volunteer programs · planning for volunteer engagement activity: 1.write the mission statement of...
TRANSCRIPT
Volunteer Programs
Susan Saito
Community Education Specialist
West Metro Fire Rescue
Start with WHY Simon Sinek
WHY activities
• Why do you do what you do?
• Why does your department/agency do
what it does?
• Why do you want to have a volunteer
program?
• Why do people want to volunteer for your
department/agency?
Insight from Simon Sinek…
• People don’t buy WHAT you do, they buy
WHY you do it.
• People who believe what you believe:
– Will be loyal
– Be part of what you do
Understanding the WHY
of Volunteering
• There is a debate among some professionals
regarding the motivations for volunteering:– Social Motivators: Achievement, Affiliation, Influence
– When asked why they volunteer, people said:
• They were asked
• They wanted to do something good for others
• Keep in mind that Volunteers have a reason for
volunteering
• Some argue that volunteering is selfish
Why start a Volunteer Program?
• Discussion – WHY would you want
to start a volunteer program?
– Meet your agency’s needs
– Provide support for your staff
– Expand the reach of your agency
– Allow citizens to become engaged in
your mission
Should you do this?
• Look at your strategic plan and guiding
documents and mission statement.
• Does volunteering fit in to why your
department does what it does?
– Does your department value community
involvement?
– Does your department’s budget allocate funds
for community involvement?
– Do you have the right people on board to do
this?
WHAT kind of work
do you want help with?
• Sticky note activity:
– What kind of help do you want/need?
• List the tasks/jobs/work you would like to have
outside help with (one item per sticky note)
• Stick them on the wall
• Sort by category
What kind of work are these
tasks/jobs?
• Ongoing work
• Temporary project
• Seasonal events
• Sensitive/protected info
HOW would these jobs
be best filled?
• Discuss categories and determine who
would be the best fit to do the work:
– Volunteers
– Staff
– An intern
– Hiring temporary staff
Organization Readiness
• The most important thing to do before
starting a volunteer program is ask the
question: “Is this organization ready for
volunteers?”
• Story –
Aunt Claire and Phoenix Food Bank
Volunteers will talk about
their experience with you.
Trends in Volunteering
• Part of Civic Life 62 million+ Americans volunteer
• Community Engagement
• Part of Social Life
• Pathway to Employment
• Volunteers as Donors
• Spans generations – people of all ages volunteer
HOW to coordinate a
Volunteer Program
Elements of a Volunteer Program:
• Planning for Volunteer Engagement
• Recruiting and Placing Volunteers
• Orientation and Training
• Supervising and Recognizing Volunteers
• Evaluation
Metro Volunteers/Points of Light Volunteer
Management training and certification
Planning for Volunteer Engagement
• Vision
• Mission
• Purpose Statements
Planning for Volunteer Engagement
Activity:
1.Write the mission statement of your organization
2.In general, what are the needs that volunteers
serve at your organization?
3.Who are the key stakeholders when it comes to
volunteer engagement?
4.Using this info, draft a purpose statement for
your organization’s volunteer engagement efforts.
Program Planning
• Activity: Write a Volunteer Position Description
to reflect the work done to meet the needs of
your organization
Follow up later at workplace:
• Create a Volunteer Application
• Create a Volunteer Handbook
• Create a Volunteer Evaluation
Program Planning
Develop a budget• Membership Dues for Volunteer Management Groups
(DOVIA, Metro Volunteers, Volunteer Connection)
• Volunteer Management Conference Fees/Expenses
• Printing (applications, handbooks, forms)
• Background checks
• Refreshments, meals, lunch stipends
• Uniforms
• Appreciation/Recognition gifts
• Recognition Awards/Luncheons
• Other
Program Planning
• Find local and online resources for
managing a volunteer program– Metro Volunteers
– Points of Light Foundation
– Community Resource Center
– Colorado Nonprofit Association
– DOVIA
Recruiting Volunteers
• Identify who you want to recruit, then find them.
• Online opportunities – metrovolunteers.org
– volunteermatch.org
– Nextdoor.com
• Corporate Volunteer Programs– Retail, Insurance Companies, Banks, Business
Associations
• Service Organizations – Kiwanis, Rotary, Optimists
• Youth– Builders Club, Key Clubs, Service Hours through school
• Seniors– RSVP, AARP, Professional Retiree Groups
Recruiting and Placing
• Develop position descriptions for volunteer
recruitment and placement
• Develop and implement a targeted recruitment
strategy
• Define the techniques for screening, interviewing
and matching volunteers with positions
• Activity: Craft a volunteer recruitment message
• Interview and match volunteers to appropriate
positions
Hiring, Orientation, Training
• Interview ALL potential volunteers
• Conduct a background check
• Contact personal references
• Interview hard, manage easier
• Refuse a potential volunteer if they are not a
good fit for your agency
• Saying no upfront is easier than terminating
later
Training
• Review your Volunteer Position
Descriptions– Look at the position and identify what type of training is
needed for the volunteer to be able to do the job
– Knowledge, Skills, Attitudes (perspectives/behaviors)
– Conduct an Orientation for long term volunteers
– Match the training to the work:
• Skill based training
• Same day training for event volunteers
• Job sheets or prototypes for specific tasks
Supervision
• Policies, procedures, operations
• Responsibilities and Functions of the
Volunteer (hours, dress code, attendance/tardiness policy …)
• The organization’s responsibility to
volunteers (safe work space, supervisor, meaningful work …)
• Guide and Support volunteers – Peanut butter and jelly exercise
– Take care of the person, not the task.
