1 Volunteers in Advancement Series: A LUMNI R ELATIONS & A NNUAL G IVING : C HALLENGES & S OLUTIONS Chris Harmon Director, Annual Giving Gettysburg College

2 Volunteers in Advancement Series: A LUMNI R ELATIONS & A NNUAL G IVING : C HALLENGES & S OLUTIONS Recruiting the best volunteers Training your volunteers in person and remotely Managing your volunteers in person and remotely Keeping your volunteers motivated and on task Common volunteer challenges and solutions How not to accept a volunteer for a certain committee or position How to remove a volunteer from a particular assignment How to use moves management to keep your volunteers involved in different roles How to ensure your volunteers are doing what they’ve agreed to do How to identify what primary responsibility your volunteers can handle Forum on your challenges Learning Outcome: Improve your alumni relations and annual giving volunteer management with recruiting, support, and engagement practices. AGENDA

3 Volunteers in Advancement Series: A LUMNI R ELATIONS & A NNUAL G IVING : C HALLENGES & S OLUTIONS Tools for Recruiting the Best Volunteers  Clear information on volunteer roles  Acknowledge volunteer interest immediately  Assess proper communication;  mass vs. personal  Assess capability and commitment  Identify realistic timeline for the volunteer role or initiative

4 Volunteers in Advancement Series: A LUMNI R ELATIONS & A NNUAL G IVING : C HALLENGES & S OLUTIONS Tools for Recruiting the Best Volunteers  Build the volunteer opportunity first then recruit the volunteer – what’s the job description?  Know your campus partners’ needs  Start with who you know – hand selection is not a bad thing

5 Volunteers in Advancement Series: A LUMNI R ELATIONS & A NNUAL G IVING : C HALLENGES & S OLUTIONS Tools for Recruiting the Best Volunteers  Be smart with your marketing and segment where possible  Develop online sign-up options  Social media is a great way to market opportunities

6 Volunteers in Advancement Series: A LUMNI R ELATIONS & A NNUAL G IVING : C HALLENGES & S OLUTIONS Gettysburg College Volunteer Strategy Looking Back: Volunteer opportunities spread throughout university Lack of cohesion OR whatever you realized that made you want to put together the Summit Looking Forward: Realized need to connect volunteers with each other Energy from all volunteers together in one space Recruiting tool Great way to retain volunteers / steward volunteers

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8 Volunteers in Advancement Series: A LUMNI R ELATIONS & A NNUAL G IVING : C HALLENGES & S OLUTIONS Menu of Fundraising Opportunities

9 Volunteers in Advancement Series: A LUMNI R ELATIONS & A NNUAL G IVING : C HALLENGES & S OLUTIONS Menu of Fundraising Opportunities

10 Volunteers in Advancement Series: A LUMNI R ELATIONS & A NNUAL G IVING : C HALLENGES & S OLUTIONS Menu of Fundraising Opportunities

11 Volunteers in Advancement Series: A LUMNI R ELATIONS & A NNUAL G IVING : C HALLENGES & S OLUTIONS Menu of Fundraising Opportunities

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13 Volunteers in Advancement Series: A LUMNI R ELATIONS & A NNUAL G IVING : C HALLENGES & S OLUTIONS Menu of Fundraising Opportunities SUPPORTING VOLUNTEER ENGAGEMENT AND SOLICITATION The focus of this team is to support the Office of Annual Giving with alumni volunteers to assist in recruiting volunteers and securing Gettysburg Fund gifts. The team’s task will be primarily phone calling: reunion calls, affinity group calls, peer solicitation calls, and welcome calls to new volunteers. In addition, this team may work closely with the Gettysburg Fund Call Center and our students. This team may also be asked to assist with the mentoring of class agents using the Gettysburg Fund Volunteer Guide that provides the explanation and instruction of the class agent role. The team member’s commitment will be a minimum of 2-3 hours 2-3 times a year, but more time is gladly accepted and appreciated.

