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How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK How to Catch and Keep Volunteers.

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Presentation on theme: "How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK How to Catch and Keep Volunteers."— Presentation transcript:

1 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK How to Catch and Keep Volunteers

2 Noni McMillian, FIRSTLINK We make a living by what we get, but we make a life by what we give. ~ Winston Churchill Volunteer Basics Todays Volunteer Volunteer Retention Volunteer Recruitment Volunteer Recognition How to Catch and Keep Volunteers

3 Noni McMillian, FIRSTLINK Volunteer Toolbox

4 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK $19.51 per hour

5 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK How volunteers Can Benefit an Agency Create community involvement Increase your organizations visibility Get more accomplished Sustain or expand number of people you serve Control or reduce your costs Respond quickly to changing needs or a crisis

6 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Volunteer Stats 44 percent of adults volunteer 109 million Americans volunteer Rate of volunteering increases with level of education and household income Women are more likely to volunteer then men

7 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Why do people volunteer? Guilt To escape To gain status To give back Personal growth To gain experience To be an advocate To get out of the house Because someone asked To become an agent of chang To gain services for themselves

8 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK 2 Way Relationship

9 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Volunteer Trends Volunteers Want A meaningful/challenging opportunity Issue based opportunities A Professional environment A fast response Shorter volunteer assignments

10 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Volunteer Basics

11 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK First Things First 1.Conduct a needs assessment 2.Make a list of possible volunteer positions 3.Gather support from others in your agency 4.Identify strengths and weaknesses (staff,facility,equipment)

12 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK First Things First Create a Job Description Job Title Position Overview Qualifications Responsibilities Benefits Training Requirements Contact Person

13 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK SAMPLE VOLUNTEER JOB DESCRIPTION

14 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK First Things First Develop a Policies and Procedures Manual Volunteer Rights and Responsibilities Emergency Procedures/Contacts Service Delivery Procedures Standards of work and dress Training/ Probationary Period Corrective action Reasons for Dismissal Timesheets

15 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Example VOLUNTEER RIGHTS AND RESPONSIBILITIES Volunteers Have the Right to: 1.Be extended the right to be given meaningful assignments 2.Be treated as an equal 3.Appropriate training and supervision 4.Be recognized for a job well done 5.Be kept informed through trainings, memorandums and volunteer meetings

16 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Volunteer Toolbox Sample Volunteer Policy and procedure manual, sample volunteer job description

17 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Todays Volunteer

18 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Generation Y Optimistic, positive and friendly Active learners Multi taskers Technology is expected Always connected (Adapted from Billings and Kiwalski,2004;Johnson & Romanell,2005)

19 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Generation X Tech savvy Media savvy Self reliant Adapt well to change Try and attain multiple goals at once

20 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Baby Boomers Driven and dedicated Equate work with self worth Want open communication Want educational opportunities (BOOMNET: Capturing the Baby Boomer Volunteers – A Research Project)

21 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Silent Generation Strong regard of law, order, religion By the book People who went along and got along Value safety and security

22 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Volunteer Toolbox Research Demographics of your community

23 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Volunteer Motivators

24 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Social Motivators Affiliation Influence Achievement McClellands Social Motivators

25 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Affiliation Opportunities for making friends Likes to be popular Enjoys and wants interaction Desires harmony Likes to help others Holds a high belief in goals or ideals of the organization Understanding Volunteers Points of Light Foundation

26 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Achievement Seeks Opportunities for increased responsibility Wants Clearly stated goals Seeks Opportunities for advancement Goal Oriented Strong need for feedback Concerned with Setting and Meeting Personal Goals Understanding Volunteers Pints of Light Foundation

27 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Influence/Power Likes to lead Wants interaction with top management Desires opportunity to train/teach others Wants opportunity for increased responsibility and authority Desire to influence or lead people and activities

28 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Volunteer Recruitment

29 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Volunteer Recruitment 1.Set Goals and Objectives 2.Set your plan in motion 3.Monitor and Track 4.Re-direct/Re-design 5.Be Patient

30 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Recruitment Message Need: What is the problem? Solution: How can the problem be solved? Fears: Will I be capable of helping? Benefits: Whats in it for me? Contact: How do I get involved?

31 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Need: What is the problem?

32 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Solution: Can this job solve it? Big Brothers Big Sisters PSA

33 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Fears: Will I be capable of helping?

34 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Benefits: Whats in it for me?

35 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Contact: How do I get involved?

