1. Volunteer Management Basics

2. Volunteer Management Tools— “The Basics” -
post your volunteer opportunities!
Patrick Smith
Annelisa Donlan
AP 8:45 Our site is very volunteer led– we have 80+ volunteers filling many different positions – 10:1 vol:staff ratio – Many different types of positions

3. Agenda
Introduction
Jigsaw activity on the basics: job descriptions, recruitment, placement, orientation
Support and recognition and the 7 habits of effective volunteer managers
Risk management: screening, addressing concerns AP

4. Volunteers Add Real Value!
The Minnesota Literacy Council exists in part to ensure that volunteers are able to contribute in meaningful ways to the literacy cause. Our founding mission was to teach volunteers to tutor adults in reading. Each year, volunteers contribute thousands of hours of service and therefore millions of dollars (about $4.2 million in 2016) to MN’s literacy programs. MDE-ABE leaders have attributed the success of Minnesota’s ABE system in part to our skill (and the fact that state resources are granted) in integrating volunteers in programs at all levels. What would be the impact on your program if you could no longer use volunteers?
A: MN has a positive reputation nationally for the use of volunteers in our programming. POPCORN Q

5. Jigsaw – Essentials of Volunteer Management
Vision/Job Description: Why do you want/need volunteers?
What are the top 3 things you should include in a job description?
2. Recruitment: What are your top 3 ways to recruit volunteers?
3. Placement: How do you ensure a good match between the volunteer and the task/needs/program? Name your top 3.
4. Orientation: What are the 3-5 most important things your volunteers need to know in order to be prepared for service?
P: (A distributes)
8:50 Have people get in groups of fours and assign each person a number
Assign each number a question and read the question.
Who are the #1’s? #2’s?
Self reflect on your assigned question/category (3 min.)
Share with your group and take notes (7 min.)
Share out with the whole group by category, whole group discussion (5-10 min.)
Give clear instructions and do I, we, you for example – I give one, ask the participants for one, then let them go on the activity

6. Debrief What did you take away?
What can you use in your program right away and what do you want to learn more about? AP

7. Volunteer program sweet spot
Essentials
Risk Management
Good Supervision
P 9:10 Essentials are the basics we discussed in the jigsaw
Good supervision includes the retention strategies of support and recognition and the 7 habits as well as prevention of trouble through all three, especially risk management.

8. Support
How can we best support our volunteers? Turn and talk to a neighbor.
9:12 A 2 minutes to turn and talk

9. Support Training and orientation
The opportunity for observation and feedback How are they doing? Would they like help?
Sharing resources and information that may be helpful and/or important to volunteers
Being available for questions, to give feedback
9:15 A 2 min

10. Recognition
What are ways we can make our volunteers feel that their contributions are recognized? Turn and talk to a neighbor.
9:17 P 2 minutes

11. Recognition Means different things to different people
Being consistently welcoming, appreciative
Weekly newsletter to communicate what’s happening and provide feedback
End of semester/season potluck for all volunteers
Trainings and events on topics of interest to your volunteers
Thank you cards from students or teachers
Leadership award / Volunteer recognition award
9:20 P 3 min

12. The 7 Habits
A 9:20

13. Habit #1 Create a warm and welcoming environment for your volunteers
P 9:20 Things are organized, directions are clear, stuff is in its place, pics of volunteers with names always a good thing
Sense of community – creating a comfortable safe organized space, an environment where vols are not scrambling to find stuff – where they know what is where

14. Our Amazing Volunteers!
Habit #1 example
Our Amazing Volunteers!
Open Door Learning Center Lake Street:
volunteer wall
P In a prominent place in the hall – all students and volunteers can see clearly who is who – this helps create a sense of community.