14 Volunteers in Advancement Series: A LUMNI R ELATIONS & A NNUAL G IVING : C HALLENGES & S OLUTIONS Menu of Fundraising Opportunities Focal Points Mentor class agents (establish contact and assist them) and reunion chairs (younger classes) Contact affinity groups Identify possible class agents and reunion chairs for the College Lead by example with continuous giving Promote continuous giving with calls to previous donors (ex. end-of fiscal year calling to obtain gift) Focus on calling donors in the $500- $750 range Script examples of phone calls and elevator speech for Alumni Board using Volunteer Guide (Marsha) Deliverables from Annual Fund Office Ask phonathon leaders to visit February meeting Provide Class Agent list

15 Volunteers in Advancement Series: A LUMNI R ELATIONS & A NNUAL G IVING : C HALLENGES & S OLUTIONS Highlights for the weekend include: Luncheon hosted by President Riggs and Board of Trustees Chairman, featuring keynote speaker Claire Gaudiani, former president of Connecticut College and champion for American philanthropy and citizen engagementClaire Gaudiani Cocktail Party and Dinner; Celebration of the Commission on the Future Informative sessions and workshops Fun activities and tours A special presentation by President Riggs Parents Advisory Board, Alumni Board of Directors, and BOLD COUNCIL meetings Celebrating our Volunteers cocktail reception and dinner with Cupola Society and 1832 Society Breakfast hosted by President Riggs and Board of Trustees

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17 Volunteers in Advancement Series: A LUMNI R ELATIONS & A NNUAL G IVING : C HALLENGES & S OLUTIONS Training in Person & Over Long Distance  Volunteer Training Guide  Class Agents  Board Members  Reunion

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43 Volunteers in Advancement Series: A LUMNI R ELATIONS & A NNUAL G IVING : C HALLENGES & S OLUTIONS Credit Card Automatic Monthly Payment By Mail By Corporate Matching Gifts Securities and Mutual Funds

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46 Volunteers in Advancement Series: A LUMNI R ELATIONS & A NNUAL G IVING : C HALLENGES & S OLUTIONS MORE Residential Life Spiritual Life Off Campus Study Endowment Financial Aid Majors and Programs Student/Faculty Ration Average Class Size Tenured and Tenure Track Honor Societies Library Academic Facilities Computing Facilities Career Development

47 Volunteers in Advancement Series: A LUMNI R ELATIONS & A NNUAL G IVING : C HALLENGES & S OLUTIONS Successful Strategies for Keeping Volunteers Focused, Motivated and Dedicated  Realistic timeline for volunteer involvement  Encourage feedback throughout process  Thank and recognize

48 Volunteers in Advancement Series: A LUMNI R ELATIONS & A NNUAL G IVING : C HALLENGES & S OLUTIONS Take A Volunteer Centric Approach  Volunteer should express what they want  Benefits and recognition are important  Capture best "knowledge capital"  Volunteer is challenged  Develop mutually satisfying relationship  The volunteer is your best ambassador

49 Volunteers in Advancement Series: A LUMNI R ELATIONS & A NNUAL G IVING : C HALLENGES & S OLUTIONS Tracking and Coding Your Volunteers  Develop tracking system that: records "moves" or actions on volunteers assigns "rating" for volunteer assesses/quantifies knowledge capital

50 Volunteers in Advancement Series: A LUMNI R ELATIONS & A NNUAL G IVING : C HALLENGES & S OLUTIONS Tracking and Coding Your Volunteers  Develop tracking system that: flags/reminds you to take actions (e.g., "check-in" with volunteer and volunteer client) ties into other prospect management systems and volunteer relations module

51 Volunteers in Advancement Series: A LUMNI R ELATIONS & A NNUAL G IVING : C HALLENGES & S OLUTIONS Tracking and Coding Your Volunteers  Develop tracking system that: flags/reminds you to take actions (e.g., "check-in" with volunteer and volunteer client) ties into other prospect management systems and volunteer relations module

52 Volunteers in Advancement Series: A LUMNI R ELATIONS & A NNUAL G IVING : C HALLENGES & S OLUTIONS Career Pathing: Thanks and Recognition  Private recognition: From volunteer client (campus partner) From organization  Public recognition: Print, electronic, events  Leverage every opportunity  Be creative; web spotlights, Twitter, LinkedIn

53 Volunteers in Advancement Series: A LUMNI R ELATIONS & A NNUAL G IVING : C HALLENGES & S OLUTIONS Volunteer Challenges and Solutions: Your Problems & Queries How do you gracefully excuse a volunteer who is related to a Trustee ( or other major donor / high potential donor )? Are on campus training programs “dead” in lieu of online, and/or on demand sessions? How can we get more men to volunteer? How do we empower our volunteers to do the drudge work—the agenda setting, event organizing, budget managing? How much is too much? What are reasonable expectations for volunteer roles? Does this vary by age? Please address recognition: How often? When?

54 Volunteers in Advancement Series: A LUMNI R ELATIONS & A NNUAL G IVING : C HALLENGES & S OLUTIONS Final Questions? Chris Harmon Director, Annual Giving Gettysburg College