1. Volunteer Resources Management: The Basics Volunteer Engagement Overview Nonprofit Learning Point March 4, 2016 The Boulders Kathy Perun, CVA 804.521.5577 kperun@sjvmail.net Volunteer Engagement Overview

2. Volunteer Resources Management: The Basics Volunteer Engagement Overview - JFFixler Group Volunteer Engagement is a strategy that builds organizational capacity through employee and volunteer collaboration and the development of high-impact, meaningful volunteer opportunities that increase impact, outcomes, and influence. Volunteer Engagement Overview

3. Volunteer Resources Management: The Basics Volunteer Engagement Overview Source: Boomer Volunteer Engagement, by Fixler, Eichberg & Lorenz, 2008. Changing Language O LD N EW Volunteer Program Recruitment Placement Supervision Recognition Retention Volunteer Engagement Cultivation, Networking Talent Management, Negotiation Coaching, Support Acknowledgement Sustaining Relationships, Stimulating Investment

4. Volunteer Resources Management: The Basics Volunteer Engagement Overview CCVA Core Competencies The Seven Core Competencies: :: Plan for Strategic Volunteer Engagement :: Advocate for Volunteer Involvement :: Attract and Onboard a Volunteer Workforce :: Prepare Volunteers for their Roles :: Document Volunteer Involvement :: Manage Volunteer Performance and Impact :: Acknowledge, Celebrate and Sustain Volunteer Involvement Council for Certification in Volunteer Administration Volunteer Engagement Overview

5. Volunteer Resources Management: The Basics Volunteer Engagement Overview A Director of Volunteer Engagement is … Volunteer Engagement Overview Strategic Architect Relationship Builder Articulate Ambassador Data Manage r Talent Cultivator Champion of Quality Passionate Leader

6. Volunteer Resources Management: The Basics Volunteer Engagement Overview CCVA Competency Roles Volunteer Engagement Overview RoleCompetency Strategic ArchitectPlan for Strategic Volunteer Engagement Articulate AmbassadorAdvocate for Volunteer Involvement Relationship Builder Attract and Onboard a Volunteer Workforce Talent CultivatorPrepare Volunteers for their Roles Data ManagerDocument Volunteer Involvement Champion of Quality Manage Volunteer Performance and Impact Passionate LeaderAcknowledge, Celebrate and Sustain Volunteer Involvement Council for Certification in Volunteer Administration

7. Volunteer Resources Management: The Basics Volunteer Engagement Overview Engagement Roles for Staff and Volunteer Leaders When organizational culture shifts from volunteer management to volunteer engagement, the roles of staff and volunteer leaders change. They become richer and fuller. Volunteer Engagement Overview

8. Volunteer Resources Management: The Basics Volunteer Engagement Overview Key Concepts and Principles Volunteer Engagement Overview Volunteer Engagement:  Is a core and intentional business strategy.  Builds the capacity of the organization beyond what staff alone can build the capacity of the organization beyond what staff alone can accomplish.  Is focused on matching the needs of the organization to the skills and talents that volunteers want to share.  Is a collaboration between staff and volunteers for an intended and measurable result.  Includes organization-wide accountability for the results of volunteer effort.  Is when flexibility and choice are integrated into all aspects of volunteer engagement.  Is when human and financial resources are dedicated to volunteer engagement. - JFFixler Group

9. Volunteer Resources Management: The Basics Volunteer Engagement Overview 2 Benefits of Volunteer Engagement  Volunteers build capacity beyond what staff can achieve.  More people choose the organization as the place to volunteer.  Increased ability to provide valuable services to the organization, community, and clients you serve.  Increased community awareness and support for programs and events.  Increased donations from volunteers. Volunteer Engagement Overview - JFFixler Group

10. Volunteer Resources Management: The Basics Volunteer Engagement Overview Volunteer Program Models Model I:The director, as head of the organization, leads the volunteer program and personally supervises volunteers just as s/he does paid staff. Model II:The director designates a leader for the volunteer program and all volunteers are recruited and supervised by this “Director of Volunteers.” Model III:The volunteer program is decentralized in that all staff recruits and supervises volunteers acting in their particular units. Model IV:A mixture of models II and III, in which the director designates a Volunteer Program Director who administers the volunteer program and recruits volunteers, then deploys them to whichever units, need assistance; the line staff gives day-to- day supervision. Model V:Volunteers are self-led, generally organized with elected officers, committees, etc. and they carry out projects more or less independently of your organization. FROM THE TOP DOWN: The Executive Role In Volunteer Program Success, by Susan J. Ellis Volunteer Engagement Overview

