1. Volunteer Management
We will begin in a moment
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or use the dial-in number for your phone then enter
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THE CLIFF NOTES
Sandra Miller
saltzmiller@gmail.com

2. Connect with us on facebook
Volunteer Centers of Michigan Michigan Community Service
Commission
Provides resources to volunteer The state’s lead agency on
centers across the state in their volunteerism working to build a
efforts to address key culture of service by providing
community issues. vision and resources to
strength communities through
www.mivolunteers.org volunteerism
www.mnaonline.org www.michigan.gov/mcsc
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3. Volunteer Centers of Michigan
.mivolunteers.org
• 1. Go to Resources Tab
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4. COMING in SEPTEMBER--ENGAGE
Mnaonline.org
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5. STRATEGIC
PLAN
Increased
Service
Delivery
Strong Volunteer
Management
STRONG VOLUNTEER MANAGEMENT:
The strong focus on recruiting, expectations setting, training, matching
volunteers with opportunities and retention are critical. DELOITTE STUDY 2009
Reimaginingservice.org

6. ORGANIZATION
MISSION
Make the VOLUNTEER
CONNECTION MOTIVATIONS
ORGANIZATION VOLUNTEER
PRIORITIES SKILLS

7. CONNECT THROUGH
• Mission & Impact
– How will what they’re doing
make a difference?
– Measure & Communicate Impact
• Personal Contact
– Introductions
– Small groups w/leader
– Opportunities for interaction
– Trained Staff
• Communication
– Before, during, after
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8. BE STRATEGIC
BEGIN WITH A PLAN

9. Match Volunteer Interests & Skills to Opportunities
VOLUNTEER NEEDS
ORGANIZATION’S MISSION

10. Consider Volunteer Motivations
Consider what the volunteer is looking for
– Why do people volunteer?
– What are the benefits to the volunteer?
– What are the barriers?
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11. Why do you volunteer?
• Help others, serve my community
• Network, Meet new people
• Learn new skills
• Use my skills
• Other
POLL

12. Consider Volunteer Motivations &
Needs

13. Recognize & Accept
Limitations
Family
Jobs
Friends
Health & Exercise
Hobbies

14. Think DIVERSITY
Perspectives
Ideas
Resources
Advocacy
Funding Sources

15. CREATE AN ONLINE PRESENCE—UTILIZE TECHNOLOGY
MAKE IT EASY TO VOLUNTEER

16. Online Recruiting Resources
www.craigslist.org
www.facebook.com
www.handsonnetwork.org
Blogs
• www.serve.gov
• www.idealist.org
• www.youTube.com
• www.volunteermatch.org
• Widgets
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17. EFFECTIVE MANAGEMENT
•The organization’s reputation is your most
important recruitment tool.
•Individuals want to work with organizations
that are efficient and use their time well.
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18. Volunteer Management Elements
Recruitment
RECOGNITION SCREENING
Planning
SUPERVISION
ORIENTATION
&
& TRAINING
EVALUATION

19. Start with the position description
• What’s the connection to your mission?
• What are the potential target groups?
– Who’s interests, needs and connections are a
likely match?
– What will create an appeal?
– Clearly identify expectations

20. Volunteer
Position Descriptions
Purpose
• Individuals ―self
screen‖
• Clear expectations
• Basis for
recruitment
• ―Informed Risk‖

21. BUILD A RECRUITMENT PLAN
• Clear, compelling • Where will you find
statement of need them?
• How to help • Print
• Build from volunteer • Media
position description. • Online
Message Method
Benefits & Target
Features Population
• New Skills
• Networking • Young Professionals
• Exercise • Youth
• Environmentalists • Families

22. KEYS TO RECRUITMENT
Clear Compelling Mission & Message
Benefits to volunteer
Duties
Community needs being met
Use current volunteers—set up a committee
Identify Target Message
Clear, Concise, Strong Call To Action

