The Art of Volunteer Management

1. 2010 Fundamental Five+ Non-Profit Capacity Training Seriespresents The Art ofVolunteer Management Keith Ranney Art of Volunteering, LLC 10-20-2010

2. Agenda

3. Mahalo to our Sponsors! • Office of Hawaiian Affairs - Community Building Economic Development Grant • County of Maui Department of Housing & Human Concerns, Volunteer Services • Tri-Isle Resource Conservation & Development - Fiscal Sponsor • Grants Central Station - program founder • PlayBook Consulting Group - Fundamental Five+ Series Producer / Coordinator

4. Building on the Past I hear and I forget. I see and I remember. I do and I understand.  -- Confucius • Reinforce… • Share… • Present… • Add… • Structure • Systems • Tools

5. How many of you… • …represent organizations that use volunteers… • On a daily basis • Just for events • Both daily and for events

6. How many of you…

7. How many of you… …have FUN as a volunteer manager? Note: It’s supposed to be fun 

8. What if…? • What if I could promise you that you could cut the time it takes to perform your most repetitive volunteer management tasks by 90%? • What if I could show you how to redirect the time saved doing repetitive tasks toward the use of tools and systems that will raise the overall quality and effectiveness of your volunteer program? • What if I could show you how to make volunteer management fun instead of a chore?

9. Why cultivate the volunteer spirit? • To travel a great distance, it’s best to travel together as a group. But to get to a destination quickly, it’s best to go alone. • With the global and local challenges we now face, we must learn to travel a great distance quickly, as one species, and rally around a common sustainable purpose, or perish. • For me, volunteer management is an exercise in social artistry; mobilizing hundreds of people on behalf of a unified vision. It represents an alternative currency that supports an economy, not of consumption, but of caring and sharing.

10. Subjects to Discuss • Representing interests of both volunteers & the host organization • Engaging your community via social media • Assessing volunteer motivations • Registration & Scheduling Systems • Strategies for Success • Inspiration & Retention

11. Review from 2009 The Top Ten List for a Top Notch Volunteer Program

12. The Top Ten List for a Top Notch Volunteer Program • Roadmap • Why do you need volunteers? • What do you expect them to do? • Where will you assign them? • Who do you want? • When do you want them? (and for how long?) • How will you find them?

13. The Top Ten List for a Top Notch Volunteer Program

14. The Top Ten List for a Top Notch Volunteer Program • Recruitment • We’re going to take 1 Giant Leap beyond last year’s tried and true (tired and outdated) recruitment model and leverage social media.

15. The Top Ten List for a Top Notch Volunteer Program • Retention • Recognition • Reporting • Resistance • Rules & Regulations • Reciprocation • Rejoice • Remember

16. Volunteer Assessment Motivated Skilled Not Skilled Not Motivated

17. Representing Your Organization • Internally (education) • To Exec. Director • To Staff • Employing a volunteer training program and establishing a Communications Hierarchy • Creating a System for Feedback • Externally (marketing) • To your target audience • Differentiating your services & organization • Creating a gratitude program that includes Perks & Benefits or access to services

18. Ultimate Goal: Host Organization Win3 Patrons Volunteers

19. It Starts With You • Owning your program • Cultivating “Buy In” from colleagues • Evangelizing your organization • Capital Development • Leveraged Capacity Building • Engaging Future Donors

20. Volunteer Manager • Clear and effective communications • when, where, why, what, who, how • Inclusive • Honoring of volunteer’s time & energy • Gratitude and acknowledgment

21. Structure • What do we mean by “Structure”?

22. Role(s) of Volunteer Manager Sales Tactician Planner Interface Trainer Energizer Councilor Supervisor

23. Engaging Your Community • Attraction Factor • Competition • Branding • Collaboration

24. Segmenting Volunteers • WWII 1928-1945 • Boomers #1 1946-1954 • Boomers #2 1955-1965 • Gen X’ers 1965-1980 • Millennials (Gen Y) 1981-2010

25. Systems What are the tasks that take up most of your time? • Maintaining accurate contact information • Assessing your volunteers skills and motivation • Scheduling, rescheduling (last minute cancellations) • Training, orienting • Supervising • Retention / Appreciation / Acknowledgment

26. Tools: Personal Development

27. Tools: Personal Development

28. Tools: Personal Development • greater carrying capacity • more space • more compassion for yourself • more compassion for others * Ho’oponopono may be the most valuable tool in your interpersonal communication skills tool kit.

29. Social Media • Twitter • LinkedIn • Facebook

30. Social Media • Facebook • The most effective way to engage the volunteer community in 2010 (which also considers “cost”) is developing a social media presence and getting to know your community through this globally interconnected multimedia platform.

31. Facebook: Personal

32. Facebook: Organization

33. Facebook: Wall

34. BREAK10 minutes Next up: System Tools

35. Tools: Database Research Andar Web-Based Volunteer Management, from Helix Count Me In (for sports league volunteers) CiviCore Volunteer Management CiviCRM, open source and freely downloadable DonorPro, by TowerCare Technologies ebase, free single-user download eteambuilder FundRaiser Select and FundRaiser Professional, now a part of Blackbaud GiftMaker Pro Volunteer Module/Campagne Associates GiftsFriends&Time Giftworks – integrated donor and volunteer database Golden Futures Foundation 501(c)3 Homeworks, by Cerner Income Manager v.5.1 Metrix (free -- uses MS Access) OrgAction Online Volunteer Database Raiser's Edge by Blackbaud ROVIR, the Retriever of Volunteer Information and Reporting Salesforce.com Samaritan Technologies (eCoordinator) ShiftBoard Son of Service (SOS) (free) Tapestry, by VisionLink Tools for Organizations/Habitat Scheduling The Registration System (TRS), developed by Simply Hospitality V-Base, Developed by do-it and YouthNet UK (United Kingdom) V2/Volunteer2/Volunteer Squared*** VolCentre Volgistics, Red Ridge Software Voltrax Volunteer Coordinator/Infosoft Volunteer Event Management (VEM) from Volunteer Solutions Volunteer Management System (VMS) , a free MS Access database by Wright Information Technology Solutions Volunteer Reporter (formerly RSVP Reporter) Volunteer Works, Red Ridge Software Vol - Track VSys One When to Help

36. Tools: Volunteer Impact • Volunteer Profiles • Find Volunteers • Create Activities • Activity Profiles • Scheduling • Communicating • Tracking Hours • Reporting

37. Admin: Contact

38. User: Contact

39. Admin: Qualifications

40. User: Qualifications

41. Admin: Custom Fields

42. User: Custom Fields

43. Admin: Committees

44. Admin: Interests & Availability

45. User: Interests & Availability

46. Admin: Schedule

47. User: Schedule

48. Admin: Exporting Data

49. Measure & Report on Activities • PDF - best for printing to emailing to others • Excel - handy for combining with other data or doing additional data analysis  • MHTML - for publishing text and graphics together in a web page format • JPG -  for cropping out graphs for use in your website • TIFF - for creating an image for use in print materials

50. Measure & Report on Activities • Create lists of volunteers according to; • Interests • Assignments • Qualifications • Custom fields • Dates on the schedule • Number of hours worked, or • Any combination of the above