Recruiting and Retaining Volunteers L. Jane Hansen Director, Region VI

Agenda – Topics to be Discussed Finding the RIGHT volunteers to meet YOUR section's needs requires careful THINKING AND PLANNING Clearly identify volunteer needs and position descriptions  Know what you have to offer – What is the job?  Identify the “costs” and “benefits” of volunteering Plan a recruitment approach  Base it on volunteer needs and position descriptions  Implement your plan relentlessly Recognize and Reward those that participate  Informal Recognition  Formal Recognition 2

Finding Volunteers It’s Not About the Money It is About  Relevance to that First Job – Select meaningful assignments that the volunteer can “succeed” at doing... Then they will want more!  Connection with people, information, opportunities, etc. Attract new member involvement by:  Creating short term assignments with an obvious Start and END date  Provide the volunteer with the opportunity to see how they like working as an AIAA volunteer  Virtual Volunteering –Opportunities that they can complete via the Internet –Easy to make contributions and feel success 3

Identifying the Right People Who can you ask to volunteer?  Members who regularly attend meetings /Students / Subject matter experts / Local Industry leaders How do you get connected to them?  Provide information in the newsletters or website  Personal connections – ask your friends  Recommendations from other volunteers  Step out – reach out / make a personal plea Some may feel that participation is only available to the “inner circle”  Their involvement helps to sustain the Section  Their abilities and experiences will help set the direction of the Section.  How volunteer activity can enhance their learning, decision making and leadership 4

Create a written Volunteer position description  Provide a title that gives the volunteer a sense of identity  Outline the work that needs to be done by the volunteer  Describe qualifications and training  Identify a specific time commitment Discuss the Volunteer’s Impact  Purpose of the overall project and/or program  How the work will impact the project's outcome, clients, or mission Understand the Cost of Volunteering  Time away from family, friends, and work  Expenses for travel, meals, parking, babysitting Provide a Clear Understanding of What is Expected 5

Recruitment Strategies Examine Volunteer positions to be filled  What are the qualifications for the position? Evaluate the Options  Who will be able to meet the time requirements of the position?  Where will you find these people?  What motivates them to serve?  What is the best way to approach them? Types of Recruitment  Target Recruitment is specific and focused for a specific skill or event  Broad-Based Recruitment can be effective for positions that can easily be done with minimal training  Recruitment needs to be year round Make use of Existing Contacts 6

Implementing Your Recruitment Plan Be sincere  About the need  About their skills  About the reward Display your passion  About the job  About the subject  About the benefits Provide ROI -- return on investment  In kind support / return  Information  Recognition 7

Asking a Volunteer to Help Have the right person extend the invitation Personalize the invitation Project the right image  Be enthusiastic, not apologetic, don’t beg Be realistic with expectations Be courteous  Is this a good time to talk? Bring closure to the conversation  When can we talk after you have considered this opportunity? Follow up quickly Accept “No” graciously  I understand. Thank you for considering it. Can I ask again later? 85% of the people who are asked to help, do 8

Ideas for Recognition – Formal Recognition During the event  Acknowledge the volunteer  Provide free entry  Give a small gift Certificates / Awards  Local to the section  Institute level awards Plaques  Special Service Citation  Sustained Service Citation 9

Ideas for Recognition – Informal Recognition Day-to-Day Interchanges  Saying “thank you”  Asking about volunteer’s family & outside life Send a note of appreciation  To the volunteer  To the volunteer’s family  To the volunteer’s employer Recommend the volunteer for a “promotion”  To more responsible position within the organization  To a larger role in the next event 10 Make the Volunteer feel like part of your team

Recruiting Summary Identify the opportunities (jobs)  Have a clear description of exactly what is needed  Understand the motivation  Explain the impact Find the right person  Match opportunities (jobs) to people (needs)  Ask the person directly to do the job – they can’t say yes if they haven’t been asked Recognize and Reward Recruiting Good People and Fostering Leaders Is the Most Important Thing You Can Do for AIAA 11

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