Recruiting, Nurturing & Retaining Volunteers Don C. Bramlett, PE, SMIEEE IEEE Region 4 East Area Chair Southeastern Michigan Section

Who is Volunteering 49% of American adults volunteered 1995 Over 50% of American between 25 and 54 years old 45% of all American men and 52% of all American women Increases with education attained, over 70% of college graduates volunteered an average of 4.8 hours a week Increases with household income, 69% with income over $100,000

Type of Organizations l People are most likely to volunteer l Charitable and community service projects l Want to make a difference l Want to help to solve a problem l Many trade and professional organizations find l Difficult to compete for their members volunteer time l Volunteer numbers diminishing

Reference Resource Volunteers: How to Get Them, How to Keep Them By Helen Little Panacea Press, Inc. Naperville, IL 1999

Needs of a Volunteer l A specific manageable task with a beginning and an end l A task that matches the interests and reasons for volunteering l A good reason for doing the task l Written instructions l A reasonable deadline for doing the task

Needs of a Volunteer l Freedom to complete the task when and where it is most convenient for the volunteer l Everything necessary to complete the task without interruption l Adequate training l A safe, comfortable and friendly working environment

Needs of a Volunteer l Follow-up to see that the task is completed l An opportunity to provide feedback when the task is finished l Appreciation, recognition and rewards that match the reasons for volunteering

A Specific Manageable Task With a Beginning and an End Specific Roles - Written Job Descriptions, Instructions and/or Work Directions l Skills – Knowledge – Experience l Responsibilities - Duties l Time Commitment - Schedule l Making the Appeal l Ask for help personally l Personal contacts, Meeting attendees, etc

A Task That Matches Interests and Reasons for Volunteering Volunteer motivations l Affiliation – Power - Recognition l Professional Growth - Networking l Determine volunteer interest l Polls – Surveys l Interview volunteers

A Good Reason For Doing the Task l Work or task should be important to the functioning of the organization l Volunteer must feel he/she is making a meaningful contribution l Will lead to a greater level of commitment to the task

Written Instructions l Job Description l Work Directions l Detailed Instructions l Letters of appreciation and thanks

A Reasonable Deadline for Doing the Task l Establish a schedule, interim milestones and deadline for completion of a task l Mentor and follow-up with the volunteer on progress to completion of a task

Freedom to Complete the Task When & Where It Is Most Convenient for the Volunteer l Avoid time-consuming and wasteful meetings l Make use of conference calls and communication technologies l Provide the volunteer flexibility l Monitor progress of the volunteer

Needs Everything Necessary to Complete the Task Without Interruption l Plan the work and work the plan l Provide the materials and info l Increase the probability of success l Mentoring and support needed

Adequate Training l Match training to the experience, needs and duties of the volunteer l Offer alternatives for training l Mentor and monitor volunteers l Annual Section & Chapter training

A Safe, Comfortable and Friendly Working Environment l Meeting locations need to be safe, secure and convenient l Volunteers need to feel welcome and valuable members of the team l Mentor and monitor volunteers l Provide for special needs l Volunteers will have a more positive image of the organization

Follow-up to See That the Task Is Completed l Volunteers are colleagues & partners, not subordinates or employees l Give opportunity to perform l Monitor and provide feedback l Be a coach and cheerleader l Mentor and counsel, as needed l Fire a volunteer, if necessary

Opportunity to Provide Feedback When the Task Is Completed l Solicit feedback from volunteers l Volunteers value the opportunity l Lessons learned opportunity l Learn about problems encountered l Prevent potential problems in the future and loss of volunteers

Appreciation, Recognition and Rewards That Match the Reasons for Volunteering l One of the easiest and least expensive needs of a volunteer l Thank each volunteer personally l Publicly recognize volunteers, as appropriate l Provide a position with more authority and responsibility

Long Term Benefits l Meeting volunteer needs creates a win– win situation l Volunteers benefit when you understand and meet their needs l The organization benefits too l A more successful organization l More long-term productive volunteers & more active members