Volunteer Management Training

Trainer with Talk Action Welcome! Helen Garforth Trainer with Talk Action @TalkActionOrg

What’s on today’s agenda? You will come away with… Practical ideas for recruiting, inducting, engaging with and supporting volunteers better Activities that you can use as part of your volunteer management strategy Examples of tools, and a signpost for where to go for more information Experience and explore an engaging co-production approach A group of peers tackling similar issues The beginnings of an action plan for improving or embarking on volunteer management

Frame it!

What is volunteering? …any activity that involves spending time, unpaid, doing something that aims to benefit the environment or someone (individuals or groups) other than, or in addition to, close relatives. …volunteering must be a choice freely made by each individual. This can include formal activity undertaken through public, private and voluntary organisations as well as informal community participation. NCVO www.ncvo.org.uk

Volunteer or not? Trustee Magistrate Sports coach Intern Work experience Community advice Counsellor Fundraiser Mentor Gardener Lifeboat crew Mountain rescue Bingo caller Speaker Driver Health worker Carer Data entry Games Maker Community journalist Blogger Activist Community Campaigner Resident group member parkrun marshal Website designer Advocate

Motivation Matters

What motivates someone to volunteer? What do they want out of it? What can an organisation offer a volunteer? What can a volunteer bring to your organisation?

Motivations Body Heart Mind

Volunteer motivations Experience – add to CV Passionate about a cause Keeping active or getting fit Qualifications or training Meeting people – social connection Supporting a charity with a personal link Getting back in to work

Volunteer motivations Find fulfilment outside ‘work’ Corporate volunteering commitment Feeling useful Having fun Giving something back post-retirement Taking positive action Recommended by health professional

What organisations can offer Springboard into employment Training, support and personal development Feeling valued - being part of a team Physical activity Fun and social Experience in a new field A tailored, positive experience Travel (and reimbursement of expenses)

What volunteers can bring Specific skills, knowledge and experience Energy and enthusiasm Connection to client group/community Different perspectives Flexibility Diversity Extra capacity New networks Funding Challenge

Mixed motivations Understand motivations to: match volunteers with relevant roles – get a good fit play to strengths identify opportunities Hook in and keep switched on Motivations: Individual and complex Altruistic and self-interested Motivations may change over time If in doubt – ask!

The Volunteer Journey

Volunteer experience – the good, the bad and the ugly… Pick two images: volunteering when all is working well, satisfying for the volunteer and productive for the organisation volunteering when it is not working out for either party – the nightmare scenario!

Building a positive volunteer experience Rewarding – i.e. responsive to individual motivations ‘A good match’ with motivations Making a difference – productive and recognised Balance between management and ‘getting on with it’ Being part of a team

Volunteer Management Cycle Strategic decision to involve volunteers Recruitment – plan and do Welcome and induct volunteers Support, manage and celebrate volunteers Review, reflect, change Volunteer Management Cycle

Volunteer Management Cycle Strategic decision Commitment and buy-in from staff and trustees Why do you want to involve volunteers? What capacity do you need? What do you expect to be the outcomes? Identify roles – involve team Identify training or other staff needs

Volunteer Management Cycle Recruitment – write role descriptions and advertise Plan! Think about the audience, method of communication and message you want to use to reach potential volunteers. Use your networks and publicity – website and social media Local volunteering infrastructure – Volunteer Centres Do – it / Volunteer Scotland Local press National media – sector specific Third Sector Charity Jobs in The Guardian and other national press promotion Reach University websites Gumtree Word of mouth – existing volunteers Key movers and shakers in the community Stalls at local shows and events…….

Volunteer Management Cycle Welcome, assign and induct volunteers Use induction checklist Buddy system with existing volunteers Get to know volunteers Support and manage volunteers Regular supervision ‘Open communication’ – two way with volunteers Create opportunities to reflect on, review and make changes to the way you involve volunteers.

Key documents and tools Volunteer policy Template role description Induction pack Checklist for volunteer supervision Frameworks for quality/accreditation – e.g. http://iiv.investinginvolunteers.org.uk/ Opportunities to recognise/celebrate volunteers - http://volunteersweek.org/ See handout – for further links and resources

Volunteers and the law

Staying legal… Pay only expenses Don’t create a contract PVG (Protecting Vulnerable Groups – Disclosure Scotland) if appropriate Insurance And beyond… Benefits Agreements Risk responsibility See handout for further links and resources

Challenging myths

Agree or disagree… You can’t volunteer and claim Job Seekers’ Allowance Volunteers replace or undermine paid staff Volunteers shouldn’t be given much responsibility You can’t volunteer if you’ve got a criminal record All volunteers must be PVG scheme checked Volunteers shouldn’t be trusted with confidential information Volunteers are unreliable Anyone can manage volunteers – it doesn’t take any skills

Problem solving: Think of one challenge you need to overcome….

Action planning What do you want to change? What do you want to do to make that change? What are the potential risks? And the risk of not taking action? What needs to happen and when? What resources do you need? Who needs to be involved? What’s your very first step?

Thank you! Contact: TALK ACTION 0207 324 4774 jelliott@talkaction.org