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Learn how to review, understand, and report on performance measures and VADs to support VISTAs in achieving their goals. Explore changes to the program and maternity leave updates.
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Review & Brainstorm Review final copies of your site’s performance measures and VADs. How we can help VISTAs understand what these mean and how to report on them?
New: Changes to the program this year Maternity Leave Utilizing your MNA membership
Maggie’s having a baby Anticipate being out from early September – mid-October. Things that will be affected: Fall site visits My presence at some trainings Key contacts are Sarah, Zekiye, and Mary. Sarah Pinder, spinder@mnaonline.org, 517.492.2439 Zekiye Salman, zsalman@mnaonline.org Mary Rose, mrose@mnaonline.org
Maximizing your MNA Membership Talent Strategy SummitKeynote Speaker: Vu Le, Nonprofit AF blog DetroitAugust 22Discount registration until August 1 Our Common FutureIndependent Sector Conferencefirst deadline for scholarships is August 4National Speakers include: Mo Rocca, CBS Sunday MorningKrista Tippett, On BeingAoife McArdle, AirbnbAnnie Plotkin-Madrigal, AshokaHeather Peeler, Grantmakers for Effective Organizations
Lunch Regroup at 12:45
Supervisor Roles & Responsibilities • Educate the community and staff about VISTA • What is the VISTAs role in the organization? • Who is the VISTA, personally? • Ensure adequate resources to accomplish VAD tasks • This means making sure the VISTA has a computer/lap top, access to the internet, e-mail, phone, etc. • Speaking of the VAD… • Make sure the VISTA understands what’s expected • Review the VAD frequently, together • Provide regular feedback • Not only to the VISTA… • …but also the VISTA Leaders & the Program Manager!
Supervisor Roles & Responsibilities • Make sure the projects the VISTA is doing are sustainable • “How can this continue when the VISTA is gone?” • Encourage and provide opportunities for VISTA’s personal and professional growth • MNA will provide Post-PSO and Mid-Year training professional development days • If you see something in your community you feel would benefit the VISTA professionally or personally, do it! Attend the supervisor meetings/trainings provided by MNA! • Support the integration of VISTA(s) into your organization and community! • Add the VISTA to office-wide email distribution • Host a potluck lunch for the VISTA • Other suggestions? Be your VISTA’s GREATEST support!
Before the VISTA starts… What has prevented your organization from successfully completing this work (or work like this) in the past? Will the VISTA be new to your community? (What can you do to introduce them?) Revisit the strengths and weaknesses of your VISTA (consult your interview notes)
Before the VISTA starts… • What are the reporting requirements & schedule for your project? • Are tools in place to capture data or is that part of the VISTA’s responsibility? • What partnerships are established? What is the VISTA’s role with your organizations partnerships? Is the VISTA developing new partnerships? • Are you being realistic about your time dedications to the VISTA? • Is there an appropriate workload prepared for the VISTA? “My supervisor & I created a 30-60-90 day plan focused mainly on capacity building efforts. These included looking at systems & processes in place directly related to my VAD & coming up with improvements…” – Current VISTA
When the VISTA starts… • OSOT Checklist (in binder) • Go over the VAD together • Make appropriate introductions to staff members, stakeholders, board members, community partners, etc. • When introducing the VISTA, tell people why they are there and what they’ll be working on! • When you attend meetings, professional development trainings, or networking events bring your VISTA (if appropriate)
When the VISTA starts… Talk about work styles (yours and theirs) Talk about expectations (yours and theirs) Office etiquette? Schedule weekly meetings! Understand the difference between VISTA and an employee (there to do a specific project and NOT to pick up the slack)
When the VISTA starts… Instead of trying to fit everything in on the very first day, consider spreading the content out over the course of a few days and/or weeks. Make a checklist so you remember to touch on all the things the new VISTA will need to know!
How do you motivate your VISTA? • Connect with why s/he wanted to serve in the first place! • Talk about goals! • Provide opportunities for the member’s leadership • What does s/he want to accomplish by end of service term? • Use performance reviews effectively • Constructive criticism • What is the VISTA excelling at? • Provide positive reinforcement • Highlight the VISTAs work in a newsletter or website • Mention positives to the staff • Make the work relevant (not busy work)
Supervision vs. Coaching Supervision Coaching and Communication Promote a culture of ongoing learning and growth. Ask open-ended questions and collaborate in problem-solving with your VISTA(s). Share with your VISTA(s) your conversation style, how you’ll give feedback, and other working agreements. Provide actionable, positive feedback when appropriate. Be open to hearing VISTA complaints, obstacles, and frustrations without judgment. Assist VISTAs in finding their own solutions to problems. Develop protocols for addressing conflict. Employ the experiential learning cycle: Describe, Interpret, Generalize, Apply (see David Kolb’s work on learning styles for details). • Familiarize yourself with each member’s VAD. • Assess entry capabilities and review the member’s Individual Development Plan (IDP) to map a plan for him or her to build skills and knowledge. • Create a weekly check-in schedule. • Prepare for the end-of-service transition. • Create measurement milestones and progress indicators aligned with project goals (refer to the VAD). • Provide resources and guidance in working with the community. • Provide contact methods (phone, text, email, etc.) and reasonable hours of availability for a member to contact you.
