How To Recruit & Retain Volunteers · Provide job descriptions for all volunteers Ensure policies...
25
14/06/2019 1 Leisa Donlan FSAE [email protected] How To Recruit & Retain Volunteers The Fairies Do It Don’t They? 1 2
Transcript of How To Recruit & Retain Volunteers · Provide job descriptions for all volunteers Ensure policies...
14/06/2019
1
Leisa Donlan [email protected]
How To Recruit & Retain Volunteers
The Fairies Do It Don’t They?
1
2
14/06/2019
2
Volunteering In 2014
Volunteering declined for the first time since survey’s began.
In 2014, there were 5.8 million people in Australia (31 per cent) who had volunteered in the previous 12 months.
Women are more likely to participate in voluntary work than men (34 per cent and 29 per cent, respectively).
The highest rates of volunteering were for young people aged 15-17 years (42 per cent), those aged 35-44 years (39 per cent) and older people aged 65-74 years (35 per cent)
The most common type of organisations that people volunteer for are sport and physical recreation organisations (31 per cent).
Couples with children are more likely to have volunteered in the last 12 months (38 per cent) than couples without children (29 per cent) or people living alone (25 per cent).
Nearly half of the volunteers have volunteered for more than 10 years and more than two-thirds of volunteers report that at least one of their parents had also participated in voluntary work.
The most commonly reported reasons for volunteering are to help others or the community (64 per cent), for personal satisfaction (57 per cent) or to do something worthwhile (54 per cent).
Mega Trends In Volunteering
More demands on our time
Population is changing
What I want, when I want & how I wantVS
Club wary
Inflexible
Cost
3
4
14/06/2019
3
A Sucky System
Volunteering remains a “dirty secret” in most clubs
More marketing
Has no value in member’s minds
Turn up .. Participate .. Leave
There is little understanding (or marketing) of the importance of helping
Free help keeps participation affordable!
Some clubs like to focus on genuine 1973 pricing and fear increasing fees
May not be an sensitive as you think
Does It Have A Pulse?
Most clubs take anyone on the committee who steps forward (by attending the AGM)
Questionable results sometimes follow
A pulse shouldn’t be our only requirement
Like it or not … life changes and some things are getting harder (especially committees)
5
6
14/06/2019
4
Why Don’t People Volunteer?
Never been asked!
• Face to face or on the phone
• Newsletters don’t work
Worried they are going to be flogged.
Strict rules about time volunteering
Changes to constitution to limit service
Afraid they can’t do the job!
• Easy to solve with information & training
A Simple (But Neverending) System
Get Ready
Ask
Support
Reward
7
8
14/06/2019
5
A Simple (But Neverending) System
Get Ready
Imagine Your Club Just Started
Review your constitution
Reconsider the number of your committee
Consider all options including merging, winding up or managing other groups
9
10
14/06/2019
6
Avoid Cardboard Boxes, plastic bags & Memory Sticks
Induction Meeting
Only needs to be 10-15 minutes & should cover: Their position description Read through of policies relating to them Discussion of the clubs management flow chart Any special rules or regulations Written acknowledgement of:
Any equipment they have taken custody of Their willingness to abide by the club’s policies Proof of identification and blue card (if required) Contact details for their supervisor Details of any training they currently have or are willing to
undergo
11
12
14/06/2019
7
Build A Committee Manual (Even Better On A Cloud)
Constitution & By LawsPolicies & Codes of ConductPosition Descriptions & Contact NumbersAuthorities & DelegationsMinutes of Past 12 MonthsContracts, Agreements & FundingStrategic & Recruitment PlansOngoing Sponsorship or Other Obligations
Write Volunteer Role Descriptions
Including (Get Your Volunteers To Write): Job title
Their immediate supervisor & other committee contact details
Place & time they will be expected
Their specific duties & responsibilities
Special skills or training required
Details of their induction
13
14
14/06/2019
8
Reconsider Your Meetings
Do you need to meet as frequently as you do
Can some decisions be made using new technology
Are there volunteers who would participate but can’t make regular meetings?
