Recruiting, Nurturing & Retaining Volunteers

1. Recruiting, Nurturing & Retaining Volunteers Don C. Bramlett, PE, SMIEEE IEEE Region 4 Director 2009-2010 Southeastern Michigan Section DTE Energy – Project Engineer

2. Who is Volunteering • 49% of American adults volunteered 1995 • Over 50% of American between 25 and 54 years old • 45% of all American men and 52% of all American women • Increases with education attained, over 70% of college graduates volunteered an average of 4.8 hours a week • Increases with household income, 69% with income over $100,000

3. Type of Organizations • People are most likely to volunteer for charitable and community service projects; many people want to “make a difference” or help to solve a problem • Many trade and professional organizations, like IEEE, are finding it difficult to compete for their members’ volunteer time; numbers diminishing

4. Reference Resource “Volunteers: How to Get Them, How to Keep Them” By Helen Little Panacea Press, Inc. Naperville, IL 1999

5. Needs of a Volunteer • A specific manageable task with a beginning and an end • A task that matches the interests and reasons for volunteering • A good reason for doing the task • Written instructions • A reasonable deadline for doing the task

6. Needs of a Volunteer • Freedom to complete the task when and where it is most convenient for the volunteer • Everything necessary to complete the task without interruption • Adequate training • A safe, comfortable and friendly working environment

7. Needs of a Volunteer • Follow-up to see that the task is completed • An opportunity to provide feedback when the task is finished • Appreciation, recognition and rewards that match the reasons for volunteering • Value added to encourage employer support of volunteer efforts

8. A specific manageable task with a beginning and an end • Position/Job/Task Specification: Specific Roles - Written Job Descriptions, Instructions and/or Work Directions • Skills – Knowledge – Experience • Responsibilities - Duties • Time Commitment - Schedule • Making the Appeal • Ask for help personally • Personal contacts, Meeting attendees, etc

9. A task that matches interests and reasons for volunteering • Volunteer motivations • Affiliation – Power - Recognition • Professional Growth - Networking • Determine volunteer interest • Polls – Surveys • Interview volunteers

10. A good reason for doing the task • Work or task should be important to the functioning of the organization • Volunteer must feel he/she is making a meaningful contribution • TEAM – Together Each Achieves More • Will lead to a greater level of commitment to the task

11. Written Instructions • Job Description • Work Directions • Detailed Instructions • Letters of appreciation and thanks

12. A reasonable deadline for doing the task • Establish a schedule, interim milestones and deadline for completion of a task • Mentor and follow-up with the volunteer on progress to completion of a task

13. Freedom to complete the task when and where it is most convenient for the volunteer • Avoid inefficient, time-consuming and wasteful face-to-face meetings • Make use of conference calls and communication technologies • Provide the volunteer flexibility • Monitor progress of the volunteer

14. Needs everything necessary to complete the task without interruption • Plan the work and work the plan • The 5Ps – Proper Planning Prevents Poor Performance • Provide the needed materials and info early in the process • Increase the probability of success • Mentoring and support needed

15. Adequate Training • Match training to the experience, needs and duties of the volunteer • Offer alternatives for training • Mentor and monitor volunteers • Annual Section & Chapter training

16. A safe, comfortable and friendly working environment • Meeting locations need to be well identified, safe, secure and convenient • Volunteers need to feel welcome and be treated as valuable members of the team • Mentor and monitor volunteers • Provide for special needs • Volunteers will have a more positive image of the organization

17. Follow-up to see that the task is completed • Volunteers are colleagues & partners, not subordinates or employees • Give opportunity to perform • Monitor and provide feedback • Be a coach and cheerleader • Mentor and counsel, as needed • Fire a volunteer, if necessary

18. Opportunity to provide feedback when the task is completed • Solicit feedback from volunteers • Volunteers value the opportunity • After Action Review (AAR) process • Lessons learned opportunity • Learn about problems encountered • Prevent potential problems in the future and loss of volunteers

19. Appreciation, recognition and rewards that match the reasons for volunteering • One of the easiest and least expensive needs of a volunteer • Thank each volunteer personally • Publicly recognize volunteers, as appropriate, in a timely manner • Provide a position with more authority and responsibility

20. Value added to encourage employer support of volunteer efforts • Professional Development of Employee: Leadership, Project Management, Oral Presentation, Communication, Team Building, & Management Skills • Technical Development of Employee in training and educational forums • Exposure to state-of-the-art technology • Potential Impact on Industry Standards

21. Long Term Benefits • Meeting volunteer needs creates a win–win situation • Volunteers benefit when you understand and meet their needs • The organization benefits too • A more successful organization • More long-term productive volunteers & more active members