1. VOLUNTEER RECRUITMENT
Intro
Get out your camera or tablet because we’re going to go pretty quick.
Getting them in the door
Developing Volunteers
Keeping them under the tent

2. Goals for this Session
• Provide helpful advice on recruiting volunteers from peers • Provide guidance on how to communicate with a variety of groups • Provide access to resources to assist you in the process
Most of the info I am sharing with you today has come from the FIRST Community Conference. I am NOT an expert at recruiting and keeping volunteers but I am working on it as a tournament director two hours away from my Program Delivery Partner. So we’re going to talk a bit about where to find volunteers, how to stay in touch with them and make them feel appreciated, and some resources that will help.

3. Recruitment: What are we trying to achieve?
• Short and long-term planning
• Build a pipeline of volunteers
• Build relationships
• Create support for events
• Create awareness of FIRST®
What other goals are related to recruiting?
When we are recruiting volunteers not only should we be thinking about the event coming up, but we should be thinking about our long-term volunteers. We also want our volunteers to have such a good experience that they invite others to join them. I mean, FIRST is awesome! We love it and want others to get as excited about it as we are!

4. Creating Awareness of FIRST®
• Social media • Website • Volunteer Match or other volunteer boards • Reaching out to local organizations • Use graphics from Volunteer Experience toolkit in Schoology • Use volunteer theme stickers and buttons
One of FIRST’s goals is to raise awareness of their brand. People hear of FLL and FTC and FRC, but they don’t necessarily associate it with FIRST. When you are talking about robotics on Social Media, in , on your website, don’t use acronyms! We want our parents, team members, volunteers, and judges to identify with FIRST and being part of our FIRST community. This will also help us build cross-program awareness.
FIRST is testing a Volunteer Match program, kind of like e-harmony for mentors and volunteers. It hasn’t been released yet. They may use it first for FIRST Robotics Competition.
Local organizations are often looking for volunteer opportunities. This year, with our City Shaper challenge, we should be talking with Civil Engineers, City Planners, Architects, Environmental Experts, etc.
FIRST provides graphics, stickers, and buttons and other volunteer swag.

5. Different groups to message Who is your audience?
• Parents • Corporate sponsors • Local communities • Educators • Mentors/Coaches • Government officials

6. Strategies for finding volunteers: Where do you find volunteers?
Use the resources in your area:
Military Bases
• Teams
• Alumni
• Parents and family members
• Sponsors/businesses
• Universities
• Community groups
Can you add to this list? Where can we tap into our communities?

7. Volunteer Opportunities
• Provide a menu of available volunteer roles – no one size fits all • Help others to understand technical vs non-technical roles • Make specific asks of individuals
When reaching out, let people know what roles you are looking for. There are a lot of job titles once they log onto the volunteer dashboard but they don’t know that right away. There is something for everyone.
They don’t have to know anything about robots!
Ask them if they will do X for you. It is harder to say no to a direct request.

8. Working with Teams
Teams are always looking for ways to engage with the community
• Adult Mentors and Coaches want to give their time at events and often are looking for something to do
Tap into your FTC and FRC teams. In Tallahassee, we are also requiring TallyRobotics teams who don’t compete in our local Qualifier to volunteer at it. We also require parents to help out at our local events.
Encourage Coaches and Mentors to volunteer at other events. It is a great way to learn about the tournament processes like Judging, Reffing, etc.

9. Welcome to the FIRST Community!
Doesn’t that feel good? Now make your volunteers feel welcome as well.
How?
• Communicate to them clearly and effectively
• Give them the information they need to be prepared
• Listen and quickly respond to questions
• Make them feel like part of the FIRST community
Welcome to the FIRST Community!!
We need to make them feel good and give them all the information they need to be successful and prepared. As volunteers, they are part of the FIRST family!

