Soon Wan Region 1 Membership Development Chair Region 1 Leadership Workshop Recruiting and Managing Volunteers March 09, 2012

Region 1 Leadership Workshop Slide 2 Session Abstract Volunteers are an essential part of the IEEE organization. From many years of volunteering for IEEE, Soon Wan has noted the old generation volunteers usually don't like working with the younger generation, and the young generation does not like working for older generations. This session will show you how to develop a volunteer organization that attracts the growing number of retiring Boomers and young professionals, and encourage them to work together. In addition, you will learn how to engage them to be more active, and improve the recruitment of volunteers in your Section.

Region 1 Leadership Workshop Slide 3 Please divide into 2 Groups Left Side Baby Boomers Born between 1943 – 1964 Anyone born before 1943 Right Side Generation X Born between 1965 – 1981 Generation Y Born after 1981

Region 1 Leadership Workshop Slide 4 Presentation Outline Introduction – About Volunteers – Why IEEE Members volunteer Recruiting Volunteers – Successful Volunteers Recruitment – Benefits of Volunteering – Best Practices Motivating Volunteers Conclusion with take away pointers

Region 1 Leadership Workshop Slide 5 What are the differences in the work ethic of the Boomers and Xers/Yers? Left Side Baby Boomers Born between 1943 – 1964 Anyone born before 1943 Right Side Generation X Born between 1965 – 1981 Generation Y Born after 1981

Region 1 Leadership Workshop Slide 6 Recruiting and Managing Retiring Professionals Retiring Professionals want to make a difference Provide opportunities to use their professional skill Highlight the payoffs - make sure they know how their work benefits your cause or mission Provide them flexibility Pool of Volunteers Senior and Life Members

Region 1 Leadership Workshop Slide 7 Recruiting and Managing Young Professionals They are impatient, multi-taskers, team players, think Digital (Retiring Professionals think Analog) They are looking for causes They dont want to be managed; they want to be led Be mission driven Ask What can you do to accomplish our mission? Get to know them as individuals and listen to their input Be a coach, not a traditional manager A coach challenges volunteers to do their best, yet nurtures individuals and encourages them to reach their full potential Get them involve in decision making

Region 1 Leadership Workshop Slide 8 Why SOON Volunteer? Benefits of Membership and Volunteering Keeps SOON technically current Grows SOONs professional network locally and internationally Provides SOON with tools for Career Development and Advancement Develops SOONs critical, non-technical skills to be more effective Enjoys the Opportunities to volunteer, and giving back to Society Enjoys People, and love to make new friends

Region 1 Leadership Workshop Slide 9 About Volunteer One who offers time and talent to do a task without pay or reward. IEEE is a non-profit organization (driven by volunteers). IEEE success depends on volunteers. Volunteers shape the future of IEEE. Volunteers properly chosen and motivated will make your Section effective in operation.

Region 1 Leadership Workshop Slide 10 Why IEEE Members Volunteer? Belief in the cause of IEEE organization (Region, Section, Society, Chapter) To learn / improve skills for personal growth, leadership To give back to their profession To feel useful and needed To explore their own strengths To form relationships and contacts To achieve and be recognized To satisfy their needs To be part of the privilege organization

Recruiting Volunteers How to find Volunteers, and motivate them to create new activities for your Section?

Region 1 Leadership Workshop Slide 12 Successful Volunteer Recruitment Understanding Volunteer Making recruitment professional Engaging them in meaningful works Retaining and recognizing them Publicizing to industry and members that volunteerism is good for business Publicize specific volunteer opportunities more visibly and often Match requirements to volunteers expectations Propagate that IEEE volunteer structure develops ones leadership skills

Region 1 Leadership Workshop Slide 13 Recruiting Volunteers Call for Volunteers On Section Newsletter, Website, Social Media Communities Contact your Sections samIEEE officer to provide your outreach volunteers with the names. Allow non-member to volunteer, and take an active role in the Section programs and activities for 1 to 2 years. To give the uncertain non-member an opportunity to discover and feel the benefits of becoming a member and being a volunteer. Promote the benefits of volunteering, and mention about Volunteer achievement and recognition awards.

Region 1 Leadership Workshop Slide 14 Recruiting Volunteers It should be a process, not a problem. Before asking members to volunteer, you need to know your needs, and prepare a volunteer position description. Volunteer position description is basic and is needed for identifying, matching, communicating to prospective volunteer. Inspire prospective volunteers by telling common goals and visions. To attract volunteers, explain benefits based on your personal experiences as volunteer.

