Elements of Volunteer Management Volunteer Onslow Presented by: Lauren Welch, Director The Jacksonville-Onslow Volunteer & Nonprofit Resource Center

The Four Main Elements of Volunteer Management United Way of Onslow County | Planning Organization & Staff Ready Analyzing Needs Volunteer Job Descriptions 1. Planning Organization & Staff Ready Analyzing Needs Volunteer Job Descriptions 2. Connecting with Volunteers Prospecting Marketing Exploration & Interviewing Recruitment 2. Connecting with Volunteers Prospecting Marketing Exploration & Interviewing Recruitment 4. Evaluating Volunteer Evaluation Career Paths 4. Evaluating Volunteer Evaluation Career Paths 3. Managing/Retaining Volunteers Orientation/Reconnecting Ongoing Engagement & Development Staff Support Effective Use of Time Recognition 3. Managing/Retaining Volunteers Orientation/Reconnecting Ongoing Engagement & Development Staff Support Effective Use of Time Recognition

Planning “He who fails to plan, plans to fail.”

The Four Main Elements of Volunteer Management United Way of Onslow County | Planning Organization & Staff Ready Analyzing Needs Volunteer Job Descriptions 1. Planning Organization & Staff Ready Analyzing Needs Volunteer Job Descriptions 2. Connecting with Volunteers Prospecting Marketing Exploration & Interviewing Recruitment 2. Connecting with Volunteers Prospecting Marketing Exploration & Interviewing Recruitment 4. Evaluating Volunteer Evaluation Career Paths 4. Evaluating Volunteer Evaluation Career Paths 3. Managing/Retaining Volunteers Orientation/Reconnecting Ongoing Engagement & Development Staff Support Effective Use of Time Recognition 3. Managing/Retaining Volunteers Orientation/Reconnecting Ongoing Engagement & Development Staff Support Effective Use of Time Recognition

United Way of Onslow County | 5 Step One: Is the Organization Ready? Check yourself. Do you have… A clear mission, vision, and values? A clear volunteer philosophy? A connection to Volunteer Onslow as a Service Partner? Register with Volunteer Onslow at

United Way of Onslow County | 6 Step Two: Is the Staff Ready? Ask yourself the following questions… Who is responsible for volunteer relations in your organization? Do you seek out new staff with volunteer management experience? Do you give your staff training on working with volunteers? Never assume your staff knows how to work with volunteers! TRAINING is Key to Successful Volunteer Relations

Step Three: Make Sure You Know Where You Are Headed and Figure Out What You Need

Perform a Strategic Needs Analysis It’s simple. Ask yourself… What is your organization’s vision? How can a volunteer meaningfully help you achieve this vision? What critical success factors need to be in place? What is each volunteer’s strategic value to your organization? United Way of Onslow County | 8

9 Create Volunteer Job Descriptions. GREAT ones Make sure to do the following when creating a new volunteer job description: Be clear and concise about what you want them to do Be honest and be practical Give them something they OWN Give them responsibility for a result, not just an activity Give them a way to measure their success A good job description is your best recruitment tool!

United Way of Onslow County | 10 Key Elements of a GREAT Job Description 1.Purpose 2.Job Title 3.Key Responsibilities 4.Reports to… 5.Length of Service 6.Time Commitment 7.Qualifications/Skills/Attributes 8.Support Provided 9.Expected Orientations and Training 10.Measures of Success

United Way of Onslow County | 11 Step Four: Put Volunteers in Your Budget Why, you ask? Volunteers may be free, but working with them is not. Volunteer cost is a KEY cost of doing business, just like light, heat, and staff How do I do that? Create a Volunteer Development and Recognition line item in your budget BUDGET: Don’t Leave the Volunteers Out!

United Way of Onslow County | Step Five: Develop Policies, Procedures, and Documentation Risk Management Appropriate Behavior Terms, Waivers, etc. Recordkeeping: Interests Assignments Hours Contributed Personal Path Accomplishments Recognitions

Connecting With Volunteers Where do they all come from?

The Four Main Elements of Volunteer Management United Way of Onslow County | Planning Organization & Staff Ready Analyzing Needs Volunteer Job Descriptions 1. Planning Organization & Staff Ready Analyzing Needs Volunteer Job Descriptions 2. Connecting with Volunteers Prospecting Marketing Exploration & Interviewing Recruitment 2. Connecting with Volunteers Prospecting Marketing Exploration & Interviewing Recruitment 4. Evaluating Volunteer Evaluation Career Paths 4. Evaluating Volunteer Evaluation Career Paths 3. Managing/Retaining Volunteers Orientation/Reconnecting Ongoing Engagement & Development Staff Support Effective Use of Time Recognition 3. Managing/Retaining Volunteers Orientation/Reconnecting Ongoing Engagement & Development Staff Support Effective Use of Time Recognition

United Way of Onslow County | 15 Prospecting Where do we look to find the volunteers we need? EVERYWHERE!

United Way of Onslow County | 16 Prospecting Who is responsible for finding new volunteers? EVERYONE!

United Way of Onslow County | 17 Tips of the Trade The BEST recruiter of volunteers is other volunteers! Foster great relationships with current volunteers. They are one of your best resources for new help. We do things because those we know recommend it We do things because others ASK us to help VOLUNTEERS Your Best Resource

United Way of Onslow County | 18 Recruiting Basics Inspire… with the work and desired results Share… why volunteers are so important to your organization Offer… options that meet their interest and motivation level Listen… for what they want to get out of the relationship Answer… any questions they have

Managing & Retaining Volunteers Now that we got ‘em, how do we keep ‘em?

