VOLUNTEER MANAGEMENT 1 Friends of Parks and Recreation April 28, 2012 Presenter: Sandra Miller, Consultant/Trainer

Connect with us on facebook Volunteer Centers of Michigan 2 Provides resources to volunteer centers across the state in their efforts to address key community issues.

Goals 3 Provide resources Facilitate discussion & sharing Identify best practices specific to volunteer recruitment and retention

ONLINE RESOURCES VOLUNTEER MANAGEMENT 4

Volunteer Centers of Michigan.mivolunteers.org 5 1. Go to Resources Tab

Upcoming Training, Available Presentations 6

Grants & Other Resources 7

Others 8 RESOURCES Volunteer Management.doc

Key Points 9 Getting and Keeping Volunteers

Make & Look for connections 10 Mission & Impact How will what they’re doing make a difference? Make it personal Introductions Small groups w/leader Opportunities for interaction Communicate Before, during, after

DISCUSSION Why should I volunteer with your organization? 11 CONSIDER What’s your organization’s mission? What is the role volunteers play? What impact, changes will occur as a result of the work they’re doing?

The Case Statement 12 Example Those who care for seriously ill children often suffer from the fall out--divorce, alcoholism, drug abuse, depression. Volunteers who serve with our organization help strengthen and extend our ability to support and strengthen families with children suffering from a variety of illnesses and injuries. Demonstrates the value of the program Provides structure and focus for activities Used in outreach activities— letterhead, recruitment, etc.

Examples... The Friends of Hartwick Pines State Park is a non-profit organization that works in conjunction with Hartwick Pines State Park to promote and support education and use of Hartwick Pines State Park. The Friends group is made up of volunteers from across Michigan as well as the nation who work together for this common goal. The Friends are continually involved in promoting the exhibits and activities that visitors to the park enjoy every day as well as public demonstrations and other special events. The Volunteer Program strives to increase the effectiveness and improve the quality of opportunities for visitors through guided nature walks, tram service to the beach, school group tours, and resource management projects. The Volunteer Program provides a forum for learning and community involvement. (Friends of MacArthur Beach State Park, Florida) 13

Communicate—Develop A Strategy 14 How do you recruit? Respond to applications Provide detailed information about volunteer opportunities Provide Orientation Training Provide time for reflection/feedback Follow Up Thank-you’s Future Opportunities

Consider Volunteer Motivations 15 Consider what the volunteer is looking for Why do people volunteer? What are the benefits to the volunteer? What are the barriers?

The New Volunteer 16

Create appealing opportunities Consider: Project focused Time Limited Skill-based Flexible Opportunities for leadership Virtual Appealing to different groups  Families  Youth  Young professionals, Retirees, Companies, etc.

Example--Time & Project Specific Skill Based 18

19 More opportunities New Opportunities Increased Recruitment Opportunities for Leadership Opportunities to use or learn new skills Increased Retention

What groups do your organization’s current volunteer opportunities generally appeal to? What other groups or types of individuals might be targeted for recruitment? What will appeal to these groups? How might current opportunities be revised or new ones created? 20 DISCUSSION—Offer New Opportunities

Collaborate 21 Build on connections to mission & purpose  Targeted volunteer pool  Shared & new resources  Increased funding opportunities—grants & networks  Increased opportunities for publicity  Public awareness

Example— Shared interest, PR opportunities americanhiking.org 22

Example— Target Groups--Consider Current Trends & Resources Youth & Families 23 Generationon.org Mnaonline.org

Example—Resources Veterans Missioncontinues.org 24

Build On--Single Days of Service Holidays & Community Events Earth Day Independence Day Memorial day Local Festivals & Celebrations National Days of Service Global Youth Service Day National Day of Remembrance & Service (9/11) Make A Difference Day Martin Luther King Day 25

Tap Available Tools 911day.org 26

Community Connections Churches Corporations Service Organizations Universities Classrooms 27 Volunteer Fairs Informational Booths Speaking Opportunities Volunteer Recruitment Announcements Articles—newsletters, websites Sponsored Events

Your Volunteer Center Recruitment Training Sponsored Events Team Leaders Resources & Information 28

Questions, Comments, Share Examples... 29

30 5 minute break!

