Volunteer Management Program Excellence Academy I

Focus on key management functions within the ISOTURE model Apply this information to your Outcome Program Plan as well as our Academy scenarios

ISOTURE Identification Selection Orientation Training Utilization Recruitment Evaluation Boyce, M. (1971)

Identification Identify needs of the program and volunteer roles that meet those needs Identify the type of volunteers needed Develop a position description that outlines expectations and responsibilities of the position Recruit volunteers for specific roles through targeted marketing Identify potential volunteers I

Why Do Volunteers Volunteer? They were asked! Help Others Give Back to the Community Learn New Skills Meet New People Fill a Personal Void It’s Tradition Influence Others I

Getting Volunteers to Volunteer Show them how they benefit! Link message to mission: Show how their work benefits the entire cause Job Experience Resume Building Socialization Meaningful Work Realistic Commitments Flexibility Time Well Spent Learn About the Community I

Mismanaging Volunteers Good volunteer management practicesPercentage of non-profits that use practice regularly Matching volunteers’ skills with appropriate assignments 45% Recognizing the contributions of volunteers35% Measuring the impact of volunteers annually30% Providing volunteers with training and professional development 25% Training paid staff to work with volunteers19% Mismanagement Volunteer Turnover Volunteer Management Capacity in America’s Charities and Congregations (2004) I

Selection Screen potential volunteers through background and reference checks Review volunteer interest forms and applications Interview potential volunteers to learn more about skills, interests, motivations and attitudes Match volunteers’ interests, talents and time available to the needed volunteer roles S

Selection is Essential! Key Characteristics: – Recognition as a leader – Understanding of program/mission – Effective communicator – Matching of interests and skills to program needs – Qualifications, experience, skills S

How Do You Recruit Volunteers? Internet Mail Newspaper One-on-one Another volunteer Friend S Actually, recruitment is not as hard as retention!

Volunteer Recruitment Recruitment Message – Should identify: The specific need How the volunteer can alleviate the need The benefits to the volunteer Recruitment Strategies – Non-targeted…General Skills – Targeted…Specific Skills Recruitment Process I

Recruitment & Training Relationship High Low Selective Recruitment Required Training The higher the selective recruitment, the lower the required training needed will be. S

Volunteer Selection Process S

Position Descriptions Promote success of volunteer in role Focus Extension staff on areas of need Communicates expectations Determines and outlines future volunteer roles S

Position Descriptions Position Title Advisor Purpose of volunteer position Benefits to the volunteer Responsibilities of the volunteer Qualifications and skills needed Amount of time required Resources and support available S

Volunteer Application Baseline Information Learn of volunteer interests Acquire information needed for criminal background check S

Reference Checks In person By phone By mail S

Interviews Conducted by CEA or Volunteer Group Learn about: – Special skills – Interests – Motivations – Attitudes Get a gut feeling! S

Screening of Volunteers Volunteer screening was implemented to protect youth and volunteers, and the image and integrity of Extension and its associated groups All direct volunteers must be screened – 4-H volunteers (4-H CONNECT) – Master Volunteers (one-page application/authorization form) Volunteers should not fulfill duties until screened and assigned a volunteer status A volunteer’s status is based upon charges, convictions, frequency of offenses and date of offenses, with emphasis placed on the most recent 10 years S

Orientation O

Pointing new volunteers in the right direction and getting them started on the right foot. O

Types of Orientation Social Orientation Position Orientation System Orientation O

Social Orientation Goal: help new volunteers find a social comfort zone in new environment Introduce volunteers to other volunteers and Extension staff Give volunteers a tour of the Extension office and facilities Include items such as an explanation of policies and helpful tips. O

Position Orientation Goal: for volunteers to understand their specific roles and responsibilities. Explain how volunteers fit into Extension program and critical role they play in Extension’s success Agent should provide a volunteer position description, outlining specific details and expectations of their job O

