VOLUNTEERS – Tricks of the Trade

2  Why Volunteers  Partnering with Staff and Managers  Volunteer Opportunities  Policies and Procedures  Questions

3 Why Volunteers Who or What is a Volunteer?  A volunteer is someone who provides time, service and talents to our organization without going on our payroll.

4 Why Team with Volunteers?  “Because we don’t have sufficient resources to do our job without volunteers!”  “We’re a non-profit, aren’t we supposed to have volunteers?”  “Haven’t we always had volunteers?” Not Really Why Volunteers

5 Because Volunteers…  Are perceived to have credibility because they are unpaid  Receiving assistance from a volunteer makes a difference to the recipient  Are Insiders-Outsiders  Extend our Sphere of Influence  Bring the luxury of focus

6 Why Volunteers Because Volunteers Cont…  Engage members of the community as a strategy for meeting service goals as well as methods of service delivery  Are freer to criticize  Contribute what would not be purchased otherwise  Extend the Budget

7 Volunteer Benefits  A good feeling knowing they have made a difference and improved someone’s life  Being an important part of a team and making new friendships with other volunteers and communities  Enhancing or learning new job skills  Visiting many fun places while working with in side mobile drives and special events.  Free health screenings and sometimes FOOD!  Schedules may be customized to your availability  Enhances Transcripts for Students Why Volunteers

8 Partnering with Staff and Management How Will We Be Successful?  Now we know who actually benefits  Support from staff and management  Knowledge of basic volunteer practices and procedures  Design a plan that works for your center  Continuity through all aspects of the program

9 Partnering with Staff and Management Management and Staff Perceptions and Concerns  Volunteers are just passing through  Volunteer don’t work regular work hours  Volunteer are here to take my job  Don’t have the same level of commitment  Don’t work to the same performance standards  Disrupt the flow of work and time to manage

10 Partnering with Staff and Management Adapting for Management and Staff Perceptions and Concerns  Must have support from all Managers and Directors –Volunteers are Team Members  Involve key staff in the planning process  Include in identifying job tasks  Ask to help write job descriptions  Offer to include in the interviewing process  Share success stories about volunteers at All Staff Meetings

11 Partnering with Staff and Management Creating Partnerships with Staff  Staff who work with volunteers should receive appropriate orientation and training in the management of volunteers  Staff should participate equally in the success of the volunteer program through feedback about successes and accomplishments  Staff should be rewarded for the assistance, involvement and accomplishments  Additional Benefits –Supervision of Staff Training –Volunteer evaluations can be used in determining performance evaluations

12 Partnering with Staff and Management Role of Volunteer Coordinator  Work with Directors and Managers to identify key staff to supervise volunteers  Educate staff on the importance of volunteers at your agency  Recruit volunteers  Screen initial volunteers to appropriate departments  Finalizes volunteer acceptance and orientation  Train volunteer supervisors on managing volunteers  Support the volunteer supervisor in all aspects of managing volunteers

13 Partnering with Staff and Management Role of Staff  Support and supervise volunteers assigned to them  Provide appropriate feedback for performance in a positive manner  Provide managers with feedback on successes, issues and problems  Include volunteers in staff meetings and events  Treat volunteers with respect

14 Partnering with Staff and Management Shared Responsibility  Assist Volunteer Coordinator in writing job description for their departments  Promote volunteer recruitment  Interview screened volunteers if needed  Train/Orient volunteers in specific role  Report volunteer hours  Introduce volunteer within the agency  Report any problems with the volunteers  Serve as the point person for the volunteer

15 Volunteer Opportunities Volunteer Services  Donor Center/Advisory Council Member  Refreshment/Canteen Attendant  Speakers Bureau  Office Projects  Health Fairs  Community Events  Special Event  Packing/Preparing Promotional Items  Tour Guides  Drivers/Delivery Service  Corporate One Day Projects

16 Volunteer Opportunities Internship Program  An internship program provides an excellent means of enhancing your agency’s image and recruitment activities  Permits better utilization of full-time personnel  Reduces the turnover problem  Cost-effective recruiting tool  Helps to keep your department informed of new developments, concepts and methods in the field  Establishes strong university-community relations  And finally, and internship program is a good investment

17 Volunteer Opportunities How do we find new volunteers?  Existing Donors  Deferred Donors  Chamber Members  Students  Churches  Community Events  Retirees  Groups: Lions Club, Rotarians and Kiwanis  Volunteer Incentive program  Partner with other nonprofits  Volunteer centers  Volunteer Match/IVolunteer Those who can, do. Those who can do more, VOLUNTEER!

18 Policies and Procedures Tracking Volunteers  Tracking of Volunteers Through Various Volunteer Management Software –Assigns Job Duties –Track Hours –Tracks Special Events –Track Number of Times They Volunteer –Diverse Areas Volunteers are Assisting –Track Where are Volunteers Coming From –Special Occasion and Thanks Yous

19 Volunteer Policies and Procedures  Attendance, Punctuality and Reliability  Evaluation of Performance  Confidentiality  Customer Service/PR Training  Dress Code  Breaks  Smoking  Solicitation Policies and Procedures

20 Safety and Security  Universal Precautions/ Blood Bourne Pathogens  Insurance Coverage  Injury Procedure  HIPAA/PHI  OSHA  Back Ground Checks Policies and Procedures

21 Other Important Things to Consider  Equal opportunity Policy  Harassment  Resignation  Discontinuation of Service Policies and Procedures

22 Other Helpful Materials and Ideas to Consider –Procedure Manual –Volunteer Handout –Folders –Educational Material –One Page Fact Sheet –Bullet Point Lanyard –Awards and Recognition Items –Evaluations Policies and Procedures

Questions? 23 Certified Volunteer Administrator Other Resources

Thank You! 24 Scott Justus Volunteer & Special Programs Coordinator References: Ellis, Susan J., From the Top Down: The Executive Role in Successful Volunteer Involvement, 3rd Edition, Energize Books, Herman, Melanie Lockwood, No Surprise: Harmonizing Risk and Reward in Volunteer Management, 5th Edition, Non Profit Management Center, Seel, Keith, Volunteer Administration: Professional Practice, LexisNexis Canada Inc., 2010