15. Habit #2
Model the teaching and other behavior you want to see from your volunteers
A Show them how it’s done – through having them observe you/other vols/teachers at the beginning and periodically after
-when you teach, write a lesson summary that will be an example of what you’d love for each volunteer to do
-model continuous learning, student-centeredness, etc

16. Check in, follow up, repeat
Habit #3
Check in, follow up, repeat
P Set up casual observation as “just the way things are done”
Make the rounds every day
Let them know you are there to help
Make a note when a volunteer tells you something was challenging or extra great – share resources to help with challenges and share things that worked with other vols
Consider writing a weekly to all of your volunteers to summarize the week and create a sense of community

17. Habit #3 examples
Hi Beth, I want to share these updated resources from the GED testing service offering new sample extended response prompts + extended response resource guide for scoring …
Irene,
Wow! What a fabulous report to read, and what a great device you used with the letters! Might you have copies of those letters? I’d love to read them too. P

18. Habit #4 Prioritize your volunteers
A– they are the infrastructure of your program and without them, you couldn’t serve your students so when a students needs you right now, and a volunteer also needs you right now, attend to the volunteer first.

19. Habit #5 Tie your feedback to the students
P Be clear that you are there to assess the learning, not the teacher. Make it about the students.

20. Habit #6 Make recognition a regular thing
A Recognition is about paying attention to your volunteers, noticing their contributions, and thanking them in little ways each day – think about the word: recognize…see someone and know them.

21. Habit #7
Take an interest in each volunteer P

22. Risk Management What is it?
What does your program currently do to manage risk?
Where does it fit in to the four “essentials” we’ve been talking about? (Refer to your handout)
A 9:30 Clear roles, good screening, placement, training, orientation – Venn diagram of basics, risk mgmt and support/recog = sweet spot

23. Risk management includes…
A clear position description
Interviewing and screening
Appropriate Placement
Orientation with program
expectations clearly laid out
Reference checks
Background checks
A: How do each of these help you manage risk?
When good cats make bad decisions

24. Interviewing and screening: if you’re on the fence…
Reference checks
Former co-workers, colleagues or coordinators
Take each reference with a grain of salt
Background checks
Disclosure
No cost options: National Sex Offender Registry ( or MN- Bureau of Criminal Apprehension ( P

25. Screening Scenario
You’re in the process of screening a new volunteer, Chris. At the in-person interview last week Chris seemed very personable a talked a lot about his experience living overseas and his love of languages.
You had asked Chris to complete your program’s volunteer application and send it to you last Friday. It finally came in, almost a week late with no explanation. You decided to check Chris’s references and they’re pretty middle of the road. Nothing negative, but nothing extremely positive.
Chris called today to ask if he can just get started teaching next Tuesday. He’s totally “psyched” and can’t wait to use his Spanish again.
A: Do you bring Chris on board?
If no, what actions do you take?
If yes, what actions do you take?
Turn and talk, then share your ideas OR Popcorn

26. Addressing concerns and unexpected behaviors
It’s important to address any situation that is not lining up with your program’s expectations.
Discuss the situation in a timely manner
You might say…
“I noticed ______...” and ask the volunteer to describe what happened or their reasoning behind the behavior. A:

27. Addressing concerns or unexpected behaviors
If a problem or behavior persists try…
Observation and training
Discussion
Additional points to consider…
Supervision
Training and job description
Motivation A:

28. Management Scenario 1
Kady teaches intermediate ESL on Tuesday nights. You’ve noticed that Kady’s students seem confused when they take their breaks. You’ve also overheard a student say, “Miss Kady talks so fast!” Kady always comes to class prepared and seems to really enjoy teaching. But, you want your students to be successful in class. What do you do?
P 9:40

29. Management Scenario 2
Joe teaches GED math every Tuesday and Thursday. Joe loves to tell jokes. He jokes with staff and students alike. Sometimes Joe’s jokes are inappropriate for school. You’ve brought this to Joe’s attention and he said he’d try to watch it. Last week you overheard Joe tell multiple inappropriate jokes to students. You don’t want students or staff to be uncomfortable when they come to your learning center. What do you do?
P (skip if necessary)

