All About Volunteers: How to Use Volunteers in Your Program
A CYC Staff Training Module
10-13-10
OVERVIEW• Why Volunteers?• Recruitment• Retention• Management• Recognition• Last Thoughts
Benefits of Volunteers
• Multiplier effect – more work accomplished• $$ - Money saved, especially with effective
management programs• In-Kind $$ - required by some programs• Increased visibility for organization• Increased pool of potential donors• Benefits to the organization• Increased effectiveness of donor appeals
RECRUITMENT
Remember
• Each volunteer is unique • There are some similarities based on generational
traits • Important to offer different methods for the
ask and application process – phone calls, personal contacts, electronic messages, social networks
• Do not underestimate the amount of time required for personal attention to volunteers
Nuts and Bolts
• Getting the word out• Application process
Getting the Word Out –What to say
• Positions stem from unmet needs in the organization – volunteers fill many VITAL roles
• Clear articulation in the position description, very similar to a job description
Getting the Word Out – Where to say it
• Partnerships – agencies that require internships and community service hours
• Social networks• Volunteer matching sites• Organization website• Word of mouth, publicity
Getting the Word Out –Who to say it to
• “Traditional” volunteers • Volunteers interested in skill/resume
development• Students• Interns• Public service –
Americorps, etc.• Corporate partners
Application Process
• Initial contact• Application forms
Initial Contact
• QUICK RESPONSE from organization is essential!• Offer options – in person interview to complete
forms, or electronic copies sent• Identify interests, skills
Application Forms
• Application – should include at least basic contact info and space for skills & interests
• Declaration of Criminal Record• Drug screen• Central Registry Clearance• Self-identification Form• Map and Directions to
Testing Facilities
RETENTION AND MANAGEMENT
RETENTION – Keep what you’ve got• Match your organizational response to the individual
volunteer’s skills and needs• Some outcomes volunteers want:– skill development– resume development– portfolios– letters of recommendation– lapel pins & other awards– socializing– networking– personal satisfaction
MANAGEMENT – Keep up with what you’ve got
• Policies and Procedures• Data Management Systems
Policies and Procedures Manual
• Includes application documents• Outlines responsibilities of program volunteer managers• Many forms mirror the staff manual• Includes pages specific to volunteers and a
statement that volunteer has read and agreed to policies
• Develop a manual that suits the organization, its existing policies, staff, clients, and volunteers
• Consider how special situations will be dealt with, such as difficult volunteers or conflict resolution
Data Management
Ideally a data management system will:• Be expandable and migratable• Allow editing as needs change• Capture volunteer name, mailing address,
hours, duties, start date, program, referral source, skills, areas of interest
• Provide trends analyses• Total volunteer hours &
other reports
RECOGNITION
Celebrate!
• Periodic events to acknowledge and say thank you• Organizational awards (pins, certificates)• Personal contact & feedback – organizational
culture of appreciation• Letters of recommendation• President’s Award• Portfolios• Handwritten notes
Behind the Scenes
• Creative funding is often needed for staff, screening, training and management costs
• It’s important to include all staff in discussions about volunteer needs and training. In effective volunteer management programs, staff are a supportive & integral component
• Talk up your volunteer program, including up the ladder
• Network, network, network
Key Points
• Utilizing different approaches for different volunteers is very important
• Early identification of skills and interests• Organizational structure must be responsive, as well
as provide layered support for a volunteer program• Make time for your volunteers• Recognition = Retention
ASK !!!
The best way to find out what anyone wants is to ask, but it’s the simplest thing that is
often overlooked.
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Creative Commons License
• Curriculum content created by Kim McNulty, Volunteer Coordinator at Matrix Human Services and Kristin Kendall, CYC Corps Member at Matrix Human Services. Connect Your Community is a project of OneCommunity, funded by the federal Broadband Technology Opportunities Program.
• This work is licensed under the Creative Commons Attribution 3.0 Unported License. To view a copy of this license, visit http://creativecommons.org/licenses/by/3.0
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