Board of Director Recruitment & Motivation - Literacy Nova Scotia - Max Chauvin Chauvin Resource Development (902) or

Ground Rules Washrooms Cell Phones Breaks Voice Things That I Believe GEMO Your Session - Questions Handout

What Is The Job Of A Board Members? … Governance Effective governance... means ensuring that the appropriate process and structures are in place to direct and manage an organization's operations and activities, and to ensure that they function well. The ultimate goal of good governance is to ensure the effectiveness, credibility and viability of the organization. Building on Strength: Improving Governance and Accountability in Canada's Voluntary Sector, The Panel on Accountability and Governance in the Voluntary Sector, 1999, p. 40

Duties Of Board Members Board self management Develop a clear vision of the future Work with the Executive Director Monitor performance Represent the organization Roles as Volunteer & Board Member

Cycle of Recruitment Assessment Recruitment Selection Recognition Training

Assessment Do we have the Board Members with the skills, training, time and commitment required to accomplish our goals? –Time Analysis –Mission / Mandate / Vision linkage –Goals / Long range plans –Support to recruitment process –Yearly reviews and assessments –Policies in place –Barrier Analysis

Skill Matching Minimize These Activities Maximize These Activities Poor Match Move On!!!! Great Training Opportunity Enjoyment / Satisfaction Fun SKILLSKILL

Key Volunteer Facts 90% of recruited volunteers have direct link to organization Women – 106hrs/yr Men – 85hrs/yr Volunteers want more specific experiences The amount of time people have to volunteer is decreasing 25% more likely to volunteer if was involved as child / youth

Recruitment Why are you a Board Member with your organization? Why are you (position)? How did you become a Board Member?

Recruitment Do we have a successful plan for finding Board Recruitment? –Image of organization, work and people –Creative methods –Candid presentation of work –Honest and up front about screening –Diversity –Ongoing and long term focus

Why Do People Volunteer Cause Recognition / Status Promotion Humor Peer pressure Release / Freedom Fear Leadership Event in life Medals / Awards Travel Employment requirement Fitness …..

Planning For Recuitment What skills are you looking for? What Core, Skill & Motivational attributes are you looking for? Who in your community might have those skills? What is the hook for them? Where could you connect with them? How will your message be more memorable than the 1000s of others they will see?

Two Thoughts Around Recruiting What happens when you ask someone about considering service on the Board? –3 Current volunteers –3 Past volunteers –3 “Never have” volunteers 6 Degrees of separation

Ways to Find and Recruit #1 Way – Personal ASK!! Open houses Vol. resource center Presentation to community groups Dinner / Lunch / Tea Sport event Newspaper Brochure Doctor’s office Internet PSA Poster Video Service & Other Clubs Education event Church / Synagogue Schools & Universities Retirement groups Welcome wagon Malls / Theaters

Selection Do we have a process of screening potential Board Members and matching skills, interests and needs? - Opportunity for volunteer reflection - Screening including reference checks - Job descriptions - Letter of agreement

Matching Volunteers to The Experience Take A Board Job – Classify it Skill (training and background) Mental (Decision making, problem solving) Physical (health, stamina etc.) Responsibility Working Conditions

Volunteer Reflection Do I want to volunteer my professional expertise or something else? What do I like vs. what don’t I like? What am I good at vs. not good at? How much time do I have to give? Do I want to volunteer alone, in a group, or with my family? What motivates me to volunteer

Matching Volunteers To The Experience Take A Volunteers – Classify them by need Achievement Affiliation Power – Personal or Socialized Other ….

Job Description Components Position name Incumbent name Term or length of commitment Overall function Committee &/or group participation Authority or reporting relationships Specific duties and responsibilities Desired skill set Knowledge required Results expected

Developing Accountability Clearly state what is to be accomplished (outcomes not activities) Clearly state performance expectations Clarify relationships Specify reporting requirements Specify support available Provide training and orientation

Developing Accountability cont. Ensure the person has the competencies to accomplish the task Gain agreement for the tasks, limits and completing the training and orientation State and gain agreement for the consequences of not fulfilling agreement Put everything in writing

Training Do we have a process for our Board Members that allows them to feel prepared to work for us and be successful? - Orientation - Skill Training - Cross training and future training - Evaluation and feedback

Volunteer Training Checklist Welcome letter / meeting History of organization Mission / Vision / Values Role of volunteers Role of staff Organizational structure Plans / Goals / Objectives Existing programs, products & services Potential PPS Bylaws

Volunteer Training Checklist cont. Minutes from previous meetings Financial information Policy manual Names / Phone numbers / Introduction to staff and volunteers Facilities tour Specific role competencies (job dependent) Evaluation and feedback opportunities Cross training Other training options

