Supervising VolunteersLee Ann Luxenberger

Volunteer CoordinatorPublic Library of Cincinnati and Hamilton County

What is a Volunteer?

Someone who contributes time, effort and talent to meet a need or further a mission, without going on the payroll.

- From By the People: A History of Americans as Volunteers, New Century Edition By Susan J Ellis and

Katherine H Campbell

Types of Volunteers

TraditionalAcademicMandatedProfessional

Clary’s Volunteer Function Inventory (VFI)

Values: To express important values; feeling it is important to help others

Career: To explore different career options; to look good on one’s resume

Social: To be with like-minded people; to be engaged in an activity viewed favorably by important others

Understanding: Seeking to learn more about the world; a chance to exercise skills and abilities that might otherwise go unpracticed

Enhancement: For personal growth; to develop ‘psychologically’

Protective: To reduce guilt over being more fortunate than others; to help address personal problems

Before Taking on Volunteers

What are your needs (system-wide, by branch and/or department)◦Entry-level: shelf reading, pulling holds, tutoring◦Mid-level: manages other volunteers and/or

minor programs◦Advanced-level: develops and/or coordinates

major events or programmingWhat types of volunteers are you willing to

take?How much time can you allocate to

supervision/management?

Recruitment

Motivation messages vary by gender and age

Messages should be tailored for your targeted audience◦Students: focus on understanding, and career◦Young professionals: focus on social, career,

and values◦Baby Boomers and older: focus on values and

social

Orientation and Training

Understand education and literacy issuesUnderstand how library provides

educational opportunities for local community

Identify how volunteer contributions provide solutions to the problem (how they fit in)

Identify other ways that they can helpGain critical skills pertinent to service

Meaningful Service

Truly meets an organizational need and that is seen/understood by volunteer

Adequate work that matches position description volunteer agreed to

Uses the volunteer’s skills and talentsAllows for professional developmentDevelops positive relationships with staff,

volunteers, and clientsRespect for volunteer’s talent, experience,

use of time, etc.

Evaluation

Allows volunteers to provide and receive feedback around issues of performance, organizational culture, etc

Can impact future recruitment and recognition

Provides explanation for retention issuesShould have a different evaluation for

each type of volunteer activity (group, individual, special event)

Recognition: Motivation Matters

Affiliation: I like to know that I am an important part of the team

Achievement: I like to know that I’ve done a good job

Influence: I like to know that others know who I am and that they respect my input

Recognition: Affiliation-Motivated

Emphasize relationships◦Letters, cards, or gifts to express appreciation◦Public photos should be with a group of

volunteers and names should be in listings – don’t do individual spotlights

◦Social events where they can mingle with others is preferable to sit down programs

◦Badges, t-shirts, lanyards, etc will help them feel more connected

Recognition: Achievement-Motivated

Emphasis on task achievement◦Certificates and plaques to express

appreciation◦Individual spotlights can be used, but should

focus on what they have done to help rather than personal facts

◦Awards ceremonies are great for achievers◦Letters of reference◦Pins that recognize hours contributed, years

involved, etc. will help them feel valued

Recognition: Influence-Motivated

Emphasis on leadership and responsibility◦Loves public praise and recognition by VIPs◦Individual spotlights that focus on leading

committees or being on a board◦Thrives when given a title of importance

Business cards, direct phone line, name connected to a project, etc.

◦“Volunteer of the Year” has special significance for influence-motivated volunteers

◦Wants to feel like input is listened to and that they are part of the decision-making process

Retention

What impacts retention: ◦ meaningful service◦ adequate recognition◦ relationships with supervisor, staff, and other volunteers◦ maintenance of our reputation◦ volunteer’s schedule and life needs outside of service◦ education – more education, greater retention rate◦ age – older, greater retention rate

Why important?◦ Less need for new recruitment◦ Better value for training (ROI)◦ Overall, less energy and work required◦ Retain advocates for our brand

Legal Matters

Liability insuranceLiability releasesBackground checksMandated program

concerns

Questions/Wrap-Up