Getting, Training and Keeping Volunteers in the Library

1. Getting, Training and Keeping Volunteers in the Library Instructor: Carol Ross Thomas crthomas816@earthlink.net An Infopeople Workshop Winter 2004

2. This Workshop Is Brought to You By the Infopeople Project Infopeople is a federally-funded grant project supported by the California State Library. It provides a wide variety of training to California libraries. Infopeople workshops are offered around the state and are open registration on a first-come,first-served basis. For a complete list of workshops, and for other information about the Project, go to the Infopeople Web site at infopeople.org.

3. Introductions • Name • Library • Position • What do you hope to learn today about volunteers in the library?

4. Workshop Overview • Getting & Training Volunteers: • Recruitment, Interviewing, Orientation & Teaching • Keeping Volunteers: • Supervision & Recognition

5. What is A Volunteer? A volunteer is a person who gives of his/her time without compensation or promise of reward

6. Why Use Volunteers?

7. Volunteers Supplement Not Replace Library Staff • Volunteers are not: • recruited to take paid staff’s jobs • intruders • Volunteers: • are recruited to help staff • free staff up to do more pressing tasks • should be part of the library’s team

8. Questions for the Group • Do you think volunteers are necessary in our libraries? If yes, why? If not, why not? • In your opinion, to have a successful volunteer program, is it important for the one responsible for the program to be a people person?

9. What A Library Volunteer Does • Shelves books • Is a friends of the library member • Teaches literacy • Assists the children’s librarian • Assists with the Internet • Helps with homework • Delivers books to the homebound

10. Library Tasks: Which Ones Can Volunteers Do? • How many people allow volunteers to: • Handle Money? • Work on the circulation desk? • Whose responsibility is it to determine volunteer tasks?

11. A Good Volunteer Job Description… • Takes thoughtful and careful planning • Is written by volunteer coordinator and staff • Covers every aspect of the assignment • Is essential to get the right person for the job

12. Qualifications Versus Responsibilities • Qualifications • Skills/Experience necessary to do the job • Expert in a particular area that is an asset toyour library • Responsibilities • What is expected of the volunteer on the job Eg., “teach adults how to read” • All parts of the job that you specifically take care of Detailed qualifications & responsibilities are vital for a good job description

13. What’s Wrong With This One? SHELVING BOOKS One of the most important jobs in the library QUALIFICATIONS: *Accuracy *Ability to alphabetize and sort in numerical order *Knowledge of Dewey Decimal System is helpful TRAINING PERIOD: 2-3 hours

14. Example of A Good Job Description: Library Recycling Volunteer DESCRIPTION: To assist with the library’s recycling program QUALIFICATIONS: *Physical lifting-able to do physical labor *Commitment to recycling concept *Ability to perform with a high standard of customer service RESPONSIBILITIES:*Break down cardboard boxes and place them in recycling container *Place books in recycle bins *General maintenance of library dock area TRAINING: *Training will be provided by recycling specialist or supervising librarian TIME COMMITMENT: *1 day a week, 2 hours, ongoing Taken from Sunnyvale Public Library, 10/93

15. Library Resource Aide-Outreach Program DESCRIPTION: Act as a resource aide to library staff on one of our four aide categories. QUALIFICATIONS: *Enjoys library atmosphere *Works well with others *Reliable *Typing experience desirable RESPONSIBILITIES: *Assist in outreach program to shut ins *Select materials to home-bound customers TRAINING: *Training will be provided by supervising librarians, librarians or library assistants TIME COMMITMENT: *Minimum of one day per week, 3-4 hours per shift, ongoing Taken from Sunnyvale Public Library, 10/93

16. Short-Term versus Long-Term Volunteers • How many of you handle short-term volunteers? • Do you handle them differently than longer term volunteers?

17. Try Asking Staff… • If you had a volunteer, what would you have them do? • Write down three things YOU would have them do.

