Erik Hornberger 2011 Leaders Workshop

1. Recruiting for Collaboratory Erik Hornberger 2011 Leaders Workshop

2. Recruiting for Collaboratory Itinerary: How members join Collab Recruiting Philosophy Recruiting Practices Strategic / General Tactical / Specific Erik Hornberger 2011 Leaders Workshop

3. First of all… The way members join Collaboratory has changed And it makes a difference in how you will recruit WOAH! Really?! Let’s talk about Why…

4. Why did we want to make changes? Problems we wanted to solve • Visitors showing up unexpectedly • Is bad for the team • Is bad for the visitor • Amorphous membership criteria hurts us • When do visitors become members with responsibility? • How do new members know what is expected of them? • Finite number of potential workers • We need a way to shuffle members between groups • Our work is supposed to be professional, but our methods for recruiting were not • Recruiters can only guess what work is available in a certain group for prospective members

5. The Low Down: Online Interest forms and Scheduled Visits Member Registration Form Job Descriptions • Potential members have to receive an invitation before visiting a Monday night meeting • There is now an application that perspective members will fill out • Each group will develop recruiting needs, and write job descriptions, including qualifications So tell me, how is this going to help?

6. Job Descriptions Here’s Why: Rationale • Helps perspective members understand your work! • New members will always be aware of your expectations for them! • Helps other recruiters direct new members to you! Group: Education Project: Bukina Summer Enrichment Program Description: Translating teaching tools and materials Qualifications: French language ability, compassion for the handicapped (2hr/wk) Group: Education Project: Burkina Summer Enrichment Program Description: Creating math literacy tools for the blind Qualifications: Math or Education major, compassion for the handicapped, desire to travel to Africa to implement. (2.5hr/wk) Group: Transportation Project: LSA Description: Assembly of LSA’s wings Qualifications: Mechanical Engineering, interest in planes, willing to be trained to assemble the LSA’s wings. (3-4hr/wk) Group: Staff Project: Marketing Description: Collaboratory promo video Qualifications: video editing experience, leadership ability, conduct interviews, create and adhere to a schedule, 3hrs/wk

7. Here’s Why: Online Interest Form and Scheduled Visits Rationale Online Interest Form • Replaces the paper sign up sheets we used to use • Saves the Assistant Student Director a lot of work • Allows us to introduce interested students to more than one group Schedule Visits • Now you will always have notice when potential members are going to visit • This means you have time to prepare • It also means you won’t be interrupted during important work time • This translates to higher member retention rates!

8. Here’s Why: Member Registration Form Rationale • We always get asked, “where do I sign up?” • Member registration make membership concrete • It’s easier for new members to understand • You have control over who joins your group • It allows us to “automate” tasks associated with new members • We can recognize new members in chapels • Makes members feel appreciated and welcome • Reminds new members that there are a lot of people expecting them to stick to their commitment

9. Member Registration Form! The interest form and registration form help new members transition in smoothly, and they save you hassle! Benefits of well defined membership • Expectations for participation are clear • You know when you can start giving somebody long-term project work • The registration form gives new members a chance to indicate if they’re interested in leadership • They learn early that they have an opportunity to lead, which motivates them • You can spot upcoming leaders earlier and prepare them better I see!

10. The registration form saves you work! When somebody fills out an application • They get a wiki log in • They get a civi log in • They are added to our member count • Valuable survey data is collected • We find out if they’re interested in leadership • They can buy Collab-wear • They get a MAP 2.0 log in This is all the stuff you don’t have to worry about keeping track of thanks to the registration form! **Leaders are still responsible for adding members to MAP 2.0

11. When people ask how to join Collab… • Start with these three steps • *Optionally: Review “Hiring Document” and find a position you’re interested in • Fill out an interest form • Wait for a leader to contact you Visit the group, decide if you like it, and interview Fill out member registration

12. Questions? So that’s how the process looks on paper Now let’s talk about recruiting philosophy

13. Recruitment Philosophy • We want to explain the Collaboratory as both benefactors and contributors • The Collaboratory is a community. It has a culture of excellence, and exclusivity is part of its appeal • Experience is second to Passion Primary Objective: Committed, goal oriented members who want to work with other of the same bent

14. This is what we’re not • The Collaboratory is not a resume shop • It’s not something you can half-way commit too • It’s not an invention club • It’s not a holding tank for IPC • It’s not just Monday nights

15. Recruitment Strategy:A three-phase process • Phase 2: • What does joining Collab mean? • It’s a commitment, and we’re looking for serious members. That said, it is rewarding • Time Commitment – like a sports team. • Collab is a tight-knit community • Monday night chapels/meetings, Fall retreat, and various other events • Phase 1: • What is Collab? • What is Collab, practically? What do we do? • Examples of projects and activities • What is Collab, essentially? What do we stand for? • Empowering the poor • Servant-Leadership • Sustainable solutions • Etc. • Phase 3: • Getting them to stay • Provide meaningful work/opportunity to make a difference • Provide a sense of community • Create an environment of positive peer pressure to succeed • Express to each member their importance Inform Recruit Cement

16. We’ve just discussed the game plan Now let’s talk about practical recruiting skills

17. Recruiting Checklist:What you need to be able to do What is Collab essentially? • Quickly (< 20sec) explain what the Collaboratory is • Often more difficult than it seems • Quickly explain what your group/project does • Listen to discern the interests of the student • Be aware that students interests are not always related to their major What is Collab practically?

