Recruiting and Retaining Volunteers Laura Richard Director, Region V 1

What will we talk about in this Session? Identifying the opportunities (jobs) Identifying possible barriers that may be in place Identifying the people Understanding the “needs” and motivators  Ask the person what they want to do Matching opportunities (jobs) to people (needs) Asking the person to do the job Recognizing and Rewarding 2

Identifying the People Who can you ask to volunteer?  Members who regularly attend meetings  Industry leaders  Students How do you get connected to them?  Specific information in the newsletters/web  Personal connections – ask around  Recommendations from other volunteers  Recommendations from Student branch faculty advisors 3 Think about why you volunteered the first time!

Identifying Possible Barriers that May Be in the Way Members are challenged with time constraints Not clear to members how to participate  Member may have tried to participate, but ideas/help were dismissed or no response to offer to help Some members may feel that participation is only available to the “inner circle” 4

Ways to reduce the Barriers Create volunteer assignments that vary in length of time and effort Create a focal point for people that may want to volunteer Understand that their perceptions may have merit  Communicate how their involvement helps to sustain the organization (the Section, the Institute and the Region)  Communicate how their abilities and experiences will help set the direction of the Section  Communicate how volunteer activity can enhance their learning, decision making and leadership skills 5

Asking a Volunteer to Help Be prepared – Remember the Barriers  Have a position description, expectations, level of effort and time required Have the right person extend the invitation Personalize the invitation Project the right image  Be enthusiastic, not apologetic, don’t beg Be realistic with expectations Be courteous  Is this a good time to talk? Bring closure to the conversation  When can we talk after you have considered? Follow up quickly Accept “No” graciously 6 85% of the people who are asked to help, do

Face Reality of Today’s Volunteer Short Term or Episodic Volunteering  Short duration with begin & end date  Regular intervals (annual event)  Try AIAA leadership before making investment Family Volunteering  Weekend & evening events  Activities that people can bring kids College Volunteers (Student Members)  Show students the value of professional membership  Offer benefit such as free entry to meeting for volunteer help Virtual Volunteers  Work that can be done from home  , webmaster, newsletters, brochures, Facebook, Twitter, etc. 7 Consider different approaches to get people involved

Ideas for Recognition Formal Recognition (will hear more in a later session)  Awards  Certificates  Plaques 8

Ideas for Recognition Informal Recognition  Day-to-Day Interchanges  Saying “thank you”  Asking about volunteer’s family & outside life  Sending note of appreciation to volunteer’s family  Sending note of recognition to volunteer’s employer  Recommending volunteer for “promotion” to more responsible position 9

Recruiting Summary Identify the opportunities (jobs) Understanding the Barriers and removing them Identify the person Understand the “needs” and motivators Match opportunities (jobs) to people (needs) Ask the person to do the job Recognize and Reward 10 Recruiting Good People and Fostering Leaders Is the Most Important Thing You Can Do for AIAA

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