Volunteering Hawkes Bay Inclusive Communities through Volunteering How to keep your volunteers Training Workshop 25 th March 2011 Volunteering Hawkes Bay

How to keep your volunteers Gain a better understanding of why people volunteer Understand characteristics of generational trends Have longer rewarding relationships with your volunteers Understand the importance of planning for volunteer involvement

Model of Volunteer Management 1. Human Resource Planning 8. Retention or Replacement 7. Reward and Recognition 2. RecruitmentHappy Volunteers 6. Performance Appraisal 3. Selection and Screening 4. Orientation5. Training and Development

Motivation To gain knowledge of community problems To get community recognition To make a transition to a new life To fulfill a moral or religious duty To have fun To help those less fortunate To meet important people in the community To gain status with my employer Volunteering Hawkes Bay

Motivation What motivates your volunteers?

Motivation Which of the following statements about motivation do you most agree with? A. Volunteers need formal recognition systems to give value to what they do B. Volunteers are more motivated by the love of what they do than staff C. Volunteers need lots of praise to keep them motivated D. Volunteer’s motivation depends very much on the individual Volunteering Hawkes Bay

David McClelland's Theory of Motivational Needs People with different needs are motivated differently. High need for achievement - High achievers should be given challenging projects with reachable goals. They should be provided frequent feedback. While money is not an important motivator, it is an effective form of feedback. High need for affiliation - People with a high affiliation need perform best in a cooperative environment. High need for power - Management should provide power seekers the opportunity to manage others. Volunteering Hawkes Bay

Motivation Achievement-oriented volunteers Ideal result of recognition is additional training or more challenging tasks. Subject for recognition is best linked to a very specific accomplishment Phrasing of recognition through "Best," "Most" awards Recognition decision should include "Checkpoints" or "Records" Awardee should be selected by co-workers

Motivation Affiliation-oriented volunteers Recognition should be given at group event Recognition should be given in presence of peers, family, other bonded groupings Recognition item or award should have a "Personal Touch" Recognition should be organizational in nature, given by the organisation Recognition should be voted by peers

Motivation Power-oriented volunteers Key aspect of recognition is "Promotion," conveying greater access to authority or information Recognition should be announced to community at large, put in newspaper Recognition decision should be made by the organisation ’ s leadership

Your volunteers are aged ….what? How old are your volunteers? Volunteering Hawkes Bay

Veterans 1929 – 1944 (82-67) Loyalists – gather together and build Silently build up the organisation’s infrastructure Church and civic participation Courtesy and respect Often seeking achievement Love hierarchical structures Volunteering Hawkes Bay

Baby Boomers 1945 – 1963 (66 – 48) Customers, change the world on my term Lowest engaged in volunteering Ok with technology Have no financial resources, have to work longer Have financial resources- how do we engage them? Environmentally and politically concerned Volunteering Hawkes Bay

Generation X 1964 – 1980 (47 –31) Experimental – respect my time ‘Latch Key’ generation Don’t like Hierarchies Self reliant and resourceful Accepting of diversity and change Low church/ High civic involvement on our terms to fit into our lifestyle Volunteering Hawkes Bay

Generation Y 1980 – 1999 (29 –10) Entrepreneurs - let me build the answers ‘click and go’ High civic/lower church participation Idealistic, optimistic, flexible Don’t believe in bosses More ethnic diversity Hunger for feedback and rewards (will leave if not rewarded) Volunteering Hawkes Bay

I – Gen - Under 12years Internet - Expose me to my future Will live today’s environmental and political decisions ‘On the edge of the next predicted Revolution’ Create the cause via internet (you tube, face book,etc) Volunteering Hawkes Bay

Retaining Volunteers Why do you want to keep your volunteers? Of the volunteers that worked with your organisation one year ago, approximately what percentage would you say are still involved as volunteers? Have you created the kind of climate that welcomes and encourages volunteers? How do you do this? Volunteering Hawkes Bay

Retaining Volunteers Retention is a goal for most organisations, as well as an indication of the success of its volunteer programme Most organisations would likely prefer to have their volunteers take on new tasks as assignments are completed. Recruiting volunteers is expensive and time-consuming Retention is important because volunteers often become loyal financial sponsors to the organisation Volunteering Hawkes Bay

Retaining Volunteers Volunteer retention is an essential component of managing volunteers. Retention is about putting into place a series of processes and procedures that foster a sense of organisational commitment among volunteers. Volunteers who feel valued, supported, recognised and rewarded for their efforts are more likely to be retained by their organisation.