18. Explaining Collab in 20 sec! Phase 1: What is Collab? • Who we are • Students and Faculty working together • Highlight student leadership opportunities • What we do • Projects focused on connecting professional disciplines and service with real clients • How we do it • Invested partnerships with long-term clients Your explanation should emphasize all three points equally

19. Example The Collaboratory is a group of students, educators, and professionals, who seek to obey the Lord’s instructions by taking on projects and solving real problems that require our academic and professional skills. We accomplish this by investing in lasting partnerships with our clients. 1. Who we are 2. What we do 3. How we do it

20. Practice Intro • With one other person, come up with a way to introduce the Collaboratory • Practice it • Give each other feedback • Practice it again

21. Strategy put to practice Phase 1: What is Collab? • (REMEMBER): Our chief goal is to make people know what Collab is! • Basic, basic, basic • If you give them details too early you’ll confuse them away • invite to the pizza party

22. Approaching People Phase 1: What is Collab? Freshmen will not talk to you. You must approach them! • Try introductions like… • “Can I tell you about Collab?” • “Do you mind if I tell you about Collab?” • “Has anybody told you about Collab yet?” • A smile and a low-pressure enthusiastic presentation These statements are difficult to say “no” to. They seem friendly because we’re not asking them to join, just to hear us out The key: don’t make the first years feel like they’re be preyed on, or looked down on.

23. Connecting the Student Phase 1: What is Collab? • Find out the students’ interests are, including but not limited to their majors • You don’t want it to sound like we only accept certain majors • Direct them to the appropriate group/project leader

24. When Explaining Your Project… Phase 1: What is Collab? • Start with the big idea • What need does your project meet? • Who does it help? (Client) • Keep it concise • Examples of project work • What you personally are working on now • The kind of work you got to do when you joined • Avoid technical details! They make people feel too inadequate to work with you. Phase 2: What is joining Collab?

25. Good example, bad example • I’m working on the motor controller for the SCV. Currently we’re adapting the discrete components to work with the new, higher voltage, in-hub DC-motor. We are expecting to connect to the battery pack soon, and are also working on designing a charge controller to balance the battery pack • We build both hand and electric powered tricycles for the handicapped in Burkina Faso. Our tricycles allow them not only mobility, but the dignity of being able to have a job and support their family. Furthermore, producing our designs provides jobs for local craftsmen. The project’s mission is clear So what’s the “Grand Idea”?

26. Strategy put to practice • Honestly and clearly communicate that Collab is a serious commitment – we have actual clients, we must deliver on time • That you can work with other serious people is a strong selling point • Collab is not like a group project from highschool • At the same time, make it clear that they can explore several projects before choosing one Phase 2: What is joining Collab?

27. How to Join Collab • Give them these three steps • Review Hiring Document, find a position you’re interested in • Fill out an interest form • Arrange a visit with the leader that contacts you • If they’re interested in your group, you can ask them to fill out an application on the spot! Phase 2: What is joining Collab? Asking them to fill out the member registration form after the visit is the leaders responsibility

28. Strategy put to practice • When they come, make sure you show them the kind of group they’ll want to join • The beginning of the year is your golden opportunity to affect group dynamics • Have activities outside of work time • Set a precedent of accountability • Enforce deadlines • Draw attention to high and low achievers (examples of both) • Make sure they realize how valuable they are to your group So you got them to come. Now what? Phase 3: Getting them to stay

29. That’s how to do good recruiting from start to finish Now let’s talk a bit about what you shouldn’t do

30. What not to do… • Don’t shortchange the Staff Teams! • Don’t suggest Staff only after you find out they won’t fit into an application group well • Don’t undercut other groups • You can say your group is the best, but don’t cut down others • Don’t steal conversations – find your own people or wait • Don’t make promises you can’t keep • Don’t recruit majors you can’t actually use • Encourage everybody to fill out an application, but recruits should know we only accept as many people as we can use • Don’t mob prospective members. One-on-one conversations are much less intimidating!

31. What needs to happen this week? PLANNING FOR RECRUITMENT

32. Recruitment Checklist • Create a list of your recruitment needs by project. Write job descriptions for each • As your project leaders are writing their Project Planning Articles, make sure they are thinking about recruiting needs! • Post them on the wiki’s Job Listings page • Job code is Group Namespace – Project -- # • TR-SCV-1 • ME-FV-3 • Expand the table if you need to • Update and prepare any recruiting materials your group uses. • Tri-fold boards, flyers, power point presentations, etc. • Read over the Job Listings page so that you can appropriately direct interested students to the right person!