The 4R’s of Volunteer Management

Recruitment, Retention, Recognition = Revenue!

Presenter: Mary Beth HarringtonMbharrington64@hotmail.com972-839-9960August 12, 2014

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Biography 10 years corporate marketing, public relations,

advertising (psychiatric hospitals, DFW Tourism) Carter BloodCare, Marketing Director Dallas Zoo, Graphics Specialist Dallas Public Library, Volunteer Coordinator Volunteer Center of North Texas – Agency

Relations Director Austin Public Library Foundation – Executive

Director TANO – Community Outreach Director San Antonio Area Foundation – Curriculum

Development Director 501c³ - Taking Nonprofits to the Third

Power - President

501c³ - Taking Nonprofits to the Third Power

Clients: Texas Library Association US Tennis Association Texas Habitat for Humanity Texas Keep Texas Beautiful Meals on Wheels Association of Texas Texas CASA Texas Association of Museums

Welcome! Today’s Agenda Status of Volunteerism Essential Elements

Volunteer Recruitment Volunteer Recognition Volunteer Retention

Volunteer Management Resources Status of Volunteerism How to Choose Volunteer Management

Software Essential Elements: Risk

Volunteer Management FYI Executive Directors Volunteer Managers New Paradigm: Quality vs Quantity

Volunteers! Board/Intern = Volunteers too! Volunteer Managements Dirty Little

Secret!

Volunteer Management Myths

Volunteers take too much time” “Every volunteer is good” “Volunteers are free” “Volunteers are not reliable” “I can’t fire a volunteer”

Status of Volunteerism

Giving and Volunteering in the United States

89% of households give. Average annual contribution for

contributors is $1,620. 44% of adults volunteer.

83.9 million American adults volunteer, representing the equivalent of over 9 million FTE’s at a value of $239 billion.

The current estimated dollar value of volunteer time is $22.55 per hour.

80% of the folks that volunteer for an organization – donate to an organization!

http://www.independentsector.org/programs/research/gv01main.html

Essential Elements of Volunteer ManagementRecruitment

Volunteer Management Fundamentals

Volunteer Application Full Contact Information Work history/skills/talents Conflict of Interest Statement Confidentiality Statement Photo Release Emergency Contact Information

Volunteer Management Fundamentals

Policies and Procedures Manual Employee Handbook Authored by

Volunteers Three Strike Rule Same Rules for Every Volunteer Volunteer Age

Volunteer Management Fundamentals

Job Descriptions Include Purpose of the Opportunity Authored by the Volunteers CYA – Risk Management

Volunteer Management Fundamentals

Training/Supervision First Day Jitters Promote Self Sufficiency Coaching Volunteers is Ok!

Volunteer Management Fundamentals

Record Keeping Maintain Records on All Volunteers! 1/3 Proof of Your NPO’s Viability Job Security for Volunteer Managers

Volunteer Management Fundamentals

Personal Interview/Screening Every Volunteer Has an Agenda “Why Do You Want to Volunteer

Here? Set Appointment Time15 Minutes

Volunteer Management Fundamentals

Orientation/Evaluation Market Your Programs/Services and

Wish List! Orientation is For Everyone! Even

groups! Evaluate = Comment Card

Volunteer Management Fundamentals

Placement Procedures Volunteer Has Supervisor Contact Supervisor Has Volunteer Contact

Community Restitution Volunteers

Distinguishing between a Community Volunteer vs. Community Service

Volunteer Policies and Procedures CSR Volunteers = new volunteers Three strike rule Proper use of mug shots Take the heat

Marketing to Volunteers Be sure your "product" is integral to

your agency's purpose. Know the value of the experience for

the volunteer.

Marketing to Volunteers Developing the message

Answer the volunteer's unspoken questions. Reassure volunteers that they will be trained Avoid words like "need" and "desperate“ Be honest --- truth in advertising counts!

Marketing the message Know your "competition“ Develop your elevator speech Poor "customer service" can ruin your efforts.

