Volunteer Management

1. Volunteer Management Kathryn Owen kowen@usagso-na.org Volunteer Management Part 1

2. Objectives Developing a Volunteer Program Benefits Integration Volunteer Structure Volunteer Policies Volunteer Manual Recruiting and Retaining Volunteers

3. Why Use Volunteers? Valuable is the work you do. Outstanding is how you always come through. Loyal, sincere and full of good cheer. Untiring in your efforts throughout the year. Notable are the contributions you make. Trustworthy in every project you take. Eager to reach your goals. Effective in the way you fulfill your role. Ready with a smile like a shining star. Special and wonderful – that’s what you are. -Unknown

4. History snapshots of Volunteer Management • 1736 Benjamin Franklin begins first volunteer fire department • 1861-1865 Ladies Aid Societies created to make bandages, shirts and tents, etc for Civil War • 1930’s Great Depression – National Committee on Volunteers • 1941 Office of Civilian Defense if formed to organize civilians support for WWII • 1946 AWAG formerly known as American Occupation Women’s Voluntary Service for relief aid sent by stateside clubs and church groups to post-war Germany. • 1961 Peace Corps created by President Kennedy • 1990 President Bush’s call to action, the Points of Light Foundation – spirit of service • 2001 United Nations proclaims 2001 International Year of the Volunteer with 1,000 partners

5. What can volunteers do for your organization? List the specific tasks that volunteers can perform to benefit your organization. 1.________________________________________________ 2.________________________________________________ 3.________________________________________________ 4.________________________________________________ 5.________________________________________________ Etc…

6. What motivates people to volunteer for your nonprofit rather than another organization? Make a list: 1.________________________________________________ 2.________________________________________________ 3.________________________________________________ 4.________________________________________________ 5.________________________________________________ Etc…

7. How will the community be improved because of your volunteer program? Make a list: 1.________________________________________________ 2.________________________________________________ 3.________________________________________________ 4.________________________________________________ 5.________________________________________________ Etc…

8. Integrating Volunteers into your Organization • Volunteer Strategic Plan • Goals, objectives, action steps • Person responsible for each action • Dates for actions • Budget

9. Begin with your Mission Statement Sample goals: Volunteers will be an integral part of every program of our organization. Volunteers and staff will receive necessary training to work together effectively Volunteers will be recognized and rewarded for their contributions

10. S.W.O.T. Analysis Strengths Weaknesses Opportunities Threats

11. SMART OBJECTIVES SPECIFIC MEASURABLE ACHIEVABLE RELEVANT TIME – BOUND The number of volunteers that serve as mentors will increase by 20% We will host an annual recognition luncheon.

12. Action Steps • Describe the tasks to accomplish the objective. • Each objective may have several action steps. • Identify who is responsible for each action step and time frame for completion. • Can include estimated costs, especially for new or grant funded project.

13. Sample Plan 4. Goal: ____ Volunteers will receive necessary training to work effectively.

14. Volunteer Management StructureVolunteer Management Center: Independent organization recruits, trains and manages volunteers – Places volunteers with nonprofit organizationsorNonprofits: Integrate volunteer program administered by either paid staff or volunteer

15. Executive Director’s Role • Accurately estimate cost of volunteer program and include it in the budget • Lead by example to encourage staff to work well with volunteers • Recruit volunteers • Thank volunteers

16. Volunteer Policies and Procedures Manual Mission Statement: Brief History of the Organization Organizational Chart of staff and volunteers with titles

17. Philosophy of the Volunteer Program Who is a Volunteer? Anyone who chooses to perform a services for an organization without compensation or expectation of compensation The Scope of Involvement: based on the need of the organization and the skills of the individual Classifications of Volunteers: Professional: highly skilled, give their time and resources Spontaneous: show up as a response to an emergency or special need Stipend: receive some compensation: i.e.: paid interns

18. Policies • Volunteer age policy – minimum age • Background checks • Grievance procedures – Whistleblower policy • Confidentiality • Conflict of interest • Alcohol/Drugs • Volunteer/Client Relationships

19. Policies, cont. • Dress code • Telephone and Computer Use Policy • Attendance Policy • Expense Reimbursement • Volunteer Risk Management

20. Volunteer Job Descriptions Job title Supervisor Objective: why is the job needed? Responsibilities: Tasks to do the job Qualifications: Skills, education, experience Time commitment: hours per week Training: orientation and job specific Additional requirements: physical, background checks, health requirements

21. Volunteers Are Not Free • Resources to fund the program • Will a paid volunteer manager be necessary? • Training costs • Support and supervision • Risks associated with volunteer program • Cost of recruitment • Cost to recognize and reward volunteers • Overhead necessary

22. Recruiting and Retaining Volunteers What today’s volunteers want: Skills-based and project based Focused on impact Creative Meaningful and challenging Flexible and virtual Training Activities that make a difference

23. Methods to recruit volunteers ____________________________ ____________________________ ____________________________ ____________________________ ____________________________

24. How to Retain Volunteers: WIFFM • Self Actualization: fulfills creativity; challenge to be me; self respect • Awards, peer recognition • Meet new people; networking • Learn new skills; increase employability • Food; t-shirt

25. Thank You!