Reveal Course Human Resources & Management of Volunteers Advanced Level This project has been funded with support from the European Commission. This publication reflects the views only of the author, and the Commission cannot be held responsible for any use which may be made of the information contained therein.

REVEAL Course HR&MV Advanced Level: Advanced Subject: Human Resources and Management of Volunteers Module 1: Preparation is the key! Essential background for volunteer management DU 1.1 - Community needs analysis

REVEAL Course HR&MV Advanced Community needs analysis Tools that you can use: Interviews – Collect information from community members who are in a position to know community needs. These people might be community leaders, professionals, or other individuals who have affiliations with particular organizations, public institutions, and companies. Public forum – Bring a wide range of community members together at public meetings to gather information via group discussions. Focus group – Obtain opinions and ideas from a small, targeted group of community members. Survey – Use a formal survey or questionnaire to collect information from a wide range of community members. Secondary data analysis – Review and analyze data that has already been collected regarding community issues and needs.  Module 1: Community needs analysis

REVEAL Course HR&MV Advanced Steps in conducting a community needs assessment  Form a community needs assessment group  Promote and inform the community about the assessment, its goals and methods  Select a community needs assessment tool(s)  Develop a plan for the assessment (who, what, when, where, how)  Implement the assessment using the selected tool(s)  Analyze the results  Prepare report detailing the results  Use report to determine stakeholders and volunteers to get involved Module 1: Community needs analysis

REVEAL Course HR&MV Advanced General information that should appear in all community needs assessments:  Description of the community and applicable statistics  Needs identified by community leaders and members  Current action being taken to meet community needs (including volunteering actions if there are any)  Local resources available to help meet community needs  Opportunities for projects  Challenges to projects  Involvement of the community in the project  Long-term sustainability of the project by the community Module 1: Community needs analysis

REVEAL Course HR&MV Advanced Module 1: DU 1.2 Prepare your organization for volunteer involvement A policy document will clarify all aspects of volunteers’ involvement and is guided by the following principles of good practice: the tasks to be performed by volunteers will be clearly defined, so that everyone is sure of their respective roles and responsibilities the organization will comply with the Data Protection Act in the use of data held on all volunteers volunteering opportunities will complement, NOT replace the work of paid staff volunteers will be provided with regular opportunities to share ideas/concerns all existing and future policies will be checked as to how they affect volunteers Module 1: Prepare your organization for volunteer involvement

REVEAL Course HR&MV Advanced Module 2: Volunteer management Steps: Preparation of the organization to involve volunteers Recruiting Selection Orientation Training Supervising and Monitoring Motivation Recognition Evaluation Module 2: Volunteer Management

REVEAL Course HR&MV Advanced Prepare your organization Think of documents needed in your organization in order to work with volunteers: -       job descriptions – YES…a job description is not only for paid staff -       create volunteering policies within your organization - add volunteering on organizational chart - make position descriptions for all volunteering roles you need - inform all staff and members you will involve volunteers Module 2: Volunteer Management

REVEAL Course HR&MV Advanced Recruitment process Choose proper methods to recruit, adequate channels to transmit info and go to available target groups Be careful about how you recruit, especially for positions of trust with vulnerable participants. The screening process should be based on the assessment of the risk to which the participants are exposed. Consider the following steps: Look at each position individually. Examine the position description and determine the nature and degree of risk to which participants are exposed through the delivery of services by volunteers in the position. Module 2: Volunteer management

REVEAL Course HR&MV Advanced Selection Interviews are an extremely important step in the screening process. Some tips and tricks for a successful interview have at least two people conduct the interview; explain the interview process to the applicant; establish a comfortable environment for the applicant; describe the position specifically, using the position description; describe the screening procedures of your organization; document the applicant's responses to the questions and keep them on file; look for attitudes towards your target group; ask all applicants the same basic questions for consistency. Module 2: Volunteer Management

REVEAL Course HR&MV Advanced Orientation and Training   During the orientation and training period, an organization should: gain knowledge of the volunteer's approach, values and work style – role playing may be used to explore some of these issues; ensure that the volunteer understands organizational policies as they relate to his or her role within the organization (i.e., policies governing road trips with vulnerable persons); work on the development of interpersonal skills, as required, in the areas where the volunteer will be working; and make the final decision as to whether the volunteer should be offered the position on a permanent basis. Module 2: Volunteer Management

REVEAL Course HR&MV Advanced Supervising and monitoring Volunteers should complete monthly record activity sheets and make short reports about their activity. This will keep you updated abut their work and will be a useful tool for your organization’s annual reports or narrative projects reports. Sometimes it is required, depending on the field of volunteering activities, that the information contained therein is verified, and that you as volunteers’ coordinators regularly meet with volunteers to provide feedback on their work. This is a special step of the volunteers’ management: Supervising. Module 2: Volunteer Management

REVEAL Course HR&MV Advanced Motivation and Recognition Guidelines for motivation: State volunteering as a value Use documents in working with volunteers Give feedback and support Offer development opportunities Change strategies if needed and involve volunteers to be a part of the change process Guidelines for recognition: Emphasis success rather than failure. Deliver recognition and reward in an open, public way. Deliver recognition in a personal and honest manner. Tailor your recognition and reward to the unique needs of the people involved. Timing is crucial. Recognize contribution through a project. Time delays weaken the impact of most rewards. Make sure people understand why they receive awards and the criteria used to determine awards. Module 2: Volunteer management

REVEAL Course HR&MV Advanced Evaluation During the evaluation: ▪                go through the position description point by point with the volunteer; ▪                ask the volunteer to comment on how they think they are doing in the position and how they enjoy their work with the organization; ▪                give feedback on their performance; ▪                keep comments positive but clearly state any concerns; ▪                document the evaluation; ▪                have the document signed by both the volunteer and evaluator – that could be the volunteers’ coordinator or project coordinator ▪                file the document in the organization's records. REVEAL Course HR&MV Advanced Module 2 Volunteer Management

REVEAL Course HR&MV Advanced Module 3: The bigger picture DU 3.1: Aspects of volunteer program management Module 3 The bigger picture

REVEAL Course HR&MV Advanced Aspects of volunteer program management Risk assessment Always analyze factors that can get to risks: in terms of health, bad behaviour, loss of motivation, etc. How to grow your Volunteer Management department advocating for volunteering within and outside your organization By working closely with volunteers and understanding the benefits to individuals, organizations, and the greater community, volunteer management professionals should natural advocate for promoting volunteerism. Module 3 The Bigger Picture

REVEAL Course HR&MV Advanced DU 3.2 Working with different stakeholders Communicating about volunteering – clarifying concepts, debunking myths Talk about volunteering. Find your strong points and relevant stories for media, adapt your speech to the audience you have. Don’t assume people will figure this out on their own. Module 3 The Bigger Picture

REVEAL Course HR&MV Advanced How to work with corporate volunteers A lot of companies prefer to engage their staff in team-based projects. Some companies organize one or two community days per year involving most of their staff members. It still a great effort to take out the employees from their daily work and yet to keep up the same professional outcomes. Moreover the employees must be prepared about this type of activity and must be involved by their free choice. Some examples of corporate volunteering can include: painting and grounds maintenance, planting trees or cleaning areas like mountain, beaches; preparing gardens for schools or day care centers, organizing in big events, fundraising, building houses or small buildings in benefit animals without shelter, etc. Module 3 The Bigger Picture

We wish you great success in involving volunteers! This project has been funded with support from the European Commission. This publication reflects the views only of the author, and the Commission cannot be held responsible for any use which may be made of the information contained therein.