Empowering Interns Wish for the possibilities

Create a specific internship position Prepare for a successful intern

Internal training Job description Policies & procedures Supervision Create ownership

Coping with time management issues

Virtual Volunteerism V8 Volunteering – I could have used

a volunteer! Review your potential volunteer area Is this a possible virtual volunteer

activity? List all the ways to utilize a virtual

volunteer to conduct this activity! Commit to V8 Volunteerism!

Volunteer Recruitment Techniques

Warm Body Proximity Circle of Concern Referral Sources

Essential Elements of Volunteer Management

Recognition

The Event vs. Every Day The Event

Public Recognition Networking Marketing/Development Every Day

• Immediate/Timely• Recognition Commensurate with Action• Personal

Event Awards Most hours volunteered Longevity with organization Dependability Recognize a specific action or

function Recognize everyone equally

Volunteer Motivators Praise volunteer motivators

Thank you’s Small gifts Public recognition

Affiliation volunteer motivators Name badges T-shirts Say “we” “us”

Volunteer Motivators Accomplishment motivators

Certificates Concrete projects

Power/Influence motivators Leadership roles Titles Photos with Executive Year-end awards

Final Word Ensure that recognition is mission

based Include staff in recognition events Know the value of the volunteer

hour $22.55 per hour

http://www.independentsector.org/volunteer_time?s=volunteer%20value

Everything you do for volunteers…do for staff!

Volunteer Recognition Ideas National Volunteer Week

http://www.handsonnetwork.org/nationalprograms/signatureevents/nvw

Volunteers Rock! "What Does My Mentor Mean to Me?“ A Personal Moment Volunteers are Gold Hats off to Volunteers Jeopardy or David Letterman’s Top Ten Tips for writing thank you notes

http://saulcarliner.home.att.net/leadership/thankyounotes.htm Volunteer Recognition Ideas Forum

http://pub47.bravenet.com/forum/show.php?usernum=3992171003&cpv=1

Volunteer Recognition Products

Positive Promotions www.positivepromotions.com

The Thanks Company www.thankscompany.com

Great Events Publishing www.GreatEventsPublishing.com

U.S. Toy www.ustoy.com

Oriental Trading Company, Inc. www.orientaltrading.com

Rhode Island Novelty www.rinovelty.com

Volunteer Recognition Without a Budget

Volunteers are not free! Cost of saying “Thank You” Desk drawer recognition

Essential Elements of Volunteer Management

Retention

Recruitment + Recognition = Retention

Volunteers can be reliable Average volunteer, volunteers for 3

months or a total of 24 hours Invest your volunteers in your

agency Continually “recruit” current

volunteers Volunteer career ladder

Benefits of an Effective Volunteer Program

Community Outreach Additional Human Resources Access Corporate Funding Give a personal touch to clients Fundraising $$$

What Does Your Staff Say About Volunteers?

What bugs you about volunteers? Good vs. Bad Volunteers Volunteers take too much time! Volunteers Are Not There To Take

Your Job!

Wanted:Volunteer Coordinator

Recruit Screen Place Communicate Overall program management Problem solver – liaison

Volunteer Management

Resources

Volunteer Management Resources

Points of Light - http://www.pointsoflight.org/

Hands on Network - http://www.handsonnetwork.org/

Corporation for National and Community Service - http://www.nationalservice.gov/

President’s Volunteer Service Award http://www.nationalservice.gov/about/initiatives/pvsa.asp

Energize Inc. http://www.energizeinc.com/

National Volunteer Days National Mentoring Month – January

http://www.nationalservice.gov/about/initiatives/nmm.asp

MLK Day of Service - http://www.mlkday.gov/

Corporate Philanthropy Day - February http://www.corporatephilanthropy.org/events/international-corporate-philanthropy-day.html

Random Acts of Kindness Week – February http://www.actsofkindness.org/people/days.asp