30. Putting it all together: Activity
Today at lunch, we will recognize excellence in volunteer engagement. Take a look at these statements from volunteers who nominated our colleague Nikki for an award. How do their statements reflect a culture of good volunteer management and engagement?
9:45 A
P distributes
3 minutes read + discuss in small group

31. Steve P. Offers 1-on-1 support to students who are lagging behind
Steve comments:
“Volunteering with Nikki and her classes has been one of the highlights of my retirement. Nikki’s warmth and her excellence as a teacher make her classroom a place of learning for her volunteers as well as for her students. As I’ve learned more about working with English learners, she has shared more teaching responsibility with me and now I begin to feel more like a partner than a helper. Thanks, Nikki! Volunteering in your class is one of the best jobs I’ve ever had.”
Offers 1-on-1 support to students who are lagging behind
Steve comments:
“Volunteering with Nikki and her classes has been one of the highlights of my retirement. Nikki’s warmth and her excellence as a teacher make her classroom a place of learning for her volunteers as well as for her students. As I’ve learned more about working with English learners, she has shared more teaching responsibility with me and now I begin to feel more like a partner than a helper. Thanks, Nikki! Volunteering in your class is one of the best jobs I’ve ever had.”
Let group read – if time share out

32. Liz M. Seasonal “snowbird” volunteer
Helps lead-teach ESL class once per week.
Liz comments:
“I look forward to my Wednesday mornings and that's why I've been volunteering with Nikki for nine years. I was a public school teacher for 35 years and Nikki ranks in my top three of teachers who are organized, write fabulous lesson plans, and care about each student's comfort and success. She has taught me a lot of grammar I never understood before. I feel lucky to be assisting Nikki and the students love her.”
Let group read – if time share out

33. John D.
Prefers to work with learners aiming for specific goals; i.e. helping students prepare for the Accuplacer and CNA exams
John comments: “As a volunteer, I appreciate being utilized efficiently as I hope to make even a tiny contribution. Nikki is always very welcoming, conveying a sense of appreciation and providing good direction always towards achieving the bottom line for the student.
She always makes me feel welcome and has a delightful way of connecting which encourages my future involvement.”
Let group read – if time share out

34. Sheila E.
Visually impaired herself, Sheila provides one-on-one support to up to three blind learners at once in the classroom
Sheila comments:
“Nikki has helped me believe in my own employability. She cares intensely about each volunteer and each student in her classroom as evidenced by her conversations and actions. We volunteers are an integral part of her classroom. We each have our own special tasks. Teacher Nikki doesn’t just engage with us once in a while; she makes an effort to include each volunteer every time he or she comes, always starting with a smile and “Good Morning.”
Let group read – if time share out

35. Wrap-up Think about the 7 habits
welcoming space – model – check in – prioritize volunteers – take an interest –
tie feedback to student learning –
make recognition regular
What comes naturally to you as a volunteer manager?
What do you think you need to work on?
Generally, what are you taking away from this session that will help you in your job? What are the action steps you will take to make sure this happens?
AP 9:52

36. If your needs are… Check out...
Dealing with “problem volunteers”…
How to ensure volunteers are engaged and motivated…
How to train and support volunteers embedded in the classroom…
Giving volunteers feedback and coaching on their teaching...
Leah and Burgen’s session at 10:05!
Rob’s session at 12:30!
Andrea’s session at 1:50!
Andrea’s session at 10:05!

37. Resources to check out
Minnesota Literacy Council’s volunteer management web section has a wealth of great resources on the basics: Other sites –an interesting website with information about all of the basics for volunteer management. They have a helpful resource library. that includes a lot of cutting-edge, trendy info about volunteerism and how non-profits are engaging volunteers. --VolunteerMatch’s learning center is the go-to place for the latest in volunteer management trends. this site has some interesting things to say about the latest trends in volunteering and how this affects the way volunteer coordinators do their work. e-volunteerism.com-- this site offers ready-made training templates, the latest research and interesting articles written by professionals in the volunteer management field.

38. Thank you!