Developing and Leading Effective Volunteer Teams Diana Stegall, CSP, CFPS, ARM, ALCM, CPCU RVP Region 5 - Northwest Chapter – President Pam Perrich, CIH RVP Region 4 - Pensacola Chapter – Past President

Objectives  Understand why people join  Understand why people do and do not volunteer  Identify areas of opportunity for you and your chapter  Identify tools and resources to assist in your efforts

Why Do People Join

 Because their boss told them to  Wanted to pad their resume  Need the CEU’s  Looking to enhance their career  They are new safety are to be more connected  Want to have an impact on their profession  They have friends with the organization People Join …

Why Do Members Volunteer?

I Started Volunteering Because…  Felt I could make a difference 53%  Saw things that needed to be improved/changed 47%  Hadn’t thought about it until I was asked to volunteer 27%  Wanted to help the group be better 27%  Wanted to give back to ASSE 24%  Other 20%  Networking 8% (included in the “other category)

 I wasn’t asked  I didn’t know what was required of the positions  Thought I had to be able to attend chapter meetings to be involved  I didn’t know what opportunities were available  I didn’t think I had time  Employer wasn’t supportive  Didn’t feel I was needed What prevented you from Volunteering Sooner…

I Would Volunteer if…  I could be given short term assignments  I have more info about opportunities available to me  The volunteer organization would train me to do the work  My employer supported my participation as a volunteer  I knew it would make a difference in my profession or my work  I was actually asked to volunteer

I Would Volunteer If…  I knew I had the skills to do a good job  I could volunteer electronically or virtually  I was recognized and appreciated for my work as a volunteer  I was not disappointed with volunteering in the past  I was reimbursed for expenses such as meals or gas allowance.

Chapter Analysis

Hadn’t thought about it until I was asked to volunteer

Who to ASK  Within two years of becoming a member – 38%  Between 2-5 years of becoming a member – 21%  Member more than 5 years – 40.6%

Who to ASK  New members  Regular meeting attendees  Someone who was involved in the past but had to back off due to job/personal change  Others in your industry

Asking for Involvement

How to ASK  Announcements  Personal Invitation  Personal conversation

Get to Know Your Members  Know their interests/abilities/and/or skills they are hoping to develop  Know their time limitations  Don’t limit yourself to those who come to chapter meetings

 Because their boss told them to  Wanted to pad their resume  Need the CEU’s  Looking to enhance their career  They are new safety are to be more connected  Want to have an impact on their profession  They have friends with the organization People Join …

How to ASK  Didn’t feel I was needed…

How to ASK  Specific tasks  with a specific time frame  specific expectations  that has an impact  that builds confidence that they do have time to get more involved

I didn’t know what opportunities were available or what was required of the positions…

Toe Wetting Opportunities  Meet and Greet  Membership Calling Tree  Article for newsletter  Moderator at chapter PDC  Staff Registration booth at chapter outing  Call organizations to be sponsors  Look for optional facilities for meetings  Speak at chapter meeting  Photographer at chapter functions

If I knew I had the skills to do a good job or the volunteer organization would train me…

The Art of Delegation

 Delegation does not  take away your ultimate responsibility for the task  YOU still own it  Their success is your success... Their failure is your failure  lend itself to every task  Some things simply can not be delegated Delegation Pitfalls

 Every delegator must  Assign tasks to the right people [Selection]  Clearly define the task [Job Description]  Ensure they have the ability (Skillset) to achieve  They = individual or group  Coach the Volunteers (evolving style (prescriptive to performance) reflects V’s skillset)  Empower  Maintain project oversight Delegator Responsibilities

Exercise #1  What are some of the barriers to delegation that you have experienced?  Spend a few minutes and make a list.

 1 Define the task  2 Select the individual or team  3 Assess ability and training needs  4 Explain the reasons  5 State required results  6 Consider resources required  7 Agree on Milestones and Deadlines  8 Support and communicate  9 Feedback on results Keys to Successful Delegation

Exercise #2  What kinds of duties or tasks within the realm of a chapter officer or chapter operations can reasonably be delegated?  Spend a few minutes and generate a list.

Exercise #4  To enable someone else to do a job for you, you must ensure that:  they know what you want  they have the authority to achieve it  they have the ability (skillset) to achieve  they have the incentive  they know how to do it.  These all depend upon communicating clearly the nature of the task, the extent of their discretion, and the sources of relevant information and knowledge.

 Understand schedules and availability  Preferred communication styles  Action items  Technology solutions  Make it easy to ask Tips and Tools to help lead and manage

I was recognized and appreciated for my work as a volunteer

 Public  chapter newsletter  chapter website  region newsletter/website  Society Update  Private  Personalized “thank you” note  Personal “thank you”  Other  Special perks Recognition

 Members who bring guests to meetings  New members  Visitors  Committee members  Speakers  Members who recruit new members  Members who have provided extraordinary service to the chapter, region, or society  Who to Recognize

 Sincerely  Respectfully  Verbally  In writing  Certificate  Gift  Plagues  ASSE logo items  Insignia and recognition items) How to Recognize

Don’t forget to have FUN!!!

Beginning of Chapter Year Appointment of committees Coaching/mentoring of committee members leading to positive Volunteer Experience Nominations and Elections Committee talks to prospective board members who have demonstrated successes and commitment N/E provides prospective board members with specific responsibilities and requirements of position(s) Volunteer commits to responsibilities if elected Those elected commit to uphold responsibilities at installation Prior officers mentor new officers Throughout Year: New member joins – through initial contact/needs assessment expectation to volunteer is created/information on different opportunities is provided Beginning of Chapter Year – appointment of committees Coaching and Mentoring of committee members – positive Volunteer Experience Volunteers commit to responsibilities if elected or appointed Those Elected commit to uphold responsibilities during officer installation N/E provides prospective board members with specific responsibilities and requirements of position Nominations and Elections Committtee talks to prospective board members who have demonstrated successes and commitment Prior Officers mentor new officers Throughout Year: New member joins – through initial contact/needs assessment expectation to volunteer is created/information on different opportunities is provided

I was not disappointed with volunteering in the past

Review  Keep in mind why people volunteer  Ask  Provide a positive experience  Use the tools that are available

Questions?