10. What should good volunteer management accomplish?
Volunteers feel welcomed
• Not just to the event but to the FIRST community!
• Volunteers feel prepared for their role
• Volunteers feel their skills are being used appropriately
• Volunteers feel they have made an impact on kids/their community
• Feel appreciated!
• Volunteers return year after year
• Volunteers recruit their family, friends, co-workers….
• “You have to come try this, volunteering with FIRST is great!”
Volunteer Coordinators have a big job! You have to make them feel welcome, more than an event, get them trained. They need to feel like they’re making an impact and feel appreciated. If we accomplish these things then hopefully they will keep coming back and bring their family, friends, co-workers.

11. Messaging Strategy Everybody is a philanthropist; make
the path easy to be a
FIRST volunteer.
We get exactly one
chance to make a
FIRST impression!
We need to make it easy. We all know the FIRST website isn’t all that intuitive. Help them navigate the volunteer dashboard. Tap into your good people managers to help carry some of the load.
Keep an eye out for the
people who are good at
handling volunteers to
spread the message.
Don’t let one difficult
volunteer ruin all the
fun.

12. What is your communication purpose?
Always keep in mind what the purpose of your communication is when crafting your content.
The purpose shapes your message content and which method of communication you choose to use.
You are communicating because:
1. You are welcoming new volunteers
2. You are recruiting for an event
3. You are providing important information about FIRST, for an event, or about volunteer roles
4. You are thanking volunteers

13. Think about your audience
Inside the tent
Thank them for all they’ve already done.
Reinforce that they are part of a community with FIRST.
• Don’t assume they already know everything, there is a lot to know in FIRST!
Outside the tent
• Be as specific as possible.
• Be inclusive.
Remember: NO acronyms!
When communicating, if they are already part of the FIRST family, make sure to thank them and recognize them for what they’ve done. Also, keep them updated on new stuff. Don’t assume that since they’ve been a volunteer in the past they already know everything.
For new people, be clear, specific, inclusive and avoid acronyms. They don’t know what they mean!

14. Types of Information to Include
Volunteer Parking
What to do onsite – Is there a certain door that is open early for volunteers to enter? Where is it?
Who do you report to? Who do you contact if you have issues?
What training is needed
What to wear
Is there a meal provided? Are special dietary needs covered?
Follow us and share on social media
No acronyms!
Make sure volunteers have all the info they need.

15. Methods of Communication
Websites s
Calls/texts
Social media
Example site:

16. Schoology has a Volunteer Experience Toolkit page that can really help Volunteer Coordinators and Tournament Directors manage and build up their volunteers. I will share the access code at the end. Please only use if you fill one of those rolls or share the code with your volunteer coordinator.
Now, for this year’s volunteer experience theme!!

17. 2019-2020 Volunteer Experience Theme: Build Tomorrow
You all get a sticker!

18. Yes they do! This is the theme across all programs of FIRST!

19. Tips from the Field
Laurie Shimizu, Co-Chief Volunteer Coordinator of FIRST Robotics Competition
1. Encourage your Key Volunteers to assist with ongoing communications with their volunteers (season updates, important dates to remember, certification if required).
2. Slack has become a popular, informal networking pathway. Lead Robot Inspectors have a slack channel
3. Training and workshops! Leverage off-season events to train volunteers with experienced Key Volunteers.
Here are a few tips from the Co-Chief Volunteer Coordinator of FIRST Robotics Competition.
Obviously, our season is starting with FIRST LEGO League, but I would adjust #3 to say that we should be getting our volunteers recruited and trained now. Practice tournaments are around the corner.

20. Schoology Code for Volunteer Coordinators & Tournament Directors

21. Helpful FIRST Pages
library/volunteer/general-volunteer-resources
help/volunteer/volunteer-recognition
On firstinspires.org there are also helpful pages. The first is General Volunteer Resources. The second is a Volunteer Recognition page with downloadable content like virtual pins and badges. It should be updated with the new theme soon.

22. Your Name, You@doolittleinstitute.org www.defensewerx.org 850-226-4383
Contact Us
Thank-you! Now I will turn this over to Jen.
Your Name,