Throughout the service year Express your expectations Listen/Hear your VISTA Give Constructive Feedback Do you have “Open Door” Policy? If not, clarify what’s appropriate! Make yourself a resource Empower VISTA to take ownership of their work Celebrate National Service with the VISTA
Throughout the service year • Recognize situational problems: direct service, getting stuck on one project or being “bored,” burning out • Burnout occurs when the constant demands of our personal & professional world exceed our ability to manage & cope with them. • Identify and upgrade skills (professional development) • Introduce the VISTA at community meetings & conferences (when appropriate) • Allow the VISTA to branch out and try new things! • Note: “Addressing Mental Health Challenges” webinar on VISTA Campus.
Advice from Current Supervisors Coaching their personal development: • Be available, approachable, welcome questions, provide feedback, provide recognition. • Find out what their long term goals are, so you can provide experiences that might help them grow and develop • Get to know how they work best and create opportunities for them to work in those conditions. Find a common communication style. • Take them to fun events, like fundraising dinners partner agencies have • Attend monthly Chamber of Commerce activities and public programs offered by local colleges • Creating meaningful conversation during menial group tasks • Get to know your member personally, treat them to special things like a gas card • CALL MNA with questions or to check in
Advice from Current Supervisors In the office: • On-board vista like you onboard any new staff or volunteers...don't make them "different", make them part of the team. Ensure they know the office culture. • Very important to have set weekly communication meetings! Take this time to discuss the upcoming week, projects, any issues or concerns, and how as a supervisor we can help • Set very clear expectations with your VISTA. Have them share their understanding to check if you are both on the same page! • Introduce them to community members, take them to community meetings and sharing with them your experience in the community. We provide housing so they are truly part of the community • I always have our VISTA attend a board meeting (and they are welcome to attend all if interested) • Help them get to know the other staff so they can be "in" on the jokes and general office banter
Ten ideas for a successful VISTA year • Schedule weekly check-ins! • Being available to the VISTA • View the VISTA as a partner • Allow the VISTA the freedom to take on projects • Allow the VISTA to try new things! • Encourage VISTA to exploreprofessional development • Make the VISTA a member of the team! • Constructive feedback • Bring your VISTA to meetings • Tailor activities to your VISTA’s interests
LBJ’s kick-butt VISTA quotation Johnson welcomed the first group of 20 VISTA volunteers saying, “Your pay will be low; the conditions of your labor often will be difficult. But you will have the satisfaction of leading a great national effort and you will have the ultimate reward which comes to those who serve their fellow man.”
Time for self-reflection Be ready to share some stories and ideas…
Who impacted YOU as a supervisor? What successful skills/attributes did this person have? Think about a negative supervising experience you’ve had. What skills were present or lacking in this experience? Write down three or more commitments you will make to your supervisees.(Example: “You can always come to me with new ideas! I really want you to make this year your own.”)
How do you best communicate? Where do you feel you fit on this continuum? How could this impact your work relationships? You imply or suggest what you mean. Often, you soften your message to spare people’s feelings “Telling it like it is!” You think telling the truth is most important, even if it hurts people’s feelings.
How do you best communicate? Where do you feel you fit on this continuum? How could this impact your work relationships? Building relationships is primary goal, the work & the people cannot be separated. Begin with small talk & then talk business. Accomplishing tasks is more important. Do the work first, have the small talk after.
Dominant Communication Styles • Before taking this assessment, read through the first two pages and take a guess which style you think you are. • After you’re done, talk to your neighbor: • What surprised you about this exercise? • How do you think knowing this about yourself will assist you as a supervisor?
Over three service quarters the 2015-2016 members have brought about the following results: * 5,563 community volunteers recruited for service * $51,296 in grants or monetary donations brought in to support their service in Michigan communities * $259,379 worth of in-kind goods or services donated to support their service in education and economic opportunity * 104 events implemented to promote college access & success with low-income and/or first-generation college students * 3,966 K-12 students reported having improved academic engagement * 18 workshops related to employability facilitated that reached 308 low-income job-seekers; 83% of them reported better knowledge of resources and employment opportunities because of the workshop. * 1,244 people attended workshops related to financial literacy facilitated; 81% of workshop recipients reported better money-management skills as a result * 224 high quality service-learning projects facilitated in K-12 schools and classrooms
