1. Heroes to Hometowns VA Volunteer Coordinator Volunteer Management

2. OBJECTIVES Definition of Management Definition of Management Planning Planning Organizing Organizing Leading Leading Controlling Controlling Responsibility, Authority, Accountability, Delegation Responsibility, Authority, Accountability, Delegation Assigning Job/Task Assigning Job/Task

3. MANAGEMENT DEFINITION The process of setting and achieving goals through the execution of four basic management functions: planning, organizing, leading and controlling; that utilize human, financial and material resources

4. PLANNING Set goals. Goals make it easy for managers to prioritize work and the allocation of resources such as people, money, and capital equipment Set goals. Goals make it easy for managers to prioritize work and the allocation of resources such as people, money, and capital equipment Clearly explain the specific tasks and objectives of the project– what is each person’s role or part in the project and the deadline Clearly explain the specific tasks and objectives of the project– what is each person’s role or part in the project and the deadline Establish direction, identify expected results, improve teamwork through a common sense of purpose and heighten performance levels by setting targets to be achieved Establish direction, identify expected results, improve teamwork through a common sense of purpose and heighten performance levels by setting targets to be achieved

5. ORGANIZING Clearly define Project Title, Goals, Key Result Areas and Who is ResponsibleClearly define Project Title, Goals, Key Result Areas and Who is Responsible Create timeline for project with benchmarks (milestones) Create timeline for project with benchmarks (milestones) Review goals and deadlines weekly for projects to ensure they are moving forward or have reached completion Review goals and deadlines weekly for projects to ensure they are moving forward or have reached completion

6. LEADING Leading employees means motivating them and directing their efforts Leading employees means motivating them and directing their efforts Communicate the vision, reward and recognize, encourage and personally thank employees/volunteers Communicate the vision, reward and recognize, encourage and personally thank employees/volunteers Leaders are charismatic, convincing, credible, capable visionary and focused Leaders are charismatic, convincing, credible, capable visionary and focused “You manage things: you lead people” “You manage things: you lead people”

7. CONTROLLING Control is the process of monitoring and evaluating activities to ensure that goals are being achieved. Control is the process of monitoring and evaluating activities to ensure that goals are being achieved. To plan, organize and lead is not enough. For managers to be effective, you must review the progress toward reaching goals. To plan, organize and lead is not enough. For managers to be effective, you must review the progress toward reaching goals. If you never set goals, how do you know where you are headed? If you never set goals, how do you know where you are headed? If no goals exist for a progress, how do you know where it is? If no goals exist for a progress, how do you know where it is? If there are no goals for achievement, how will you know when it arrives? If there are no goals for achievement, how will you know when it arrives?

8. RESPONSIBILITY, AUTHORITY AND ACCOUNTABILITY AND DELEGATION DEFINED Responsibility- signifies who is accountable to complete a specific task or job. When you assign a task, you also assign a responsibility for its successful completion Responsibility- signifies who is accountable to complete a specific task or job. When you assign a task, you also assign a responsibility for its successful completion Authority- you are formally granted power to do a specific job. When you delegate this power along with task, you are delegating authority to the employee Authority- you are formally granted power to do a specific job. When you delegate this power along with task, you are delegating authority to the employee Accountability- means answering for the results you accomplish- or don’t accomplish- when you take on a task. Accountability- means answering for the results you accomplish- or don’t accomplish- when you take on a task. Delegation- Managers leverage themselves- multiplying the work they can accomplish many times- by delegating work, responsibility and authority. Delegation- Managers leverage themselves- multiplying the work they can accomplish many times- by delegating work, responsibility and authority.

9. DELEGATION Communicate the task and what the goal is. Communicate the task and what the goal is. Explain why goal is important. Explain why goal is important. Determine standards. Determine standards. Grant authority to complete task. Grant authority to complete task. Provide support and determine resources for employees to complete the task.Provide support and determine resources for employees to complete the task. Get Commitment and employees understanding Get Commitment and employees understanding

10. ASSIGNING JOB/TASK Duties of job are clear and well-defined Duties of job are clear and well-defined Job is not too complex or too simple Job is not too complex or too simple Give volunteer authority to complete task without management interference Give volunteer authority to complete task without management interference Keep job interesting by varying tasks, goals, objectives Keep job interesting by varying tasks, goals, objectives Keep volunteers well trained to do their jobs. Keep volunteers well trained to do their jobs.

11. JOB DESCRIPTIONS Include these areas: Include these areas: n Skills- What skills and experience are necessary to accomplish the job? n Time- How many hours a week? How many months/years? n Travel? n Job description- detailed n Goals- If job is fundraising, how much? If it is an event, who and how many are you targeting Considerations: n Timeline- what are the markers and completion deadline? n Resources- Will volunteer have access to computer, office and secretarial needs? n Assistance- how many will be recruited and what skills are needed? n Reporting- who will train and advise the volunteer? Who will they report to?

12. CLOSING Managers complete tasks, leaders model the way Managers complete tasks, leaders model the way Set goals, plan, organize, lead and control projects Set goals, plan, organize, lead and control projects Communicate the vision, reward and recognize, encourage and personally thank employees/volunteers Communicate the vision, reward and recognize, encourage and personally thank employees/volunteers Volunteers want to help; we just need to show them when, where and how it will make a difference Volunteers want to help; we just need to show them when, where and how it will make a difference