will be affected by the demographics of the population in that area.

• These demographics will then dictate the method of recruiting that will work best in that area.



• Make sure when volunteers come, if there is no one close to their age group present at that time, put them in touch with someone at the station who is, so that they can relate to them, and therefore more likely to stay.



Volunteer Recognition



Praise volunteer motivators– Thank you’s– Small gifts– Public recognition

Affiliation volunteer motivators– Name badges– T-shirts– Say “we” “us”



Accomplishment volunteer motivators– Certificates– Concrete projects

Power/Influence volunteer motivators– Leadership roles– Titles– Photos with Executive– Year-end awards



Use the milestones available on the SAR Management System to generate the recognition of individual volunteers


Volunteer Retention


Volunteer Retention

• The average volunteer, volunteers for 3 months or a total of 24 hours. Therefore:1. Invest in your volunteers in your station2. How much do you “recruit” your current volunteers?3. Ensure training is progressive4. Ensure volunteer are climbing “career” ladder5. Ensure volunteers are involved, and see themselves “gaining value”


Volunteer Retention

• Emphasize not only how much the individual has to achieve, but also take time to look back on far they have come and progressed.


Volunteer Retention

• Use mentoring by placing each new volunteer with the right experienced person, as

1. someone they can relate to at training sessions

2. someone they can turn to for advice

3. someone to encourage them to train

4. someone who can oversee their training and sign off when competent


Volunteer Management


Volunteer Management Myths

• “Volunteers take too much time”

• “Every volunteer is good”

• “Volunteers are free”

• “Volunteers are not reliable”

• “I can’t fire a volunteer”


Collaboration


Collaboration

Collaboration builds on the fact that, while retaining uniqueness and autonomy, organizations that share values and goals can accomplish more by working together than working alone.


7 Keys to Successful Collaboration

1. Shared Vision

2. Skilled Leadership

3. Process Orientation

4. Cultural Diversity

5. Membership-Driven Agenda

6. Multiple Sectors

7. Accountability


10 Dangers

1. Loss of direction or focus

2. Loss of leadership or struggles for leadership

3. The “Founding-Member Syndrome”

4. Unequal involvement and recognition of members

5. Poor planning efforts

6. Negative publicity

7. Failure of planned projects


10 Dangers

8. Burn out by unrealistic demands on members

9. Bureaucratic structure

10. Turf battles and competition


Collaboration

Collaboration can take many forms, including:

• working with other organisations which require or provide training such as first aid.

• working with other organisations which provide emergency response

• working with other organisations who work on the water


Collaboration Activities

1. Communications and Coordination

2. Training and Consultation

3. Resource Development

4. Planning and Research

5. Advocacy

6. Communications and Public Relations


Publicizing Accomplishments

• Use the local press to publicise the work your society does for the community, and local boat owners and users

• Use the regional papers to publicise the work the CCGA-P does for the region

• Use the specialist maritime press to inform the professional seafaring community of the work of the CCGA-P


Elevator Speech


What is an “Elevator Speech?”

• A compelling 30-second description of your work in the CCGA P, delivered as part of a two-way conversation, that educates and, hopefully, elicits interest from listeners

• It is a critical component of success for CCGA P self-sufficiency and sustainability


5 Questions Your "Elevator Speech" Must Answer

1. What is the CCGA P or society?2. How does the community benefit from your

society?3. How is the society funded and is this

successful?4. What is your role and who else supports the

CCGA P or society?5. How can the individual or audience provide

support?


Who Might You UseYour Elevator Speech On?


Using the Elevator Speech

• Get to know the individual or audience before asking for support

• Think about the needs and interests of the individual or audience and adjust your elevator speech accordingly

• Personalize your delivery


Elevator Exercise 1. Practice your elevator speech

2. Find a partner from another station or society

3. Pretend you meet in the elevator and have a 60-second conversation

4. The other person will be themselves

5. Switch roles

6. Share with the group what worked and what might be ideas to try


Station Health

You have to do everything you can, to ensure that the station stays healthy

One item to keep healthy is station “tribal stories” - those stories including humour,

that make up the history of a station. Make sure the stories get passed on at

every opportunity.

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