Give them the tools they need
to get the job done
Evaluation Type Focus Notes
Process-based Program design and
deficiencies
How are volunteers oriented to the
program?
Are they receiving adequate
training?
What do volunteers see as
strengths and weaknesses?
Goals-based The degree to which
the program met its
predefined goals
Did the program achieve its goals?
How were the goals established?
Were there adequate resources to
meet the goals?
Outcomes-based Determining if the
activities performed
led to the outcomes
needed
Did the outcomes refer to a specific
change due to the activity?
Recognition
• Plan to recognize your volunteers:– Make sure your volunteers are identified on
your agency’s organization chart
– Develop and communicate your agency’s volunteer (points, hours) earning chart
– Purchase volunteer “perks”:• Uniforms
• Name badges
• Gifts
• Prizes
Recognition
• Volunteer Appreciation Week – in April
– Schedule a formal or informal event to recognize your volunteers
– Write thank you notes to your volunteers
– Do something fun with your volunteers• Luncheon
• Verbal and written recognition for accomplishments
• Games
• Give away your conference swag
Recognition
• End of year– Make certificates for your volunteers stating number
of hours they have given to your agency (and the
value of that time)
– Year end summary of volunteer hours and projects
– Year end summary of volunteer hours and their value
(2016: $24.14/hour – independentsector.org)
– Year end celebration of volunteerism and their
contribution to your agency
Retaining Volunteers
• Communicate with your agency’s staff or personnel regarding your volunteer program– Program overview
– Updates
– Expectations
– Make sure your own staff is updated regarding your program and can answer questions from volunteers or refer them to the right person.
• Schedule meetings with your volunteers to get their feedback on their experience/expectations with your agency
Retaining Volunteers
• Say “Thank You” every time you see them.
• Ask them how they feel– Create a volunteer satisfaction survey
– Schedule volunteer review/feedback session
• Feed them.
• Treat them well.
• Let them know they are appreciated.
Retaining Your Volunteers –
Have fun with them!
Make the time you spend with
your volunteers as fun as you
can possibly make it.
Retaining Volunteers –
Provide meaningful work!
Retaining Volunteers – explain how their work
benefits the community or your agency
Retaining volunteers –
Feed them!
Say “Thank you”
in as many ways as you can!
•Thank you!
• Thank you!• Thank you!
• Thank you!
• Thank you!
• Thank you!
Volunteer Program Resources
• www.pointsoflight.org
• www.volunteeringandservice.org
• www.doviacolorado.org
• www.metrovolunteers.org
• www.volunteermatch.org
• www.crcamerica.org
• www.coloradononprofits.org
Points of Light
• www.pointsoflight.org
What We Do
Points of Light – the world’s largest
organization dedicated to volunteer service
– mobilizes millions of people to take action
and change the world. To bring the power of
people where it’s needed most, we…
National Conference
• www.volunteeringandservice.org• Service Unites, Points of Light's Conference on
Volunteering and Service, is the largest service-related
convening of nonprofit, government, business and civic
leaders in the world. Each year, thousands of people
who really care about the future of volunteer service
convene in one place - to learn from, share with, and get
inspired by one another - to work together to increase
the number of volunteers in the world and the impact of
the work they do.
Directors of Volunteers in Agencies
• www.doviacolorado.org
• DOVIA is the premier professional
organization for volunteer managers,
offering trainings, networking events, and
an annual conference to make your work
more effective now, and to enrich your
career for years to come. Learning best
practices is the key to success.
Volunteer Management Certificate
• www.metrovolunteers.org
• March 13-May 30
• The Volunteer Management Training Series (VMTS)
consists of six modules created by the Points of Light
Institute, and is designed to give you a comprehensive
understanding of the major components of a nonprofit
Volunteer Management program.
• The classes may be taken individually or as a series.
Each session costs $50, and you can take the entire
series for $225. To earn the Volunteer Management
Certificate, you must complete the entire series.
Recruiting
• www.volunteermatch.org
VolunteerMatch is the most effective way to
recruit highly qualified volunteers for your
nonprofit. We match you with people who
are passionate about and committed to your
cause, and who can help when and where
you need them.
Internships
• Check local colleges and university
websites for criteria and processes
regarding hiring paid and/or unpaid
interns.
Questions?
Susan SaitoCommunity Education Specialist
West Metro Fire Rescue433 South Allison Parkway
Lakewood, Colorado 80226
(303) 989-4307, ext. 537
www.westmetrofire.org