36 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Creating Your Message WII-FM

37 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Recruitment: Motivational Messages Helping Others Gaining work experience/learn new skills Stay active and involved Meet new people Make professional contacts Gain academic credit Build self confidence Use your gifts and talents Improve the community Influence/Empower Others

38 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Helping You Achieve Your Goals Personal/Professional Rewards Addressing the needs of the community Areas of training are listed

39 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Golden Rules of Recruitment 1.Ask 2.Be flexible 3.Sell the benefits 4.Volunteers have options 5.Be specific 6.Recruit for diversity 7.Be Ready 8.Quality over quantity

40 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Volunteer Recruitment Trends in Action: Recruitment Strategy

41 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Trend 1: Issue Based ( ) AmeriCorp Vista Thirty-seven million Americans live in poverty. Through AmeriCorp VISTA, you can make a tangible difference. And, youll find the fulfillment that comes from using your knowledge and skills to help those in disadvantaged circumstances turn their dreams into reality

42 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Trend 2:Meaningful/Challenging Work Volunteer for Children's Hunger Alliance As a volunteer, you can help bridge gaps between diverse populations, build lasting relationships, offer hope, create healthier families and healthier communities and have fun too! Whether you want to make a long-term or short-term commitment, there are volunteer opportunities for everyone (Childrens Hunger Alliance,www.childrenshungeralliance.org)

43 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Trend 3:Shorter Assignments Tax preparation volunteers are needed during tax season, January 15 to April 15, to help low-income families claim the tax credits they're entitled to for the 2007 tax year. You can help boost a family's annual income by up to 50%! Exact dates and times vary by site based on volunteer availability. United Way of Ventura County (http://www.volunteerventuracounty.org)

44 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Volunteer Toolbox Sample marketing/recruitment materials

45 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Volunteer Recruitment Delivering Your Recruitment Message

46 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Getting the Word Out

47 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Media Press release Media contacts Send alerts on a regular basis Become an expert or go-to person in your community Develop a relationship with your local media

48 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Existing Volunteers A satisfied volunteer is the best recruiter!

49 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Power in Partnerships Colleges or Universities High Schools Workforce Development Programs Vocational Rehabilitation Programs Job and Family Services-TANF Recipients Workers Compensation VISTAS Service Organizations-Kiwanis

50 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Volunteer Match sites Volunteer Match Idealist.org Points of Light Foundation Local United Way VOLUNTEER.org CharityAmerica.com Craigs List Guide Star

51 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Internet Website Volunteer Match sites College internship/career sites Social media More comfortable form of recruitment for people

52 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Website Strategically place volunteer opportunities Online volunteer application Update frequently Make it easy to use

53 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Social Media The future of communication Shift in how people communicate Shift in where we get our information Real time response

54 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Social Media Types Blogs Social Networks Video/Photo Sharing Pod casts Groups Message Boards

55 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Facebook Select friends to connect with online Average person has 120 friends Over 175 million active users Over 18 million users update profile each day Fastest growing demo-people over 30 (facebook.com)

56 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK ON/Toronto-Special-Events-Volunteer- Recruitment-Team/

57 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Twitter Quick bits of news tweets Select people to follow 4-5 million users 5,000-10,000 new accounts are opened each day 200,000 active users per week

58 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Emergency Preparedness

59 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Blogs Online journal Opportunity to give a new perceptive to the organization Get insight Can be updated more quickly then a website Increases traffic

60 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Volunteer Blog archive/2008/03/25/recruit-new- volunteers-online-and-celebrate-volunteer- week-2008.aspx

61 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK You Tube Allows people to upload videos You can share or comment on the videos Every minute, ten hours of video is uploaded 51% of users visit the site on a weekly basis (www.youtube.com)

62 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK

63 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Using Social Media Effectively 1.Count the Costs 2.Build what you can manage 3.Find the best platform 4.Have a plan of action

64 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Volunteer Toolbox Compile Media Contact List, Register volunteer/internship match websites, create database of names for networking opportunities

65 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Volunteer Recruitment Recruiting Todays Volunteer

66 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Gen Y: Volunteer Design Provide opportunities for leadership/development Design work that is team based Environment must be fun and interactive Highlight the benefit of gaining experience/pathway to employment Likes a high level of freedom Want an immediate response to learning needs

67 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Gen Y: Recruitment Tactics Target religious youth groups Guidance counselors Advertise at malls/recreation centers Use the internet,radio,social media Peer to peer recruitment

68 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Example

69 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Gen X:Volunteer Design Provide flexibility Tech centered tasks

70 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Gen X: Recruitment Tactics Internet Social Media Text Messages Promote Work/Life Balance

71 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK

72 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Baby Boomers: Volunteer Design Create opportunities for mentorship Design and manage like paid positions Consider skill set and experience

73 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Baby Boomers: Recruitment Tactics High profile Media Established Organizations New skill development

74 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Silent Generation: Volunteer Design Focus on skills and experience Create opportunities for mentorship and leadership Provide variety

