Supporting and Sustaining Volunteer Involvement Nonprofit Learning Point August 10, 2016

Melissa M. Gilmore, M.Ed., CVA Faculty Mary Ella Douglas, CVA Melissa M. Gilmore, M.Ed., CVA Managing Partners Make It Happen Now, LLC www.makeithappennow-llc.com info@makeithappennow-llc.com

Introductions Name Organization Years in Volunteer Administration The 1 thing your organization does best to retain volunteers

Photographs

Certificate

Learner Objectives Recognize today’s volunteer needs and expectations Identify organizational strengths and weaknesses related to sustaining volunteer engagement Identify and create effective methods for coaching, recognizing and supporting volunteers.

How are volunteers different today from twenty years ago? Write down 3 ideas you have on 3 post it notes Pair up with a partner and share your ideas; pick the top 2 from your combined ideas Share your top 2 with the whole group Similar ideas will be placed together and small groups will work together to find creative ways to address differences, and then share with the whole group

Today’s Volunteers Want and Need: You to be prepared To feel welcomed Good training To do interesting work To know up-front how much time the assignment will take

Today’s Volunteers Want and Need Cont’d. To feel appreciated To be communicated with well and often To know that they are helping to make the world a better place To be socially connected To learn something new

Evolving Needs The Relationship Timeline

Critical Points in the Volunteer Life Cycle Initial contact Opinions shaped Staff reaction Given choices Understanding how things work First month Learning Placement comfort Reality check

Critical Points, Cont’d. First six months Fulfillment Fit First anniversary Relationships Accomplishments Opportunity

Critical Points, Cont’d. Longer Term Job adjustment Life fit Empowerment Believer in the mission Identify Departure Timeframes

Organizational Culture What’s your organization’s acceptance of volunteers? If there was one thing you could change about your organizational culture toward volunteerism, what would it be?

Organizational Strengths and Weaknesses

Strengths What do we do well? Do we have a strong sense of purpose? Do we have a positive culture? Is our mission well known? Are we well respected in the community?

Weaknesses What do we do poorly? What problems could be avoided? Do we have financial problems? What is our reputation in the community?

Opportunities Trends that could positively affect us? New products, goods and/or services we can utilize? Use technology in new ways? Investigate potential partnerships?

Threats What are competing agencies doing well? What obstacles are we facing? Are there troubling changes on the horizon?

Advocacy What are some ways we can advocate for more resources for supporting and sustaining volunteer involvement?

Types of Advocacy Internal Individual volunteers volunteerism efforts volunteer administrator’s position External Organization Organization’s cause profession of volunteer administration Both are needed to educate and raise awareness.

Source: The Corporation for National and Community Service Volunteer Retention “One out of three people who volunteer one year do not volunteer the next.” Source: The Corporation for National and Community Service

Volunteer Retention, Cont’d. Retention rates increase with age Higher the education = more likely to continue volunteering Devote more time = higher retention Retention is related to type of organization More challenging activities = higher retention

Improving Volunteer and Staff Relations

What are some things your agency does to encourage volunteer and staff teamwork?

Staff Assessment Part of organizational plan to engage volunteers Survey or questionnaire Confidential results; collective themes, ideas, recommendations used to enhance efforts Training topics; areas of awareness

Staffing Volunteers = part time “staff” Diverse Alone and/or in groups; virtual Ideal = someone manages the volunteerism efforts

Effective Volunteer Efforts Balance Volunteers Volunteer Managers Paid Staff Communication

Volunteer/Employee Relationships Staff: educated, trained to accept, work with and coach volunteers Teamwork: necessary Close attention paid to relationships between long time volunteers and new volunteers

“Treat volunteers the way you’d like to be treated “Treat volunteers the way you’d like to be treated. If that doesn’t work, ask them how they would like to be treated.” Steve McCurley

Staff will do What they feel safe doing What they feel rewarded for doing What they view as important

If working with volunteers is not a stated expectation and evaluated, why would staff want to do it? Do you have a policy about staff working with volunteers? How was it developed? Is working with volunteers part of staff performance reviews?

Making Volunteers feel like Part of the Team Respect their time and schedule constraints Welcome them Have materials/tools ready Invite them to meetings; keep them informed Help them achieve success Smile and say, “Thank you!”

Volunteer Position Description Why have them? Communicate clear expectations Identify roles and responsibilities Mutual agreement with supervisor and volunteer Hold staff and volunteers accountable Foundation for performance measurement

Leadership “Management is doing things right; Leadership is doing the right things.” Peter Drucker

Great Leaders Ask… Where are you looking to anticipate change? What is the diversity measure of your network? Are you courageous enough to abandon the past?

Peer Consulting Tips Clarify goal/client’s needs - listen first Avoid “war stories” Be supportive, positive Offer specific ideas; feedback Move from problem to solutions as quickly as possible

Peer Consulting Scenarios Break into small groups (3 people) 10 minutes to review and discuss each situation Discuss with your consultants possible solutions and potential next steps

Parking Lot

Resources CVA Credential www.cvacert.org Everyone Ready® www.energizeinc.com Volunteer Match www.volunteermatch.com GRAVA www.greaterrichmondava.com NLP Emerging Leaders http://nonprofitlearningpoint.org/enlp/ Hands On Greater Richmond www.handsonrva.org Connect VA www.connectva.org

Winding Down Share 1 take-away or 1 thing to implement when you go back to your workplace.

Reflection Activity Did we fulfill the Learner Objectives? Recognize today’s volunteer needs and expectations Identify organizational strengths and weaknesses related to sustaining volunteer engagement Identify and create effective methods for coaching, recognizing and supporting volunteers.