Motivation Hygiene Factors –Working conditions –Healthy and workable relationships –Opportunity to be successful –A real job to do –Adequate / fair benefits

How Do We Pay Volunteers Feeling secure and safe Feeling challenged and excited Feeling that you belong Feeling special and unique Improving yourself Helping and contributing to others Anthony Robbins Get The Edge 2003

Recognition Do we have a program or system to recognize our Board Members and the work they have done? - Fair to everyone - Specific to each person - Does it work - Published

WARES of Recognition W – Words A – Awards R – Rewards E – Events S – Special Attention

Ideas Certificate / Medal Scrapbook Allow people to do presentation Gift Conference or training Volunteer of the … Thank you note Thank you to family Human interest story in paper Roast Dinner / party / social #1 Thank you from participants or beneficiaries

1.The board of directors and senior management acknowledge and support the vital role of volunteers in achieving the organization's purpose or mission  The Board of Directors has a statement declaring the vital role of volunteers in achieving the Mission.  The planning processes incorporates volunteer involvement.  The budget has allocations for volunteer involvement.  Space is available for volunteers to do their work.  Appropriate insurance is available to protect volunteers.  Volunteer involvement is regularly evaluated.

2.Policies and procedures are adopted by the organization to provide a framework that defines and supports the involvement of volunteers.  Governance and operational policies are in place and are reviewed regularly with input from Board, Staff and Volunteers.  Standard admin practices and record management are used.  All staff and volunteers are made aware of policies and procedures.  Policies and procedures are followed consistently and equitably.  Policies and procedures are consistent with Human Rights Codes, Privacy Act and other legislated standards.

3.A qualified person is designated to be responsible for the volunteer program.  The designated person has appropriate training and education to manage the volunteer program.  A written job description for the designated person exists and is reviewed regularly.  The designated person is a member of management team.  The person works collaboratively with all levels.  Professional development opportunities are available.  The designated person is reviewed regularly and includes feedback from staff and volunteers.

4.A clearly communicated screening process is consistently applied.  Screening is considered essential and continues throughout a persons involvement with the organization.  All volunteer assignments are assessed for risk.  Screening measures are used according to the level of risk.  All volunteers complete an application for and attend an interview.  Screening procedures are delivered consistently with no exceptions made for certain individuals or positions.

5.Volunteer assignments address the purpose of the organization and involves volunteers in meaningful ways – reflecting their various abilities, needs & backgrounds.  Volunteers and staff (incl. unions) are consulted about new assignments.  All assignments include written descriptions outlining: duties, responsibilities, authorities/reporting relationships, competencies required, time requirements, benefits & results expected.  Volunteer assignments reflect volunteer and orgs needs.  Assignments are regularly reviewed – relevance & value.  Volunteers with special needs can become involved.  Risk is minimized for all assignments.

6. Volunteer recruitment and selection reaches out to diverse sources of volunteers.  Recruitment messages are realistic and clear about assignment expectations.  Various techniques are used to recruit volunteers.  Recruitment message advise that screening procedures are in place.  Genuine effort is made to recruit and select volunteers from a board range of backgrounds and experiences to represent the community served by an organization.  Selection of volunteers is based on actual requirements and pre-determined screening measures.

7. Volunteers receive an orientation to the organization, its policies and procedures and receive training for their volunteer assignment.  Volunteers receive information on the history, mission and structure of the organization.  Volunteers receive information on the policies and procedures that relate to their assignment.  Volunteers are given adequate training to be successful and do not put themselves or others at risk.  Volunteers are informed of the boundaries and limits of their assignments.  Volunteer have ongoing training opportunities to increase their skills and learn about changes in the organization.

8.Volunteers receive appropriate levels of supervision according to their task and are given regular opportunities to receive a give feedback.  The complexity and risk of assignment determines level of supervision.  Volunteers are introduced to their supervisor right away.  Performance of volunteers is reviewed regularly.  Random spot checks with volunteers and clients are used to check in on volunteer performance.  Volunteers are encouraged and have opportunities to give input.  Records are kept for each volunteers – safe and secure.  Situations requiring reprimand and dismissal follow polices and procedures consistently and respect people.

9.Volunteers are welcomed and treated as valuable and integral members of the organization’s human resources.  Staff is given training and recognition for working effectively with volunteers.  Input from volunteers is welcome and solicited – especially in planning and evaluation.  Volunteers are encourage to grow within the organization.  Volunteers are included as equal members of the team.

10.The contribution of volunteers are regularly acknowledged with formal and informal recognition methods.  Senior manage publicly acknowledges the efforts of volunteers.  Formal methods of recognition are delivered consistently.  Informal methods of recognition are delivered in a timely and appropriate manner.