The Four Main Elements of Volunteer Management United Way of Onslow County | Planning Organization & Staff Ready Analyzing Needs Volunteer Job Descriptions 1. Planning Organization & Staff Ready Analyzing Needs Volunteer Job Descriptions 2. Connecting with Volunteers Prospecting Marketing Exploration & Interviewing Recruitment 2. Connecting with Volunteers Prospecting Marketing Exploration & Interviewing Recruitment 4. Evaluating Volunteer Evaluation Career Paths 4. Evaluating Volunteer Evaluation Career Paths 3. Managing/Retaining Volunteers Orientation/Reconnecting Ongoing Engagement & Development Staff Support Effective Use of Time Recognition 3. Managing/Retaining Volunteers Orientation/Reconnecting Ongoing Engagement & Development Staff Support Effective Use of Time Recognition

United Way of Onslow County | 21 Orientation – Do we have to? In short… YES! Why? Makes the volunteer feel welcome Helps them understand what is expected Lets them know where to go if they need help or have questions Introduces them to those with whom they will be working Allows them to jump into existing groups and work Sets the tone Builds commitment Builds excitement

What to Share in Orientation Your impact work! Organizational Overview Volunteer roles and responsibilities Policies, procedures, and forms Tour of the Location Preview to Upcoming Work United Way of Onslow County | 22 SHARE: The more you share, the more they give

Ongoing Engagement & Development Don’t be afraid to ask for more! Be specific – lay out exactly what a volunteer can do to help Present volunteers with problem-solving opportunities—not fully baked solutions for rubber stamping Ask for ideas on what they want to learn about and what they want to do (within reason) Communicate future volunteer opportunities Take volunteers’ ideas seriously Publically recognize and communicate volunteer contributions United Way of Onslow County | 23

Effective Use of Volunteer Time Time is the most precious gift a volunteer has to give. Don’t waste it! United Way of Onslow County | 24

Clear Communication Effective communication is key in all interactions with volunteers: Instructions Direction Feedback Correction Information Resources And then give them the FREEDOM to make it their own! United Way of Onslow County | 25

Don’t Forget Recognition! When do you recognize them? In the beginning! In the middle! In the end! Anytime, any where, any how! United Way of Onslow County | 26

Tips for Volunteer Recognition Make it a Priority Do it often Do it in different ways Be sincere Recognize the person, not the work Make it appropriate to the achievement Be consistent Be Timely Make it Unique United Way of Onslow County | 27

Evaluating Volunteers Evaluate them. Evaluate yourself.

The Four Main Elements of Volunteer Management United Way of Onslow County | Planning Organization & Staff Ready Analyzing Needs Volunteer Job Descriptions 1. Planning Organization & Staff Ready Analyzing Needs Volunteer Job Descriptions 2. Connecting with Volunteers Prospecting Marketing Exploration & Interviewing Recruitment 2. Connecting with Volunteers Prospecting Marketing Exploration & Interviewing Recruitment 4. Evaluating Volunteer Evaluation Organizational Evaluation 4. Evaluating Volunteer Evaluation Organizational Evaluation 3. Managing/Retaining Volunteers Orientation/Reconnecting Ongoing Engagement & Development Staff Support Effective Use of Time Recognition 3. Managing/Retaining Volunteers Orientation/Reconnecting Ongoing Engagement & Development Staff Support Effective Use of Time Recognition

Why is Evaluation Important? Provides a forum for open feedback and suggestions on both sides. Recognizes the value of the volunteer and importance of their voice. Provides an opportunity for the volunteer to state their next area of interest or advancement. Don’t skip it! Do it often! United Way of Onslow County | 30

As a Service Partner with Volunteer Onslow… You will be able to post all your volunteer opportunities into the online database which will be viewed by more than 700 volunteers we currently have registered You will receive a confirmation message when a volunteer either registers or removes themselves from your opportunity When volunteers either assign themselves to your organization or select you as a preferred organization, you as a service partner can then view that volunteers Name, Assignment they selected, and Role.

Continued… You will be able to view your organizations schedule of opportunities in calendar view showing how many slots are still available and how many need to be filled If a volunteer has either been assigned or indicated your organization as a preference you have the ability to schedule them for one of these open slots

So What are the Requirements? Be a non-profit agency or public entity serving valid community needs broader than the interests of its membership Have nondiscrimination policies in place that reflect stage and federal law in regards to clients served and volunteers accepted Provide services and volunteer opportunities in Onslow County Organizations do not need to receive United Way funding to participate in Volunteer Onslow

Getting Started!

Step 1 Visit Click the “Service Partner Sign Up” button

Step 2 Fill out a quick registration:

Step 4 Post your available volunteer opportunities! In the same “Service Partner Area” click on the “Needs” button:

Closing Thought “Volunteers are the only human beings on the face of the earth who reflect this nation's compassion, unselfish caring, patience, and just plain loving one another.” ~Erma Brombeck United Way of Onslow County | 38

Thank you! Contact: Lauren Welch Volunteer Onslow Director Jacksonville, NC HELP