23. OUTREACH
Develop Materials
Identify effective media & distribution
methods.
Go where they are
Know what they want

24. APPLICATION Through TRAINING
CLEAR ON-BOARDING PROCESS

25. How does your organization respond to volunteer inquiries?
• Automatic email
• Follow up phone call or email within a specific period of time by a
designated person
• One designated staff member responds but there’s not timeline
• It varies with the situation
POLL

26. Automatic email
Inquiry
generated
Volunteer VOLUNTEER
Manager LEADER
DENIED—SEND
APPLICATION APPLICATION
EMAIL
EMAIL
SCHEDULED
GENERATED
FOLLOW UP
ORIENTATION
emails
BACKGROUND
CHECK

27. SCREENING
APPLICATION INTERVIEW
• Contact information • Make the connection
• Interests & Skills • Assess interest & skills
• References • Assess motivations
• Information— • Make the match
– Background Check Process – Organizational needs
– Volunteer needs & skills
• Ask about
– Job/task preferences
– Motivations/recognition

28. The Orientation
Why am I volunteering?
Make the Connection
What is the purpose? How am I making a difference?
Identify the impact
How will I be volunteering?
Set the stage
Whom am I serving with?
Create feelings of welcome, appreciation, inclusiveness
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29. THE VOLUNTEER HANDBOOK
A Step Toward Risk Management
Primary volunteer reference source for information covered in orientation
• Organizational Structure, Contact Information
• Marketing material & terms
• Discrimination Policies, Reporting process
• Termination procedures
• Forms
– Liability release, publicity release, waivers, confidentiality
agreement,
• Signature Page

30. TUTORIAL & EXAMPLES/TOOLS
HTTP://MANAGEMENTHELP.ORG/STAFFING/VOLUNTEERS.HTM#ANCHOR1406581

31. TRAINING
• Power equipment, copiers, etc.
Equipment • Safety
Use • Training, age requirements, etc.
• Restrooms
• Food & Drink
Resources •
•
Supervision, Leadership
Supplies
Policies & • Dress
• Signing In & Out
Procedures • Minors
• Blood-born Pathogens
Safety • Equipment Storage
• Weather, Environment, etc.
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32. Importance of Training Volunteers
Without proper training volunteers may:
• Perform their duties poorly or step outside of their
boundaries
• Not take all proper safety precautions
– Important step in risk management
• ―Feel lost‖ while doing their task and not return
• Have a negative experience and tell others about it, thus
undermining the image of the organization
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33. .
SUPERVISION/EVALUATION
• Correct problems before they grow.
• Make the personal connection
• Evaluation/feedback--A two-way process
– Answer Questions
– Ask for input
• Considers not just abilities and attitudes, but organizational fit.
– Not every individual fits every opportunity
• Look for the ―good matches‖ and build on those.

34. Recognition
•Volunteer Reflections
•Provides feedback and closure,
•Makes the connection between the event & mission
•Communicate & Celebrate IMPACT
•Recognize any special contributions
•“Make the Ask”—Continued Involvement
Ask—How would you like to share your skills and
interests with us
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35. REFLECTION
What?, So What?, Now What?
Structure time for volunteers to think
and talk about experience.
Benefits: Examples:
• Create a stronger sense of • Group discussion
accomplishment • At the end of the project
• Establish a deeper connection • Through social media
to the community • Tweeting or facebook
• Deepen volunteers’ responses
understanding of the need for • Create a photo journal of the
community engagement. project
• Increase volunteers • Video
commitment to service.
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36. Connect Volunteer Activity to Impact & Mission
MEASURE IMPACT

37. Number Volunteers
Hours Served
# Clients Served
#Services Provided
Lbs. Food
# Meals
Student GPA
Student Attendance
Satisfaction Survey
Volunteers
Clients
Staff
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38. Maintain The Connection
• Communicate/follow up
with volunteers
• Share the story
– Media
– Newsletters
– Website
– Pictures/video

39. GETTING STARTED
What’s your first step?
• Choose one position
• Focus on & refine one step in management
• Recruiting from a new target group
• Developing an orientation

40. QUESTIONS? COMMENTS?

41. THANK-YOU
Please respond to the evaluation that you will
receive by email.
Your input is valuable