Capacity Building & Volunteer Management

1. Capacity Building & Volunteer Management

2. Goals of this training • You will learn how to identify needs and implement capacity building projects • You will learn how to effectively recruit volunteers to meet the need of your organization • You will learn how to manage volunteers in order to benefit your organization and the volunteer

3. Capacity Building Adding value to your service

4. What do we mean by capacity building? • The ability of an organization to get stuff done more quickly and effectively now and in the future.

5. Why is it important to build capacity? • Building an organization’s capacity allows them to successfully complete their work more effectively. This means that they can serve more people, more effectively, over a greater amount of time.

6. What are some capacity building activities? • We will return to describing these activities in a little bit, but here are a few examples: • Volunteer management • Volunteer recruitment • Connecting with and learning from similar organizations in your area about how they do their work • Training volunteers on how to perform necessary tasks for your service event

7. What are not capacity building activities? • Participating in a service day without being responsible for managing or supervising any of the volunteers.

8. What are not capacity building activities? How do I build capacity in this situation? Ask yourself these questions: • Is there a task that requires training? • Do volunteers know what they are going to be doing before their arrive? • Is there anyone directly supervising the service? Who is answering questions or concerns?

9. What are not capacity building activities? • Only providing mentorship to a single person • Direct service that helps you learn about your organization

10. What are not capacity building activities? • Organize group meetings for fellow mentors to share ideas on how to strengthen the mentorship process • If one doesn’t exist, write a position description for your organization to use for the next mentor. • Write a guide to mentorship which helps to provide guidance to future mentors on common issues or questions with the mentorship process. How do I build capacity in this situation? Here are some ideas:

11. How do I figure out what my organization’s needs are? • Use a SWOT analysis Strengths • What advantages does your organization have? • What do you do better than anyone else? • What do people in your area see as the strengths of the organization? Weaknesses • What could you improve? • What should you avoid? • What do people in your area see as the weaknesses of the organization? • What opportunities can you spot? • What interesting trends are you aware of? Opportunites • What obstacles do you face? • What are other nonprofits doing that you are not? Threats Retrieved from Mindtools, SWOT Analysis at http://www.mindtools.com/pages/article/newTMC_05.htm

12. How do I figure out how to address those needs? • Gap analysis • Identify your future state • Analyze your current situation • Identify how you will bridge the gap Retrieved from Mindtools, GAP Analysis at http://www.mindtools.com/pages/article/gap-analysis.htm

13. How do I figure out how to address those needs? • Future State: • Develop partnerships with two other organizations • Current State: • My organization currently has no partnerships • Bridge the gap • Research local organizations with similar missions • Find events or programs that are similar to your organizations • Develop a partnership proposal describing how both organizations can combine resources to achieve the same goals • Reach out to desired organization and set up a time to meet and discuss this opportunity • Allocate work load between both organizations

14. Where in my organization can I build capacity? • Design and implement a community needs survey • Organize a community needs focus group • Evaluate program outcomes • Reach out to new potential clients or members • Develop tracking materials • Develop a marketing strategic plan • Design marketing materials for programs or events • Write a press release for an upcoming event • Connect to and learn from other similar organizations • Compile a list of potential organizations or community events to develop partnerships • Website development • Social media implementation • Write a grant to upgrade existing IT hardware • Provide staff & volunteer training on a specific software package • Operations & Governance • Planning & Programs • Marketing • Networking & Advocacy • Information Technology • Human Resources • Financial Resources • Researching implications of new government policy on current organization • Provide staff with training on effective management skills such as presenting in front of a large audience • Assess current processes for improvements • Recruit volunteers • Train volunteers • Volunteer recognition • Manage volunteers • Develop tracking materials • Writing a fundraising annual appeal letter • Prospecting potential donors • Coordinating fundraising events • Writing grant proposals McDonough Center. 2009. An Analysis of Nonprofit Capacity Building in the Mid-Ohio Valley

15. Volunteer Management Helping others help you

16. Three R’s of volunteering • Recruitment • Types of service • Organizing the Service • Making the service happen • Motivation for service • Making the case for service • Retention • Keeping volunteers motivated • Making the most of service • Recognition • Informal recognition • Formal recognition