Ascendancy Plans
Pool of Possible Committee Members
Committee Members Community or Shared Pool of Committee
Treasurer
President
Vice Pres
SecretaryCommittee
Past President Past President
Gives President Role Some Cachet
Training & support always available
Roles are performed better
Less pressure on filling committee
Ascendancy produces capable, knowledgeable directorsSmooth handovers, continual planningBut check your constitution
Nomination leaves everything to chancePeople nominate even if they don’t really want toLack of motivation to be a good committee member
15
16
14/06/2019
9
Manage Insurance, Risk & Disaster
Never just pay the bill like last year!
Affiliation insurance (for sport) could only include participant cover, usual excess on claim $5,000
Public Liability may be required by Incorporation (What’s Your Level of IA?)
Association Liability may be included in affiliation but might not be either
Volunteers may not be covered by affiliation or insurance, sometimes conditions apply (eg Under 74)
Formal risk assessment is vital for volunteer management
Legal Requirements For Committee Volunteers
Incorporated Associations Act –
Committee Members Must Be Members of the club (check your constitution) Living 18 years or older Reside in Queensland if Secretary (65kms of border)
Not be insolvent or a bankrupt Not be convicted of an indictable offence (In last
ten years)
17
18
14/06/2019
10
Policies For Volunteers
Member Protection Policy Is A Vital Tool
• Discuss A Club Culture You All Want
• Harassment, Bullying, Discrimination & Unsafe working conditions are all real legal risks
• Complaints Procedures are a legal requirement
• Always use the same system
• Have clear instructions for emergencies
Remember once you have policies you have to “enforce” them so they work.
Assess Your Club’s Needs
Decide when, where & how many volunteers you need for each activity
Break each activity down into specific roles
Allocate “reasonable” amounts of time required (try to limit to 2 hours maximum)
Ensure everyone gets a break and their role is covered
Allow parents time to watch their children participate
Too many is as bad as too few
19
20
14/06/2019
11
Build A Volunteering Culture
Marketing for volunteer opportunities
Talk about your expectations
Lots of pictures at Club, on web, in paper etc
Start right at the beginning from a member’s first contact
Develop & use a system
The Big Changes In Volunteering
People are less likely to step forward on their own
People have to be reminded of their promises
People have to be recognised and rewarded.
21
22
14/06/2019
12
A Simple (But Neverending) System
Ask
Finding Volunteers In Your Club
Membership Application is a must have for any Club & provides a mine of information to help you match volunteers to jobs and make it more likely to get a “yes”:
Name & Address, Telephone Home & Mobile, EmailJob & Employer, Other Skills, Other Qualifications, InterestsWhat Are Your Volunteering Opportunities?Are They Interested In Being On Committee?
Don’t Forget A Blue Card Check (If you need one)
23
24
14/06/2019
13
Committee Recruiting
Identify four good quality prospects for each vacancy
Make initial approach (Amway not Tupperware)
Get someone else on committee to follow up
Suggest they attend a meeting to see what it’s like
How To Ask (Volunteer Dating)
Tupperware or Amway?
Don’t be hesitant or negative
Clear your mind of the negatives
Recruiting is “sales” based
Be prepared for the chat
Tell positive stories to recruit
Tell them why you need them & what you want them to do
Offer training and support
Give them time to consider
25
26
14/06/2019
14
Speed Dating (Short Term Volunteers)
Make sure you know how many you need
Be prepared to get on the phone and ask for help
Listen when people are offering you a hand
Don’t be shy about asking every day for more help.
Senior Volunteering
Consider partnering with Aged organisations for volunteers
Make the process as easy as possible (blue cards etc)
Supply transport & cover out of pocket expenses
Encourage a long term relationship between volunteers and Club
27
28
14/06/2019
15
Youth Volunteering
Need a cool website for free?