System Orientation Goal: to give information to new volunteers about the organization they are serving and their part in it. Volunteer System Orientation may include such items as: – Extension’s Mission – Definition of Cooperative Extension – Legislation that created and defined Extension – Program areas supported by Extension – Other Extension volunteering opportunities – Extension policies and procedures O

Result of Quality Orientation Volunteers with needed competencies Volunteers that understand their role and performance expectations within Extension Volunteers that are more confident and motivated to fulfill their job responsibilities Volunteers that will represent Extension well and serve as advocates for Extension O

Training Teaching is not talking and learning is not listening. Teaching is the art of aiding discovery. T

Give an example of a good or bad teaching or learning situation you have experienced as an adult. T

Characteristics of Adult Learners Broad experience base Busy people Some face barriers to learning – Unlearning – Unrealistic goals – Poor self-image – Diminished physical abilities Sensitive to risking failure Want relevant information Like variety in teaching methods T

I am most effective as a teacher of adults when I… T

Learning Styles Visual Auditory Tactile/kinesthetic Key: Select delivery methods suited to all types of learners! T

Educational Comprehension Attending – Aware of subject matter Responding – Appreciation of subject matter; measured in satisfaction levels Valuing – Takes interest and starts reaching for more information Organization – Commits to subject matter, organizes it into belief system, begins to connect with experts Characterization – learner becomes the teacher T

Training Provide volunteers with appropriate subject matter training Offer ongoing training opportunities through a variety of methods, formal and non-formal Provide volunteers with the resources needed to fulfill responsibilities T

To learn is to change. Education is a process that changes the learner. - George Leonard

Utilization U

Providing the opportunity for volunteers to put acquired knowledge and skills into action in the most appropriate way and allow them an opportunity to function U

Utilization Support volunteers in carrying out their responsibilities Provide opportunities to use their skills and talents and follow their interests Train them, and give them opportunities to apply knowledge and skills Foster mentoring from other volunteers as well as professional staff Supervise volunteers, providing feedback on their efforts U

How do I empower my volunteers? Understand and appreciate the concept of volunteers within Extension education Set the rules Put your volunteers to work Reap the benefits U

What if my volunteers refuse to be empowered? Take it slow Let them feel your passion and enthusiasm… It’s contagious! If they fail to feel empowered, other problems may exist. U

Recognition R

Recognize volunteers through formal and informal methods – Formal methods are more common! – Informal methods are often more effective! Build relationships with volunteers Provide feedback and support to the volunteers Be careful not to over-recognize! R

Recognition Have a plan! Helps volunteers feel valued and appreciated A result of sincere effort from the volunteer Should be in proportion to the quality of work Benefits the volunteer and the organization – May improve their performance – Continue their service R

Types of Recognition Formal Recognition Recognition dinners Publicity Letters of appreciation Special pins or plaques Gift certificates Recognition for hours Special awards Recognition of value among Commissioners Informal Recognition Say thank you/thank you notes Inform about new developments Involve in decision making Pleasant work environment Pay for training Help train new volunteers R

Great Resource!

Evaluation E

Process Evaluation – Examining the process for improvement Outcome Evaluation – What impact did we have (change among audience) Economic Impact – What impact did we have? (economic return) – Hourly rate for volunteer time Personal Effectiveness and Improvement of Volunteers E

Why Do We Evaluate Programs? To determine if a program is effective To modify programs that are not working according to plan To create new efforts To stop doing things that are not working E

Why Do We Evaluate Volunteers? To determine whether or not: – We accomplished our goals – A change occurred – We improved the way we did things – Volunteers freed our staff to do other things – We were able to do more than last year because of our volunteers? E

Keep in Mind… Evaluation is an often overlooked tool that can really improve volunteers and Extension programs. Evaluation should be completed prior to starting over in the ISOTURE process. This will reveal your program volunteer needs as well as orientation, training, utilization and recognition needs.