The 4R’s of Volunteer Management Recruitment, Retention, Recognition = Revenue!

1. The 4R’s of Volunteer ManagementRecruitment, Retention, Recognition = Revenue! Presenter: Mary Beth Harrington Mbharrington64@hotmail.com 972-839-9960 August 12, 2014

2. Post About This Session! • Tweet comments about today’s workshop to #4Rvolunteermgmt • Chat with our presenter anytime @mbharrington501

3. 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

4. 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

5. 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

6. Volunteer Management FYI • Executive Directors • Volunteer Managers • New Paradigm: Quality vs Quantity Volunteers! • Board/Intern = Volunteers too! • Volunteer Managements Dirty Little Secret!

7. 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”

8. Status of Volunteerism

9. 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

10. Essential Elements of Volunteer Management Recruitment

11. Volunteer Management Fundamentals • Volunteer Application • Full Contact Information • Work history/skills/talents • Conflict of Interest Statement • Confidentiality Statement • Photo Release • Emergency Contact Information

12. Volunteer Management Fundamentals • Policies and Procedures Manual • Employee Handbook Authored by Volunteers • Three Strike Rule • Same Rules for Every Volunteer • Volunteer Age

13. Volunteer Management Fundamentals • Job Descriptions • Include Purpose of the Opportunity • Authored by the Volunteers • CYA – Risk Management

14. Volunteer Management Fundamentals • Training/Supervision • First Day Jitters • Promote Self Sufficiency • Coaching Volunteers is Ok!

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

16. Volunteer Management Fundamentals • Personal Interview/Screening • Every Volunteer Has an Agenda • “Why Do You Want to Volunteer Here? • Set Appointment Time15 Minutes

17. Volunteer Management Fundamentals • Orientation/Evaluation • Market Your Programs/Services and Wish List! • Orientation is For Everyone! Even groups! • Evaluate = Comment Card

18. Volunteer Management Fundamentals • Placement Procedures • Volunteer Has Supervisor Contact • Supervisor Has Volunteer Contact

19. 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

20. Marketing to Volunteers • Be sure your "product" is integral to your agency's purpose. • Know the value of the experience for the volunteer.

21. 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.

22. 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

23. 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!

24. Volunteer Recruitment Techniques • Warm Body • Proximity • Circle of Concern • Referral Sources

25. Essential Elements of Volunteer Management Recognition

26. The Event vs. Every Day • The Event • Public Recognition • Networking • Marketing/Development • Every Day • Immediate/Timely • Recognition Commensurate with Action • Personal

27. Event Awards • Most hours volunteered • Longevity with organization • Dependability • Recognize a specific action or function • Recognize everyone equally

28. Volunteer Motivators • Praise volunteer motivators • Thank you’s • Small gifts • Public recognition • Affiliation volunteer motivators • Name badges • T-shirts • Say “we” “us”

29. Volunteer Motivators • Accomplishment motivators • Certificates • Concrete projects • Power/Influence motivators • Leadership roles • Titles • Photos with Executive • Year-end awards

30. 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!

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

32. Volunteer Recognition Products • Positive Promotionswww.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

33. Volunteer Recognition Without a Budget • Volunteers are not free! • Cost of saying “Thank You” • Desk drawer recognition

34. Essential Elements of Volunteer Management Retention

36. 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

37. Benefits of an Effective Volunteer Program • Community Outreach • Additional Human Resources • Access Corporate Funding • Give a personal touch to clients • Fundraising $$$

38. 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!

39. Wanted:Volunteer Coordinator • Recruit • Screen • Place • Communicate • Overall program management • Problem solver – liaison

40. Volunteer Management Resources

41. 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/

42. 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/

43. Seasons of Service • 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/ 4 R's of Volunteer Management

44. Seasons of Service • 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 4 R's of Volunteer Management

45. 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

46. 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

47. National Volunteer Awards • Giraffe Heroeshttp://www.giraffe.org/nominate-giraffes/nominate-giraffes/ • Gloria Barron Prize for Young Heroes http://www.barronprize.orgNestlé Very Best In Youth http://verybestinyouth.nestleusa.com/public/default.aspx • President's Volunteer Service Award http://www.presidentialserviceawards.gov/tg/aio/index3.cfm

48. 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

49. 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

50. 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