18. Issues Between Staff & Volunteers • Sometimes library staff resent volunteers • Staff will have “buy-in” to the volunteer program, if included in planning the program • Staff don’t want to train volunteers because they: • don’t think volunteers will be there long • believe volunteers will take their jobs • Staff who accept the volunteer program, make volunteers feel welcome

19. Volunteer Recruitment Methods • Word of mouth • good way to get students, retirees share with one another • Local newspaper • excellent way to appeal to the employed person • Local schools • student volunteers involved in service clubs • Via the internet-Online recruitment • all kinds of volunteers

20. On-line Volunteer Recruiting • Can work two ways: • Volunteers can be recruited through your library’s website • Volunteers can be recruited through an on-line recruitment service • Volunteermatch.com

21. Pros & Cons of On-line Recruiting • Pros: • Parents looking for volunteer opportunities for children. • Enables you to reach far and wide for volunteers • Cons • Not all volunteers have computers • On-line recruiting takes away the hummanness

22. Interviewing Volunteers • Be sure to address the following: • what volunteer expects • kind of person volunteer is • your expectation of volunteer • benefit of volunteering • skills/experience of volunteer

23. Interview Tips • Keep to 15 to 30 minutes in duration • Questions; open ended versus closed • Two way process: • you provide info about library • volunteer tells you about him/her self • Should be relaxed • Give volunteer an opportunity to ask questions of you

24. Interviewing Paid Staff Versus Volunteers - Is There a Difference? • Information is still confidential • Questions asked are very similar • End result is right person for the job • Want to make sure that prospective staff or volunteer fit in with current staff

25. Volunteer Forms • Application • Emergency Contact • Assignment Agreement • Time Sheet

26. Background Checks • Fingerprinting done: • at your facility through Live Scan • through the local law enforcement agency • Reference Checks • other volunteer experience • employers • personal

27. Matching The Volunteer With the Right Job • This is successful when you: • have a good job description • thoroughly interview volunteer • discover what motivated volunteer to apply • assign volunteers to tasks that make use of their interests, talents and skills

28. Orientation of Volunteers • Orientations should: • happen prior to beginning assignment • acquaint volunteer with organization, and its policies and procedures • introduce the volunteer to library staff • include a tour of the library and work station • review work hours, safety rules and lunch room privileges

29. Benefits of Orientation • Learn how vital the assignment is to the organization • Make volunteers feel part of the team • Reinforces expectations regarding appearance and behavior

30. “Trained” Volunteers… • Feel confident about their job • Do better at their assignments • Exhibit excellent customer service • Get the job done right the first time • Are library advocates in the community

31. Volunteer Training • Trainers must • Understand the volunteers role • Be positive about the use of volunteers • Should have their training in writing • Be patient with prospective volunteers

32. Energizeinc.com • Energizeinc.com is a wonderful website to utilize in the management of your volunteer program. • Energizeinc.com is a great resource for all of your volunteer needs; everything you ever needed to know about managing volunteers

33. Daily Management of Volunteers • Volunteers should: • have a meaningful task each time they report to work • know their schedule • know where to sign in and out • be familiar with work area • be supervised at all times

34. Supervisors of Volunteers Should… • Have a passion for their program • Be available to volunteers and/or staff who have questions or concerns • Keep track of volunteer statistics • Know how to delegate tasks to staff regarding volunteers

35. Handling Difficulties With Volunteers • Do not allow volunteer to disrupt daily operations • Be prepared with a plan of action; be it counseling, disciplining or dismissal • meet with volunteer to sort out problem • place volunteer in another section • dismiss volunteer if all else fails

36. Volunteer Retention • Volunteers will “stay” if: • they enjoy their work • they feel a part of your library • thanked regularly • properly placed in their job • they feel their value has been acknowledged by staff

37. Volunteer Recognition • Remember to say “thank you” • Volunteer recognition comes in different forms: • some volunteers like gifts, parties, etc. • some volunteers want rewards like: • increased responsibility • more interesting work • promotion to leadership

38. In Summary… • Getting Volunteers: • They don’t replace, they help • You’ve been a volunteer or are one, so you understand • Training Volunteers: • Right Volunteers-Right Jobs=Success! • A well trained volunteer=Success! • Keeping Volunteers: • Properly supervised, you’ll retain them • Always recognize and say, “thank you”