Region 1 Leadership Workshop Slide 15 Benefits of Volunteering on Leadership Ability Leadership ability is both nature and nurture. You only get better if you practise, reflect and learn! Discover your strength and weaknesses early. Being in the position doesn't make you a leader. You are a leader when others recognize that you are one. You only receive when you give. Learn how to give. It's probably toughest to be a leader in a volunteering environment. It really test your ability to inspire a team towards goals. Volunteer life cycle reflects your leadership ability. Communicate this to your interviewer and employers!

Reaching Out Local Volunteers

Region 1 Leadership Workshop Slide 17 Promote Volunteering Benefits Increased skills in managing and leadership Opportunities to network and develop contacts Visibility in community / organization Doing something useful / enjoyable

Region 1 Leadership Workshop Slide 18 Best Practices to Recruit Volunteers Make recruitment a year long affair Word of mouth by existing volunteers telling their experiences Make tasks smaller only if needed Guide new volunteers: mentor, assist, and train Avoid frequent / disorganized / lengthy meetings Recognizing and rewarding good works Maintain good work environment Equitable sharing of workload Listen to volunteers

Region 1 Leadership Workshop Slide 19 More Best Practices Planning Ahead: Find volunteers BEFORE you need them. Making a personal request for help. Asking a stranger to help with a small task: Identifying a contact in their company. Thanking volunteers generously for doing small things to help Constantly trying new ideas and not being discouraged by failures. Taking risks! Hosting conferences. Holding seminars. Doing things even if they may fail. Always remembering that my Section is a service organization: What else can I do to interest, educate or entertain our members?

Region 1 Leadership Workshop Slide 20 Boston Section Volunteer Online Form

Region 1 Leadership Workshop Slide 21 Boston Section Volunteer Recruitment Process Boston Section Volunteer Online Form:

Region 1 Leadership Workshop Slide 22 Volunteer Recruitment Toolkit

Motivating Volunteers How to retain Volunteers by Motivating them?

Region 1 Leadership Workshop Slide 24 What motivates volunteers Self-Serving Motivational Drive Meet their needs such as business, friendship, belonging Relational Drive Volunteer because of friendship When a friend personally asks, most people have a hard time to say no Core Motivational Drive – their beliefs Volunteer in what they believe in your cause Strongest level of commitment

Region 1 Leadership Workshop Slide 25 Volunteers Motivation and Retention (1) 1.Offer special Privileges and Perks 2.Send volunteers to conferences or workshops Try your best to send volunteer leaders They will come back with a new passion and vision for your Section 3.Provide on-the-job vocational training Training and development activities inspire volunteers to stay far longer You give them additional reasons to love and appreciate your organization 4.Be available to Volunteers 5.Provide free food

Region 1 Leadership Workshop Slide 26 Volunteers Motivation and Retention (2) 6.Provide tangible incentives Giveaways such as Shirts, Caps with IEEE logo 7.Accountability 8.Positive Gossip When someone praises one of your volunteers, tell that volunteer about it (pass it on to others) 9.Huddles (Quick Meetings) To go over assignments, update communication, introduce new volunteers Most important, take the opportunity to recognize a specific action of a volunteer 10.Thanking families/employers of volunteers

Region 1 Leadership Workshop Slide 27 Volunteers Motivation and Retention (3) 11.Have fun (An amazing motivator) Reward volunteers and have fun in the process Volunteers get to enjoy their tasks, and they fell appreciated for the work they do 12.Give Regular Feedback

Region 1 Leadership Workshop Slide 28 Exercise Line up on an imaginary line One end of the line is January 1 The other end of the line is December 31 Line up according to the day and month of your birthday No talking, no hand signals (cannot communicate to each other) January 1 December 31

Region 1 Leadership Workshop Slide 29 Volunteers Motivation and Retention (4) 12.Give Regular Feedback Without feedback, you dont know where you stand Personal thank you notes are simple but effective way to give feedback It is crucial that you provide regular and frequent feedback Your volunteers need encouragement, thank you, and even a little constructive criticism at times

Region 1 Leadership Workshop Slide 30 Volunteers Around the World

Region 1 Leadership Workshop Slide 31 Conclusion Engagement opportunities for Volunteers based on their needs. Engagement at the local level to help members find their home within the IEEE. Section provides the platform and opportunities for volunteers to enhance their interpersonal skills, leadership ability and network. Section activities should be fun. Volunteering should also be fun. IEEE (Section + Volunteers) should be fun+fun = more funs.

Region 1 Leadership Workshop Slide 32 IEEE is the Member, the Member is IEEE REMEMBER => Re:Member Sections Congress 2011 – San Francisco August 19, 2011

Region 1 Leadership Workshop Slide 33 Book

Region 1 Leadership Workshop Slide 34 Question? Soon Wan Region 1 Membership Development Chair