1. All About Volunteers: How to Use Volunteers in Your Program A CYC Staff Training Module 10-13-10

2. OVERVIEW Why Volunteers? Recruitment Retention Management Recognition Last Thoughts

3. Benefits of Volunteers Multiplier effect – more work accomplished $$ - Money saved, especially with effective management programs In-Kind $$ - required by some programs Increased visibility for organization Increased pool of potential donors Benefits to the organization Increased effectiveness of donor appeals

4. RECRUITMENT

5. Remember Each volunteer is unique There are some similarities based on generational traits Important to offer different methods for the ask and application process – phone calls, personal contacts, electronic messages, social networks Do not underestimate the amount of time required for personal attention to volunteers

6. Nuts and Bolts Getting the word out Application process

7. Getting the Word Out – What to say Positions stem from unmet needs in the organization – volunteers fill many VITAL roles Clear articulation in the position description, very similar to a job description

8. Getting the Word Out – Where to say it Partnerships – agencies that require internships and community service hours Social networks Volunteer matching sites Organization website Word of mouth, publicity

9. Getting the Word Out – Who to say it to Traditional volunteers Volunteers interested in skill/resume development Students Interns Public service – Americorps, etc. Corporate partners

10. Application Process Initial contact Application forms

11. Initial Contact QUICK RESPONSE from organization is essential! Offer options – in person interview to complete forms, or electronic copies sent Identify interests, skills

12. Application Forms Application – should include at least basic contact info and space for skills & interests Declaration of Criminal Record Drug screen Central Registry Clearance Self-identification Form Map and Directions to Testing Facilities

13. RETENTION AND MANAGEMENT

14. RETENTION – Keep what youve got Match your organizational response to the individual volunteers skills and needs Some outcomes volunteers want: – skill development – resume development – portfolios – letters of recommendation – lapel pins & other awards – socializing – networking – personal satisfaction

15. MANAGEMENT – Keep up with what youve got Policies and Procedures Data Management Systems

16. Policies and Procedures Manual Includes application documents Outlines responsibilities of program volunteer managers Many forms mirror the staff manual Includes pages specific to volunteers and a statement that volunteer has read and agreed to policies Develop a manual that suits the organization, its existing policies, staff, clients, and volunteers Consider how special situations will be dealt with, such as difficult volunteers or conflict resolution

17. Data Management Ideally a data management system will: Be expandable and migratable Allow editing as needs change Capture volunteer name, mailing address, hours, duties, start date, program, referral source, skills, areas of interest Provide trends analyses Total volunteer hours & other reports

18. RECOGNITION

19. Celebrate! Periodic events to acknowledge and say thank you Organizational awards (pins, certificates) Personal contact & feedback – organizational culture of appreciation Letters of recommendation Presidents Award Portfolios Handwritten notes

20. Behind the Scenes Creative funding is often needed for staff, screening, training and management costs Its important to include all staff in discussions about volunteer needs and training. In effective volunteer management programs, staff are a supportive & integral component Talk up your volunteer program, including up the ladder Network, network, network

21. Key Points Utilizing different approaches for different volunteers is very important Early identification of skills and interests Organizational structure must be responsive, as well as provide layered support for a volunteer program Make time for your volunteers Recognition = Retention

22. ASK !!! The best way to find out what anyone wants is to ask, but its the simplest thing that is often overlooked.

23. 15 Creative Commons License Curriculum content created by Kim McNulty, Volunteer Coordinator at Matrix Human Services and Kristin Kendall, CYC Corps Member at Matrix Human Services. Connect Your Community is a project of OneCommunity, funded by the federal Broadband Technology Opportunities Program. OneCommunity Broadband Technology Opportunities Program This work is licensed under the Creative Commons Attribution 3.0 Unported License. To view a copy of this license, visit http://creativecommons.org/licenses/by/3.0 This work is licensed under the Creative Commons Attribution 3.0 Unported License. To view a copy of this license, visit http://creativecommons.org/licenses/by/3.0