Working With Volunteers March 30, 2012

Understanding Continuous Improvement Budget 2

Review Overview of key steps to create a sound volunteer program Hands on group programming exercise activity involving: Volunteer recognition Volunteer recruitment strategy Handling a difficult volunteer 3

Program Planning 4 Purpose & Life Cycle Scope Monitoring & Evaluating Progress People Resources Program Considerations for Planning Managing Risk Sales, Service & Delivery Advertising & Promotions Targets, Goals, Outcomes Context Finance Marketing 4

Volunteer Administration ETHICS Risk of Unethical Behavior Core Values STRATEGIC MANAGEMENT Defining the Scope Culture OPERATIONAL MANAGEMENT Program Considerations for Planning Putting the “Plan” in place STAFFING & DEVELOPMENT Volunteer Roles 3 R’s – Recruit, Resolution, Recognition ETHICS Risk of unethical behavior STAFFING AND DEVELOPMENT Core values – Citizenship and Philanthropy Volunteer Roles – Philosophy developing a plan Respect Responsibility Caring Justice & Fairness Trustworthiness STRATEGIC MANAGEMENT Who, What, Why, When & Where Culture Considerations - three levels of cultures artifacts – tangible things & behaviors one observes –physical space, documents, interactions between staff and volunteers values – strongly held beliefs including verbal and written forms basic underlying assumptions – basic taken-for granted what happens in the organization Art to Implementation Methodical approach Analyze, Focus, Assess Feasibility, - strategize ways to get there OPERATIONAL MANAGEMENT Approach (what method will you use? Build it and they will come, seat of the pants, Incremental Planning, Business Planning 5

Volunteer Administration EVALUATION & OUTCOME Impact Evaluation Qualitative vs. Quantitative RISK MANAGEMENT Identify Risk Evaluate & Prioritize QUALITY IMPROVEMENT Volunteers critical to success Continuous Improvement & Learning Organizational management – decisions made as to where to utilize volunteer efforts (in alignment w/ Agency mission – structure) Human Resource Management - who and how are volunteers utilized (includes recruiting, training, recognition, retention Accountability - defines roles of responsibilities to solidify volunteer program (safety, ethics, budget) Leadership & Advocacy - insures volunteer program is promoted, valued Ethics Strategic Management of Volunteer Programs Operational Management Volunteer Staffing and Development Sustaining Volunteer Involvement Meeting Management Financial Management Data Management Evaluation & Outcome Measurement Risk Management Quality Improvement 6

Volunteer Administration SUSTAINING INVOLVEMENT Understanding why people want to volunteer Strategies NPO’s can take to tap into MEETING MANAGEMENT Planning & facilitating effective meetings Assessing meeting effectiveness FINANCIAL MANAGEMENT Financial Reports Building a Budget DATA MANAGEMENT Data Collection Data Tools to Manage 7

Volunteer Staffing & Development Ongoing Recognition & Conflict Resolution Position Analysis Recruitment Screening Selection & Placement Orientation & Training Performance Management 8

Volunteer Recruitment – the 5 W’s WHO What kind of volunteer and skill set How many? WHAT What will the volunteer(s) be doing What are the associated risks WHY How will this program, activity further your mission WHEN & WHERE Date/Time/Frequency Location 9

DELIVERY – What’s your style? Resolving a Conflict WHO Who was involved? WHAT & WHY What happened? Why did it occur WHEN & WHERE Date & Frequency Location DELIVERY – What’s your style? 10

Recognition . Formal Things to consider Informal Always say “Hello” and “Thank You” Regularly ask for and give feedback Formal Award Ceremonies Nominate volunteers for local, state, or national awards Things to consider What is the Budget? How are the volunteers involved with the organization? How many volunteers do you have?

It’s Your Turn It takes experience Share what works Apply best practices

Recruiting Volunteers for a New Program Task – 1. Pick a current place where you use volunteers. 2. Pick a potential new program. Use the Check List to either validate your program or get one going. 13

Recognizing Volunteers Task How do you recognize volunteers in your organization? How might you recognize volunteers differently in your organization? Use the checklist to validate and/or change up. 14

Resolving a Conflict Task Pick a real life situation someone in your group has regarding a volunteer situation. Use the checklist to work through the conflict. 15

Volunteer Resource Guide • Energize Inc. www.energizeinc.com • ePhilanthropyFoundation.org www.ephilanthropyfoundation.org • e-volunteerism.com www.e-volunteerism.com • Hands On Network www.handsonnetwork.org • Idealist.org: Action Without Borders www.idealist.org • Independent Sector www.independentsector.org • National & Global Youth Service Day http://www.ysa.org/nysd/resource/planning.cfm • National Service Resource Center www.nationalserviceresources.org • Network for Good www.networkforgood.org • Service Leader www.serviceleader.org • ServeNet www.servenet.org • Students in Service to America Guidebook http://www.studentsinservicetoamerica.org/guidebook/index.html