Utilizing Volunteers Work Smarter – Not Harder Rod Buchele, Extension Specialist BLAST, November 2006

Volunteers Are fundamental to 4-H Are fundamental to 4-H A positive relationship with a caring adult is one of the Eight Essential Elements A positive relationship with a caring adult is one of the Eight Essential Elements There is a limit to what the agent can do and the opportunities are great There is a limit to what the agent can do and the opportunities are great Management/Development by system is more likely to be successful Management/Development by system is more likely to be successful

Major Components of Utilizing Volunteers Placement Placement The right person for the right position The right person for the right position Delegation Delegation Provide authority and guidance Provide authority and guidance Follow-up Follow-up Provide regular training and updates Provide regular training and updates Communication Communication Two way is better than one way Two way is better than one way

Basic Volunteer Development Program Steps Identify Needs Identify Needs Establish Goals Establish Goals Planning Planning Staffing (Resourcing) Staffing (Resourcing) Implementation Implementation Evaluation Evaluation Continuity/Renewal Continuity/Renewal

ISOTURE MODEL I = Identification I = Identification S = Selection/Recruitment S = Selection/Recruitment O = Orientation O = Orientation T = Training T = Training U = Utilization U = Utilization R = Recognition R = Recognition E = Evaluation E = Evaluation

Identification Identify something 4-H needs done (a position). Identify something 4-H needs done (a position). What is the purpose of the position? What is the purpose of the position? What are the responsibilities of the position? What are the responsibilities of the position? What skills and knowledge are needed? What skills and knowledge are needed? What training and resources are available? What training and resources are available? How much time will this job take? How much time will this job take? What are the benefits to the volunteer? What are the benefits to the volunteer? Develop a position description using this info. Develop a position description using this info.

Selection/Recruitment Use the position description to inform Use the position description to inform Use the position description to recruit Use the position description to recruit Use others to help with recruitment Use others to help with recruitment Match the volunteer to the position Match the volunteer to the position Begin VIP process Begin VIP process

Recruiting New 4-H Volunteers Inherited (the volunteers came with the job) Happened by one day (they called or came to the office to volunteer) Encountered by chance (walking around and ran into someone who you could ask to volunteer) Find you own replacement (current volunteers can’t leave until they....) The usual suspects (just give more to the volunteers we already have) Anybody who walks in the door Anyone who you can think of We don’t need any new volunteers or Intentional process

Reasons volunteers listed as motivating factors: 88% had children who were 4-H members and wanted to provide this kind of growing-up experience for them. 88% had children who were 4-H members and wanted to provide this kind of growing-up experience for them. 85% enjoyed working with children and youth. 85% enjoyed working with children and youth. 84% liked this opportunity for achievement and new challenges. 84% liked this opportunity for achievement and new challenges. 83% liked being with other 4-H people–it's fun. 83% liked being with other 4-H people–it's fun. 76% felt that 4-H is a program that strengthened their family. 76% felt that 4-H is a program that strengthened their family.

What Incentives Matter to Volunteers 88% said simply knowing that I have done a good job or made a contribution to something important. 88% said simply knowing that I have done a good job or made a contribution to something important. 78% listed receiving an expression of appreciation from a 4-H member. 78% listed receiving an expression of appreciation from a 4-H member. 48% said receiving training that helps me do a job well. 48% said receiving training that helps me do a job well. 34% indicated receiving a note of appreciation from an Extension staff person. 34% indicated receiving a note of appreciation from an Extension staff person.

Steps in an Intentional Process Analyze the job you want done What do you want them to volunteer to do? What knowledge, attitude and skills are needed to accomplish this role? What is the time required to do this? What are the resources available to the volunteer? What are the benefits to the volunteer in doing this? Other information needed to accomplish this role? Develop Position Description or use an available one

Develop a Position Description Purpose of the position Purpose of the position Responsibilities of the position Responsibilities of the position Resources available to the volunteer Resources available to the volunteer Contact person Contact person Time needed to fulfill the position Time needed to fulfill the position Qualifications needed in the volunteer Qualifications needed in the volunteer Benefits for the volunteer Benefits for the volunteer

Develop a Position Description

Steps continued Arm a recruitment army with this information (position description), use their eyes, ears and contacts to help. Visit with or have the recruitment committee visit with key people (position leaders) in the community, share the position description and ask “who comes to mind when you think of who could do this?” share some information about 4-H, how we operate and the purpose and value of the position (if necessary). You are not recruiting them for the position, but are picking their brains and contacts for the right person to recruit for the position (but if they volunteer, don’t turn them down). Collect the names they share.

Steps continued From the several lists you collect, look for people mentioned on more that one list. Determine which person to start with. Contact them and set up a time to visit. Share with them who you are and basic information about 4-H, how you got their name and the role you wish to recruit them for, use the job description and any other information you have available.

Steps continued Ask them to volunteer for a one to two year commitment. Explain VIP, the application and process, training and support etc.. Keep trying until you have the volunteer you need. Start the VIP process Follow up and keep in contact.

Keys to this process Most steps could be done by volunteers and maybe might be better done by volunteers. Monitor, support and keep up. Don’t recruit, delegate and forget, keep in contact. This could take time, but how much time will it take to do this job yourself and can you do all the jobs that need to be done by yourself? For some jobs this is over kill, so save this process for the jobs that really matter. View your job output as results, not just activity.

Some things to think about A study commissioned by the UPS Foundation in 1998 revealed that two-fifths of volunteers have stopped volunteering for an organization at some time because of one or more poor volunteer management practices. The study warned, “Poor volunteer management practices result in more lost volunteers than people losing interest because of changing personal or family needs

Recruiting volunteers is an expensive and time- consuming job, so organizations like to (need to) maximize retention. Retention is also important because volunteers often become loyal financial donors to the organization as well. The analysis shows that organizations that have problems recruiting volunteers also encounter difficulties in retaining them.

The final issue concerns organizational culture. That is, has the leadership of the organization invested in creating the kind of climate that welcomes and encourages volunteers? The results indicate that organizations that experience resistance or indifference toward volunteer involvement are less able to retain volunteers.

Final Point “Organizations that use volunteers to recruit other volunteers have higher retention rates. Having volunteers represent the organization implies trust, evidence of a positive organizational culture, and confidence that the organization provides a worthwhile experience for volunteers.”