Cesar Chavez Day of Service and Learning - March http://chavezfoundation.org/

National Volunteer Week April http://www.handsonnetwork.org/events/

• National Mentoring Month – January http://www.nationalservice.gov/about/initiatives/nmm.asp

• MLK Day of Service - http://www.mlkday.gov/

• Corporate Philanthropy Day - February http://www.corporatephilanthropy.org/events/international-corporate-philanthropy-day.html

• Random Acts of Kindness Week – February http://www.actsofkindness.org/people/days.asp

• Cesar Chavez Day of Service and Learning - March http://chavezfoundation.org/

• National Volunteer Week – April 21-27, 2013

http://www.handsonnetwork.org/events/nvw2010

• Global Youth Service Day – April http://www.ysa.org/nysd/

Seasons of Service

4.17.2013 4 R's of Volunteer Management 43

• Join Hands Day – May 1 http://joinhandsday.org/

• National Day of Service and Remembrance –

• September 11 http://www.911dayofservice.org/

• My Good Deed – September 11 http://911dayofservice.org/

• Be The Change Day – October 1 www.saalt.org/bethechange.php

• Make a Difference Day – October 23 http://www.usaweekend.com/section/mdday

• Family Volunteer Day - http://disney.go.com/disneyhand/familyvolunteers/

• National Philanthropy Day - http://www.afpnet.org/national_philanthropy_day_and_afp_awards

Seasons of Service

4.17.2013 4 R's of Volunteer Management 44

National Volunteer Days Global Youth Service Day – April

http://www.ysa.org/nysd/

Join Hands Day – May http://joinhandsday.org/

National Day of Service and Remembrance - September 11 http://www.911dayofservice.org/

Be The Change Day – October http://www.SAALT.org/be

Make a Difference Day – October http://www.usaweekend.com/section/mdday

Family Volunteer Day – November http://disney.go.com/disneyhand/familyvolunteers/

National Philanthropy Day – November http://www.afpnet.org/national_philanthropy_day_and_afp_awards

National Volunteer Awards Corporate Engagement Award of

Excellencehttp://www.pointsoflight.org/recognition

Build-A-Bear Workshop Huggable Heroes Award Programwww.buildabear.com/huggableheroes

The Congressional Awardhttp://www.congressionalaward.org

Daily Points of Light Awardhttp://www.pointsoflight.org/recognition/dpol

Do Something Awardhttp://www.dosomething.org/programs/awards

National Volunteer Awards Giraffe Heroeshttp://www.giraffe.org/nominate-giraffes/nominate-giraffes/

Gloria Barron Prize for Young Heroes http://www.barronprize.org

Nestlé Very Best In Youth http://verybestinyouth.nestleusa.com/public/default.aspx

President's Volunteer Service Award http://www.presidentialserviceawards.gov/tg/aio/index3.cfm

National Volunteer Awards Prudential Spirit of Community

Awards http://www.prudential.com/community/spirit or by calling 1-877-525-8491

Women of Worthhttp://www.womenofworth.com http://www.womenofworth.com/nominations/home.aspx

Youth Service America Awards and Grants Programshttp://www.ysa.org/awards

Nonprofit Risk Management Center www.nonprofitrisk.org

Books and Products: No Surprises: Harmonizing Risk and

Reward in Volunteer Management—5th Edition

My Risk Management Plan

Access Online Tutorials: Volunteer Risk Management

Websites You Should Know GrantStation – www.GrantStation.com

Chronicle of Philanthropy - www.philanthropy.com

Nonprofit Quarterly - www.nonprofitquarterly.org

Blue Avocado – www.blueavocado.org

BoardSource - www.boardsource.org

Idealware – www.idealware.org

TechSoup – www.techsoup.org

Independent Sector – www.independentsector.org

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Mary Beth Harrington501c3 – Taking Nonprofits to the Third PowerPassionate Nonprofit Expertmbharrington64@hotmail.com972-839-9960@mbharrington64