Retaining Volunteers The experience of your current volunteers is invaluable You will have invested time, skills and training in the development of volunteers Retaining ensures that the continuity of the organisation’s vision is maintained The loyalty of the volunteers is vital, especially during difficult or busy periods.

Retaining Volunteers Organisations that recognise activities for volunteers have a higher rate of retention, as do those that offer training and professional development opportunities for volunteers Those that use selection procedures to identify suitable volunteers and to match them with appropriate jobs or tasks, have higher rates of retention Volunteer management practices all center on making the experience worthwhile for the volunteer. Volunteering Hawkes Bay

Retaining Volunteers Smaller charities have higher rates of volunteer retention. Young people are newer to work life, their life circumstances often change seasonally and rapidly, and their roots in the community are less deep than older volunteers. Consequently, they are less likely to maintain relationships with the organisations in which they volunteer. Volunteering Hawkes Bay

Retaining Volunteers Implement the organisation’s policies, procedures and standards Foster good relationships between paid and unpaid staff Monitor the service provided by volunteers Engage volunteers more directly is better than a lot of communication Volunteering Hawkes Bay

Retaining Volunteers Assist volunteers to work within their abilities Assess the need for training Recommend new tasks for volunteers Conversation about issues other than work Constructive feedback Regular meetings Volunteering Hawkes Bay

Retaining Volunteers Identifying and implementing training and development programs develops the skills and confidence levels of volunteers. Volunteer retention is not about maintaining the services of all volunteers. Performance appraisal is necessary to ensure that sport and recreation organisations have reliable and effective volunteers.

Retaining Volunteers Record keeping provides a basis for recognising and rewarding volunteers. Volunteers leave organisations and turnover should be viewed as an opportunity for organisations to change and develop. Plan for the replacement of volunteer; the benefiting of bringing in new volunteers

Retaining Volunteers Meaningful Work  Create positions that allow volunteers to bring about positive results  Connect each job to the organisation ’ s mission  Keep the goals of the volunteer in mind when they initially agreed to volunteer  Help volunteers to monitor their progress towards their goal  Help the volunteer to receive the reward they seek

Retaining Volunteers Opportunity for change and advancement  Provide volunteers with the option to move into different positions or advance into more senior roles with responsibilities

Retaining Volunteers Stick to the deal  Once you got in you never get out  Give clear instructions of how to end the job so that volunteers don ’ t feel guilty  Be open to any willingness they express to do more

Retaining Volunteers Ongoing development opportunities  Award volunteers with professional and personal development opportunities  Retiring baby boomers look for personal growth, learning, interest and development  Invite volunteers to staff training  Invite them to conferences

Retaining Volunteers Welcome and respect input  Volunteers appreciate the opportunity to give input  Ask volunteers what they think of how the jobs can be done

Retaining Volunteers Demonstrate respect and appreciation  Be sure the work place is ready on their arrival  Comment on what they have achieved  Get staff and volunteers together to discuss work matters

Retaining Volunteers Keep your volunteers happy Recognise them for their work Remember their birthdays Offer them continued education and opportunities to build skills Volunteering Hawkes Bay

Exit Interviews Gather information about the volunteer ’ s experience Provides a sense of closure Gives an opportunity to recognise the efforts of the volunteer no matter how long they stayed Gives good feedback to do it better next time.

Look Outside The Square See through the eyes of a volunteer and you will see a world that is changing one moment at a time Volunteering Hawkes Bay