11. Volunteer Resources Management: The Basics Volunteer Engagement Overview 4 What Does Volunteer Engagement Look Like? Leadership Volunteers A Leadership Volunteers  A volunteer project manager facilitates and oversees a task, event, or program.  A task force of volunteers and staff creates a plan for a new program or event.  A lead volunteer coordinates transportation scheduling.  Lead volunteers review and revise volunteer policy manuals and handbooks. Volunteer Engagement Overview - JFFixler Group

12. Volunteer Resources Management: The Basics Volunteer Engagement Overview What Does Volunteer Engagement Look Like? Skills-Based & Pro Bono Volunteers  An attorney volunteers to review and update the organization’s bylaws.  A professional leadership coach provides executive coaching to new supervisors.  An insurance expert revamps risk management training.  A human resources professional interviews and screens potential volunteers. Volunteer Engagement Overview - JFFixler Group

13. Volunteer Resources Management: The Basics Volunteer Engagement Overview Applying Volunteer Engagement Principles  A statistician comes to you wanting to help you with data analysis. This idea has never occurred to you. What would you do?  A new service is being developed. At what point of program development would you engage volunteers? And how would they contribute to program development?  Which programs or services would you like to provide but lack the time, skills, or resources to pursue? Choose one. What volunteer roles would be helpful to make it happen?  How could you, personally, engage a volunteer in your work?  How would you change an existing rigid volunteer assignment to make it more flexible?  Other than additional staff, what specific resources do you need to support and enhance volunteer engagement? Volunteer Engagement Overview

14. Volunteer Resources Management: The Basics Volunteer Engagement Overview The Volunteer Engagement Cycle Manage Document Supervise/ Coach AcknowledgePlanAdvocate Recruit Onboarding --> Volunteer Engagement Overview

15. Volunteer Resources Management: The Basics Volunteer Engagement Overview 4 What Can Policies and Procedures Do for You?  Establish a standard for behavior and a common body of knowledge.  Support unpleasant, but necessary requirements.  Provide a valuable orientation and training tool for volunteers, board members and clients.  Help ensure operational consistency.  Strengthen your defense if you are sued.  Have a system for handling accidents. Volunteer Engagement Overview

16. Volunteer Resources Management: The Basics Volunteer Engagement Overview Steps in Risk Management  Identify and Evaluate each risk.  Develop volunteer position descriptions that support your risk management strategy.  Screen and interview prospective volunteers with reducing risk in mind.  Provide quality training and orientation to new volunteers.  Inspect your facility for potential hazards or risk.  Create and enforce policies and procedures relating to risk management.  Consider purchasing insurance that covers volunteer activity. Volunteer Engagement Overview

17. Volunteer Resources Management: The Basics Volunteer Engagement Overview Steps in Risk Management Volunteer Engagement Overview Evaluating Your Decision: The CLICK Model  Consequence - What are the consequences if I do this? Who will benefit? Who will suffer?  Legal - Is it legal? Are there considerations based on the law?  Image - Would I like to see this on the front page of the newspaper? Will this decision affect our public image?  Culture - Does this decision support or damage our organization's culture and values?  Knot - Does it cause a knot in my stomach? Would my mentor or hero approve? - Florida Power Corporation by Lee Gardenswartz, Anita Rowe and Patricia Digh

18. Volunteer Resources Management: The Basics Volunteer Engagement Overview Volunteer Position Description  Good volunteer position design is pivotal to the ultimate success of a volunteer program.  Understanding trends in volunteering should impact position design and re-design in your organization.  Expanding the ways volunteers are utilized within your organization will enable it to more effectively reach its mission.  Position descriptions should be clearly written and include all essential information. Volunteer Engagement Overview

19. Volunteer Resources Management: The Basics Volunteer Engagement Overview  Family and group volunteering.  People are more interested in working for causes than for organizations.  Volunteers are often looking for job experience, training, re-entry to employment.  Many people with professional skills are available to nonprofit organizations.  Multitude of motivations for volunteering.  More “voluntolds” (e.g., requirement for high school graduation). 2007 Betty Stallings - Energize, Inc. Trends in Volunteering

20. Volunteer Resources Management: The Basics Volunteer Engagement Overview http://www.VolunteeringInAmerica.gov The 2014 National Average Hourly Rate $23.07 The 2014 Virginia Average Hourly Value of Volunteer Time is $24.09 www.independentsector.org Trends and Highlights in Richmond, VA

21. Volunteer Resources Management: The Basics Volunteer Engagement Overview Responses to Volunteer Trends Volunteer Engagement Overview  Design episodic, short-term positions.  Offer position sharing.  Provide group volunteer opportunities.  Target recruitment to professionals, youth, retired people,  ethnic groups, etc.  Offer flexible hours and locations.  Organize a substitute system of volunteers.  Reimburse volunteer expenses.  Break down committee work into time-limited task forces.  More efficient use of volunteer time.  Broaden the ways volunteers are utilized.  Develop positions for evenings and weekends.  Develop positions that can be performed off-site.  Create opportunities for students. 2007 Betty Stallings - Energize, Inc.