17. Recruitment: types of service • What type of volunteer does your organization need? • One long-term volunteer • Short-term, one-time, or event volunteers • A group of volunteers • Service-learning students • Dedicated interns • Virtual volunteers

18. Recruitment: organize the service • Write position descriptions for volunteers • What specific tasks will be performed? • Will volunteers need to be trained? • Who will the volunteer work with? • Be clear! • Come up with a clever title if posting online

19. Recruitment: organize the service • Make sure to include: • Position title • Time commitment • Location of the service • Main responsibilities/tasks • Supervisor (volunteer manager) name & contact info • Consider including: • Qualifications needed • training & benefits provided

20. Recruitment: making the service happen • Everything is prepared – how do you actually recruit volunteers? • Think about: • Who will be interested and has the time to commit to this? • Wherewill you find them? • What is the best way to approach them?

21. Recruitment: motivation for service • Why do people want to volunteer? • They were asked • Personal Connections • Gain skills/experience • Want to meet new people • Feel connected the mission of the organization

22. Recruitment: making the case for service • Be an expert on your organization • Know the history and mission of your organization • Be familiar with the programs and events that need volunteers • Understand how the organization utilizes volunteers • Be able to demonstrate how volunteers contribute to the organization’s goals

23. Recruitment: making the service happen • Personally asking someone is the most effective method • Indirect methods • Website posting (Volunteer Match) • Social Media (FB, Twitter) • Flyers • Direct methods • Networking events (young professionals) • Volunteer Fairs • Sororities, Fraternities, Student Groups • Companies (volunteer time off) • Retirement Associations • Faith-based groups & churches • K-12 Schools or Youth Organizations (4-H, Athletic Teams, Youth Groups)

24. Retention: keeping volunteers motivated • How to motivate your volunteers • Promptly return phone calls, emails (24-hour rule) – remain in constant contact • Thoroughly explain all volunteer duties and expectations • Teach volunteers about the “issue area” or population served • Keep commitments & promises to the best off your ability • Remember their name – use it often to develop a personal connection

25. Retention: making the most of service • Provide an orientation and training • Brief welcome and overview off the site • Explain who they are serving and about the issue area • Rules and regulations • Utilize their talents • Identify skills on volunteer application • Find ways they could use their talents

26. Retention: making the most of service • Lead a session, discussion, or informal meeting on why the service is important • One-on-one or with a group • Ask thoughtful questions • Suggest fun reflection activities to groups during/after a project • Share an inspiring quote related to the service • Ask volunteers to discuss how they connect to the population or issue

27. Recognition: informal recognition • Types of informal recognition • Say “thank you” daily • Highlight volunteers in your site’s newsletter or your school newspaper • Postcards/thank you cards • Bulletin board on-site with pictures or info about volunteers • Treat them as an important part of the organization • Use nametagsand introduce volunteers to each other

28. Recognition: formal recognition • Types of formal recognition • Annual recognition banquet or event – awards ceremony • Plaques, trophies, ribbons, etc. • Ask for their help! • Train new volunteers • Allow them to have more “professional” duties • Organize a group outing where volunteers get in for free • Sporting events, museums, music events, etc.

29. How to manage difficult situations • Don’t ignore the problem • Listen to the individual’s concerns • Communicate clear guidelines up front • Provide consistent, clear, and thoughtful feedback • Offer support to those involved • See it as a “teaching moment”

30. Tips and tricks • Make it easy to get involved! • Post clear instructions on your website on how to get involved • Remember the little things: details like where to park, what to wear, and who will greet them when they arrive. • Reach out on multiple channels where your volunteers are listening. Share information via email, Facebook, Twitter, phone calls, etc. • Invite volunteers to share their stories and experiences through photo sharing websites and social media. • Encourage current volunteers to invite their friends to help. • Ask volunteers what special skills they may bring to the table that your group could benefit from (artists, web developers, accountants) From Karen Bantuveris, Founder of VolunteerSpot.com

31. Review: what can you do as an ICAP member? • Get to know your community partners – what are their needs? • Can you find anybody at your campus who can meet those needs? • Promote volunteerism among your peers. • Share your volunteer story!