75 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Silent Generation: Volunteer Recruitment Use established networks Traditional media outlets

76 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Example

77 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Recruitment Principles Ask Be flexible Sell the benefits Its not All about you Be specific Recruit for diversity Be prepared Seek quality over quantity

78 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Barriers for Volunteers

79 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Barriers for Volunteers Lack of Confidence They Dont know you need Help Bureaucracy Disabilities/Special Needs Theyre not Buying It

80 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Troubleshooting

81 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Volunteer Toolbox Begin researching characteristics of demographic groups in your community

82 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Volunteer Retention Keeping VolunteerS

83 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Structure Identity Placement Training Support Motivation Reward

84 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Provide Structure Volunteer job description Have a plan Written guidelines/expectations Be ready

85 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Identity Idea of Belonging provide validation Create a supportive atmosphere between staff and volunteers

86 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Volunteer Placement 1.Have a plan for the intake and processing of volunteer applications Forms and applications Response time Follow-up procedure Database/Record Keeping 2. Interviewing the volunteer Helps gain insight Have a standardized interviewing process Determine which KSAs that are needed design questions around them

87 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Orientations

88 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK The Orientation Should Make Volunteer feel welcome and at ease Give a good first impression Confirms the volunteers decision Reduce training time

89 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Volunteer Placement: Orientation Develop your orientation Be prepared when they arrive Begin building a relationship Make them feel like partners

90 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Sample Orientation Agenda Welcome Mission, Goals of organization Organization History Tour Staff Introductions w/ overview of each department Organizational Culture- Policy and procedure manual Upcoming Events

91 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Orientation Packet Organizational literature information Organizational chart Map of building Department phone list Volunteer handbook

92 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Volunteer Placement: Training Anatomy of a Good Training Program 1.Build on Participants experience 2.Make training interactive 3.Communicate a variety of ways 4.Apply learning

93 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Trainings Volunteers Want How to Manage time and energy effectively Improving skills for current role New skills for new challenges How to recruit and prepare future volunteers How to work as a team with paid staff

94 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Support Provide feedback Make time to talk Ask for their opinions Recognize burnout Keep in touch

95 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Staff and Volunteers Working Together Staff and volunteers are partners. Partners work together for a common purpose

96 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Motivation Must Understand whats motivating the volunteer!

97 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Keeping Them Engaged: Affiliation Public relation activities Volunteer coordinators Support activities done in groups Orientation of organization Mentoring new volunteers Social director

98 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Keeping Them Engaged: Achievement Public speaking Fund raising Program planning Policy committees

99 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Keeping Them Engaged: Influence Advocacy opportunities Place on board of directors Job assignments that allow them to teach Job assignment that allows them to persuade others

100 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Reward Volunteers want to be rewarded Volunteers want to be recognized Make sure the Thank You fits

101 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK If you want my loyalty, interests, and best efforts, remember that I need…. A sense of belonging A sense of sharing To feel a sense of purpose To know what is expected of me To see progress The Effective Management of Volunteer Programs. J. Donald Philips, Hillsdale College, Hillsdale, Michigan.

102 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Volunteer Toolbox Sample Interview Form, sample volunteer application, sample training agenda

103 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Volunteer Recognition Celebrating Your Volunteers

104 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Recognition Must be Genuine Should be meaningful Not a one size fits all Have a clear process for recognition Get everyone involved

105 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Make it Count Meaningful recognition = increased satisfaction

106 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Volunteer Recognition Intrinsic vs. Extrinsic Informal Recognition

107 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Formal Recognition Programs 1.Focus should be on volunteers 2.Individual recognizing the volunteer should know him/her 3.Provide volunteer an opportunity to share their story

108 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Celebrating Volunteers Saying thank you Social events Gifts Be a real person Greet them when they arrive Give additional responsibilities Surprise with coffee and donuts Volunteer of the month Celebrate NVW Provide scholarships Make them feel valued

109 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Recognition: Power Nomination in area, state or national recognition program Appreciates titles Special perks Represent the agency

110 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Recogintion:Affiliation Name in newsletter/website Personal notes from supervisors Acknowledgement in public setting Recognition events

111 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Recoginition:Achievement Note from supervisor Awards/Certificates of accomplishment Story in newsletter that tells about their specific achievements

112 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Volunteer Toolbox Wholesaler or store that offers volunteer recognition items, assortment of greeting cards, Software or tracking system for volunteers hours

113 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Indicators of Successful Programs Attraction and recruitment of new volunteers Retention of current volunteers Increase in volunteer productivity Word-of-mouth referrals to potential volunteers Reduced workload for regular staff

114 How to Catch and Keep Volunteers Noni McMillian, FIRSTLINK Thank You!


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