22. Volunteer Resources Management: The Basics Volunteer Engagement Overview Styles of Volunteer Involvement Volunteer Engagement Overview  Required Term Volunteer  Long Term Volunteer  Short Term Volunteer  Episodic Volunteer  Spontaneous Volunteer

23. Volunteer Resources Management: The Basics Volunteer Engagement Overview Four Recruitment Methods  Warm Body Recruitment  Targeted Recruitment  Concentric Circles Recruitment  Ambient Recruitment Volunteer Engagement Overview

24. Volunteer Resources Management: The Basics Volunteer Engagement Overview 8 Onboarding  Screening process  Interview  Matching  Placement  Orientation  Training Volunteer Engagement Overview

25. Volunteer Resources Management: The Basics Volunteer Engagement Overview “There is only one thing worse than training your volunteers and having them leave - and that's not training them, and having them stay.” - Unknown Volunteer Engagement Overview

26. Volunteer Resources Management: The Basics Volunteer Engagement Overview Supervise Volunteer Engagement Overview :: Personal Qualities of a Good Supervisor > Trustworthy > Consistent > Models good behavior > Positive attitude, sense of humor > Empowering > Supportive :: Skills of a Good Supervisor > Trainer/educator > Communication > Team builder > Confrontation > Delegation > Problem solving > Planning > Evaluation/review > Coaching > Climate setting > Listening > Sharing knowledge > Conflict resolution > Setting standards Supervise

27. Volunteer Resources Management: The Basics Volunteer Engagement Overview Acknowledge  Formal Recognition Systems  Informal Recognition Systems  Matching Motivational Orientation  Matching Style of Volunteering Volunteer Engagement Overview

28. Volunteer Resources Management: The Basics Volunteer Engagement Overview Five simple strategies for getting useful feedback feedback from volunteers: Volunteer Engagement Overview  Ask them. Informally and formally, be sure to elicit the opinions of volunteers.  Schedule a regular time for administrators to meet representative volunteers individually and in small groups as a "think tank."  During the orientation, be sure to explain to volunteers how and when to express opinions, both critical and complimentary.  Convene all volunteers carrying the same assignment at least annually with the employees of that unit so that volunteers can share their thoughts on what is going well, what needs improvement, and what might be planned for the future.  On a regular basis, keep volunteers informed about new services, changes in personnel, and issues affecting your agency or organization. http://www.energizeinc.com

29. Volunteer Resources Management: The Basics Volunteer Engagement Overview "Every great dream begins with a dreamer. Always remember, you have within you the strength, the patience, and the passion to reach for the stars to change the world." - Harriet Tubman Volunteer Engagement Overview

30. Volunteer Resources Management: The Basics Volunteer Engagement Overview GRAVA Mission The Greater Richmond Association for Volunteer Administration (GRAVA) is a membership organization devoted to providing educational opportunities for, promoting the professionalism of, and strengthening the leadership of volunteer organizations and programs in the Richmond metropolitan area. Purpose of GRAVA  Promote professionalism in volunteer administration  Offer educational opportunities for members and provide a forum for information exchange.  Provide networking opportunities among members  Increase awareness and communication among organizations utilizing volunteers  Broaden community awareness of volunteerism Volunteer Engagement Overview

31. Volunteer Resources Management: The Basics Volunteer Engagement Overview “We must be the change we wish to see.” - Gandhi Volunteer Engagement Overview

32. Volunteer Resources Management: The Basics Volunteer Engagement Overview Culture of Volunteer Engagement You Know You Have a Culture of Volunteer Engagement When...  Adequate financial, technological, and human resources are dedicated to supporting volunteer engagement.  Volunteer opinions and ideas are encouraged, valued, and acted upon.  Volunteers understand the difference they make and feel valued, appreciated, and acknowledged for their contributions.  You consistently look to volunteers rather than predominantly looking to staff to address organizational needs.  Everyone in the organization is a volunteer talent scout. - JFFixler Group Volunteer Engagement Overview

33. Volunteer Resources Management: The Basics Volunteer Engagement Overview Culture of Volunteer Engagement You Know You Have a Culture of Volunteer Engagement When...  Volunteers have multiple clear paths to leadership opportunities.  Staff have volunteer engagement expertise, receive ongoing training, set yearly volunteer engagement goals, and are held accountable for results.  Volunteers are donors and donors are volunteers.  The emphasis on volunteer engagement is on results, not numbers of volunteers or years retained. Volunteer Engagement Overview - JFFixler Group

34. Volunteer Resources Management: The Basics Volunteer Engagement Overview “Never doubt that a small group of thoughtful, committed citizens can change the world; indeed, it’s the only thing that ever has.” Volunteer Engagement Overview - Margaret Mead