Fantastic emails for your Club
Photographs of participation
Listen to their suggestions
Give youth a forum to discuss
Business Volunteering
Ask local businesses for help in
Book keeping, design, marketing
Supplying goods (paper, ink, pens)
Offering clubs (copying, postage)
Advice (committee members)
Providing volunteers (Westpac, NAB etc)
29
30
14/06/2019
16
A Simple (But Neverending) System
Support
You Have To Remind Volunteers
• Call shortly before the event and make sure they will be available
• Try to reduce the amount of hours each has to work
• Make sure all volunteers know about any changes to plans
• Consider using SMS, email or other technology
31
32
14/06/2019
17
The Control Freak
Often say “Just Do what I tell you”
• Only wants volunteers that do what they are told
• Hates growth, change & new ideas
• Won’t be flexible in how people do their jobs
• Sticks to known solutions instead of investigating new things
The Road Block
Often say “You Don’t Need To Know That”
• Don’t like anyone “interfering” in their area
• Keep information to themselves
• Won’t train others
33
34
14/06/2019
18
Too Many Cooks
Often say “Don’t Listen To Them…Do It My Way”
• No-one’s clear about goals
• Everyone has different priority
• Club gets high jacked on different issues depending on personal interests
The Feral
Often say “I don’t give a %$#@^ just do what I &^%*& tell you”
• Inflict their personality on others
• Are often insulting & insensitive
• Don’t always know they scare people away
35
36
14/06/2019
19
The Dead Horse Flogger
Often say “We’ve got a core group that we can really rely on, so we just use them”
• Overwork loyal & reliable volunteers
• Don’t get on the phone & follow up
Better Than Breathing…
Your Club Wants Aces
Active people
Communicate Well
Enthusiastic & Ethical
37
38
14/06/2019
20
A Simple (But Neverending) System
Reward
Volunteer Rewards Systems
Monitoring System Is Vital
Book for “sign in” & “sign off”
Keep track of hours being volunteered
Probably need it for insurance too!
39
40
14/06/2019
21
Volunteer Rewards Systems
Rewards should match contribution & performance.
Should have a range of different options for different people
Don’t Ask Volunteers To Pay
Don’t be proud of showing a profit if your Club’s volunteers subsidise the Club Cover costs of phone, travel and other out of pocket expenses for
committee
Cover travel costs or equipment costs for other volunteers
Source some funding to help you find the money
41
42
14/06/2019
22
Free Recognition Ideas
Include list of volunteers Notice board
Newsletter
Website
Newspapers
Use PA system when people are around
Ask for feedback and input
Say thank you
Inexpensive Volunteer Rewards
We ♡Our Volunteers
43
44
14/06/2019
23
You NEED A Volunteer Co-ordinator
Assess the needs of the Club in general and for special events
Provide job descriptions for all volunteers Ensure policies are in place to protect the volunteers
and the Club Develop a budget for volunteering in the Club Recruit, select, appoint and deploy volunteers Make sure each volunteer has necessary training &
support Recognise all volunteers where appropriate Make sure if volunteers don’t fit the Club they are exited
quickly and professionally via an established system
Use Great Communication
Talking to each other face to face where possible is ALWAYS the best way to communicate
Find what other ways work for your club
Consider a combination of ways
Eg Not every club can rely on emails
45
46
14/06/2019
24
Make Changes To Improve…
Your club has to make some easy changes to be more successful with volunteering but you will always have to Plan & consciously work at volunteering:
Appoint a committee person to handle volunteering each year
Take a long, hard look at your club’s culture and make sure volunteers are protected with insurance, policies & behaviour management
Find quality prospects for volunteers (a pulse is not enough)
Ask Face To Face & Make It Personal
Reward your volunteers in a way that’s meaningful to them
A Simple (But Neverending) System
Get Ready
Ask
Support
Reward
47
48