Create An Online Presence 31

New Opportunities = New Volunteers 32

Make it easy to volunteer 33

34 Online Recruiting Resources Widgets Blogs

HandsOn Connect 35

National Promotions 36

How does your organization currently connect with volunteers? What is at least one new connection or collaboration that your organization might benefit from? 37 DISCUSSION—

The organization’s reputation is your most important recruitment tool. Individuals want to work with organizations that are efficient and use their time well. 38 Practice Good Volunteer Management

RecruitmentSCREENING ORIENTATION & TRAINING SUPERVISION & EVALUATION RECOGNITION Volunteer Management Elements Planning

June Webinar-- 40 Volunteer Management Registration Open in May Mivolunteers.org

AS A RECRUITMENT TOOL 41 THE ONE DAY EVENT

PURPOSE Make the connection Implement collaborations Scout for enthusiastic partners Create opportunities for success Demonstrate Impact Build & promote your organization’s successes Make the “ask”

THE EVENT—grow your program BEFOREDURINGAFTER

Start with the position description What’s the connection to your case statement? What are the potential target groups? Who’s interests, needs and connections are a likely match? What will create an appeal? Clearly identify expectations

Example 45 Sample Position Description.docx Example—Opportunity Posting

Volunteer Position Descriptions Individuals “self screen” Clear expectations Basis for recruitment “Informed Risk” Purpose

RECRUITMENT Young Professionals Youth Families New Skills Networking Exercise Environmentalists Where will you find them? Print Media Online Clear, compelling statement of need How to help Build from volunteer position description. MessageMethod Target Population Benefits & Features

THE DAY OF Registration OrientationTraining Activity/Event Volunteer Celebration

The Orientation 49 Whom am I serving with? Create feelings of welcome, appreciation, inclusiveness How will I be volunteering? Set the stage What is the purpose? How am I making a difference? Identify the impact Why am I volunteering? Make the Connection

PAUSE-- What would your organization include in a short orientation at the start of a project? How might the “case statement” be used?

Importance of Training Volunteers Without proper training volunteers may: Perform their duties poorly or step outside of their boundaries Not take all proper safety precautions “Feel lost” while doing their task and not return Have a negative experience and tell others about it, thus undermining the image of the organization 51

Place volunteers in small teams Assign each an experienced team leader Tell stories of success Look for enthusiastic participants Establish a personal connection Describe other opportunities for volunteers Ask what the volunteer would like to do!! Follow-up with personal thanks & recruitment 52 DURING THE EVENT Recruitment Tip

During the Event... SUPERVISION/EVALUATION Correct problems before they grow. Make the personal connection Evaluation/feedback--A two-way process Answer Questions Ask for input Considers not just abilities and attitudes, but organizational fit. Not every individual fits every opportunity Look for the “good matches” and build on those.

Volunteer Reflections Provides feedback and closure, Makes the connection between the event & mission Communicate & Celebrate impact  Recognize any special contributions “Make the Ask”—Continued Involvement  Ask—How would you like to share your skills and interests with us 54 The last min.

EXAMPLE REFLECTION If you were to write an article about today’s event; what would be the title of the article?

AFTER THE EVENT Communicate/follow up with volunteers Share the story—impact, volunteer engagement Media Newsletters Website Pictures/video Meet with team leaders/staff—evaluation, feedback Identify & target enthusiastic volunteers for further personal contact

FINALLY—YOU WON’T KEEP THEM ALL 57 Volunteer Engagement Scale Level 1: Shoppers Level 2: Episodic Contributors Level 3: Short-term Contributors Level 4: Reliable Regulars Level 5: Fully Engaged Volunteers Level 6: Committed leaders

REFLECTION What is your next step? What steps might you take next to improve your organization’s volunteer engagement?

QUESTIONS? COMMENTS? 59 THANK YOU