1. Volunteers: How to Get Them & Keep Them 1

2. Volunteers are the backbone of every association and are key to a well run PTA. 2

3. All too often, leaders try to do everything themselves. Usually because: “It’s easier to just do it myself.” “If I don’t do it myself, it won’t get done right.” “No one else stepped up, so I had to.” 3

4. Remind yourself: It is OK if it does not get done the way you would have done it. If you cannot get someone to do the job, the job does not get done. Be mindful of what you say and how you say it. 4

5. Tips on Getting Volunteers 5

6. Volunteer Sign-Up Sheet By far the quickest way to recruit new and returning volunteers. Consider using a single volunteer form for the PTA and the school by coordinating efforts with the principal to include “non-PTA” related volunteering. Be sure to list everything your PTA and school staff needs help with. 6

7. Use separate membership and volunteer forms. Some may want to join but not volunteer and vice versa. There is an overwhelming misunderstanding that joining PTA means volunteering time. 7

8. Recruiting Volunteers When recruiting volunteers, remember: The amount of time people can give varies. Do not expect everyone to dive into it as you do. Not everyone is able to come into school or attend meetings. 8

9. Volunteers can: Work from home Make phone calls Work on the computer Target not only mothers, be sure to invite fathers and grandparents, aunts, uncles, anyone willing to volunteer and help the school. 9

10. Volunteer Coordinator A volunteer coordinator: Compiles volunteer data-base from the volunteer sign-up forms Gives various chairmen lists of who volunteered to each committee Arranges for proper clearances to be attained as per school district requirements Schedules volunteers for new events 10

11. Everyone you meet is a potential volunteer, treat them as such. Greet everyone at school or an event. Go of out of your way to say hello to someone you do not know and encourage board members to do the same. People feel more welcome when they are acknowledged. 11

12. Ask face-to-face. Far more effective than telling a group of 100 people that you need a volunteer People love to feel needed and valuable 12

13. Find the right person for the job. Match the task to the personality Find their talents, skills and even weaknesses Avoid the “mismatch” 13

14. Do not assume that everyone is familiar with the PTA. Members are more likely to volunteer if they are familiar with the association. Most of the time it is just the board members who know the ins and outs. 14

15. Do not assume that everyone knows about the involvement of the PTA. Periodically put an article about PTA involvement in the newsletter and send it to members and families in the school. 15

16. Welcome and request new volunteers in every newsletter and at every event. This will also help avoid the perception of being a clique. 16

17. Volunteer Handbook Develop a Volunteer Handbook and tailor it to the needs of your PTA and school. Be sure to include: Specific expectations (district, school and PTA) Job description Time commitment involved with each job 17

18. Tips on Keeping Volunteers 18

19. Keeping volunteers is vital to maintaining continuity and stability in your association. All volunteers are potential future board members and even potential presidents. 19

20. Volunteer Appreciation Thank them. It makes people feel good knowing their efforts were appreciated. Hold a Volunteer Appreciation Celebration. 20

21. Treat volunteers with respect and courtesy. Avoid burning out the volunteers. Spread the wealth. Break down the tasks into multiple jobs so more people can be involved. 21

22. Expectations Clearly explain expectations. When job needs to be done Specific deadlines School district and school rules/procedures Provide a Volunteer Handbook 22

23. Coordinating Allow volunteers do the work. Give them proper information to do so but do not micromanage your volunteers. 23

24. Positive change is good for all associations. New people come with new ideas and possible new ways of doing things. Avoid expecting things to do be done your way. 24

25. Be willing to: Accept change Be flexible Avoid the “Happy Dinosaur Syndrome” – We have always done it this way or We have never done it that way 25

26. Call everyone who signs up to volunteer. If people do not feel useful, they will not volunteer in the future. Call just to touch base with them even if they are not needed for a while. 26

27. Avoid: Always starting calls from the top of list – people at the end of the list often get missed. Always calling your friends first – step out of your comfort zone. 27

28. Utilize committees Committees of one are ineffective. Use of numerous people help cultivate new leadership. Have all volunteers teach their successors. Use and pass down procedure books. Sharing information bits at a time makes the transition much easier. Include non-board members on committee. 28

29. Top reason people do not volunteer: They were never asked Top 2 reasons volunteers do not come back: Their efforts were not appreciated They signed up but were not called 29

30. Three key things to remember: Do not try do to it all yourself Avoid having the same people do everything Delegate 30

31. Questions 31

32. Contact Michele Morrow, President Pennsylvania PTA 6670 Silver Crest Road Bath, PA 18014 (610) 837-9499 mtmorrow@verizon.net 32