How to Recruit, Lead and Manage Volunteers

1. How to Recruit, Lead and Manage Volunteers John A. Godzac, CPCM, Fellow Denver Chapter NCMA 5th Annual Leadership Summit Learn How to Build and Manage a Successful Chapter

2. Objective • Maintain an effective chapter organization that provides value to members by: • Recruiting members to serve as volunteer leaders, and • Preparing them to lead the chapter. NCMA 5th Annual Leadership Summit Learn How to Build and Manage a Successful Chapter

3. The Leadership Challenge • How can I leave the organization in a better condition than when I joined it? • How do I motivate people without applying tangible rewards and discipline? • How do I manage and lead an organization without having direct control over individual performance? • How do I ensure chapter knowledge is effectively transferred to new leaders? NCMA 5th Annual Leadership Summit Learn How to Build and Manage a Successful Chapter

4. Mary Bill John 1959-1995.Leadership succession was orderly, with a gradual and deliberate transfer of knowledge. 1 2 3 4 5 6 7 (YEARS) There was significant overlap of leaders. Corporate knowledge was retained. Members spent years “learning the ropes”. It took 3-5 years to achieve the pinnacle. NCMA 5th Annual Leadership Summit Learn How to Build and Manage a Successful Chapter

5. Ashley Karim Frank 1996-2006More frequent, abbreviated transfers of knowledge. In some cases, no direct transfer of knowledge. 1 2 3 4 5 6 7 (YEARS) Little or no overlap of leaders. Corporate knowledge is lost. Members assume leadership positions without preparation. Pinnacle achieved in 0-3 years. NCMA 5th Annual Leadership Summit Learn How to Build and Manage a Successful Chapter

6. Step 1: Prepare Yourself To Lead • Understand the current environment. • What’s happening in Contract Management? • What’s the country’s economic condition? • What are your chapter’s customers planning? • Know everything about NCMA and your chapter. • Available programs and services. • NCMA policies. • Customary practices. • Develop a vision that can be shared. • Team behavior starts with a feeling of shared ownership. NCMA 5th Annual Leadership Summit Learn How to Build and Manage a Successful Chapter

7. Step 2: Lead by Example • Exemplify integrity of character – be open and honest, every time. • Demonstrate consistency of action – do precisely what you say you will, every time. • Perpetuate transparency of decision-making – involve others, every time. • Evidence self improvement – through NCMA leadership development programs or otherwise. Show them how it’s done! NCMA 5th Annual Leadership Summit Learn How to Build and Manage a Successful Chapter

8. Step 3: Create a Positive Environment • Have an optimistic outlook (versus complaining). • Be goal oriented (versus politically oriented). • Apply team-based problem-solving and decision-making (versus making unilateral decisions). • Foster inclusion (versus exclusion). • Provide frequent formal and informal rewards. Show them their efforts are worthwhile and valued! NCMA 5th Annual Leadership Summit Learn How to Build and Manage a Successful Chapter

9. Step 4: Know Your Members, Their Stakeholders, and Your Volunteers • What are your members’ problems, challenges, and needs? • What are their employers’ problems, challenges, and needs? • Let members and their employers know they can influence and shape the chapter by participating as volunteer leaders. • Understand the work that must be done. • Learn the knowledge, skills, and abilities that are essential for getting the work done, today and in the near future. • Get to know the volunteers’ interests, individual knowledge, skills and abilities, and weaknesses. NCMA 5th Annual Leadership Summit Learn How to Build and Manage a Successful Chapter

10. Step 5: Recruit Your Team • The most effective recruitment technique is asking a member to help in a small way, face-to-face. • Email, newsletter, and website calls for assistance may develop a short list of possible candidates, but you need to ask them personally to secure their commitment. • Have task descriptions – be specific, rather than job descriptions. • Break work up into smaller chunks, of shorter and more definite duration. • People will avoid adding a new “responsibility” to their workload, particularly if the obligation is unknown or open-ended (and possibly limitless). NCMA 5th Annual Leadership Summit Learn How to Build and Manage a Successful Chapter

11. Step 6: Create a Succession Plan • Must be fluid – people come and go quickly. • Develop “agreements”, which are “moral contracts”, with key volunteers. • Do not be afraid to “fire” a volunteer. Of course, how you handle it is most important. • Don’t just “let it happen”. Not everyone is suited to lead the chapter. Recruit talent, and match it to the right job. • Put more effort into knowledge transfer – don’t just hand over files. • Utilize mentors more effectively. NCMA 5th Annual Leadership Summit Learn How to Build and Manage a Successful Chapter

12. Step 7: Make Yourself Replaceable • Have a plan for yourself – what do you do next? • Make it clear to your team that you are moving on – following your plan. • Does not mean you cannot continue your participation as a mentor or advisor. • Let go! NCMA 5th Annual Leadership Summit Learn How to Build and Manage a Successful Chapter

13. In summary • Leave the organization in a better condition than when you joined it. • Prepare yourself to lead. • Lead by example. • Create a positive environment. • Know your customers. • Know your team. • Create a succession plan. • Make yourself replaceable. NCMA 5th Annual Leadership Summit Learn How to Build and Manage a Successful Chapter