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APEGA Branch Orientation Support for APEGA Volunteer Functions Presented by Sue Armitage Volunteer Management Coordinator June 1, 2013.

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Presentation on theme: "APEGA Branch Orientation Support for APEGA Volunteer Functions Presented by Sue Armitage Volunteer Management Coordinator June 1, 2013."— Presentation transcript:

1 APEGA Branch Orientation Support for APEGA Volunteer Functions Presented by Sue Armitage Volunteer Management Coordinator June 1, 2013

2  What is The Canadian Code For Volunteer Involvement and the Volunteer Management Cycle?  Initiatives to support all APEGA Volunteer Functions  What does success look like? Let’s Talk About…

3 Volunteer Management Cycle Planning Recruitment Screening Orientation and Training Record Keeping Evaluation Recognition

4 Why? An essential foundation for the success of any volunteer program Planning initiatives include:  Risk Assessment  Policies and Procedures  Volunteer Position Descriptions ( in addition to the existing Terms of Reference for committees)  Educating others in the organization about involving volunteers  Relationship –building with community volunteer leaders Planning

5  Position Title  Purpose  Reporting Structure  Duties and Responsibilities  Skills and Qualifications  Term of Office  Average Time Commitment  Orientation And Training  Measures of Success  Benefits Elements of a Position Description

6 Recruitment

7 Why?  Intentional and targeted recruitment to match the volunteer’s skills and interests with the organization’s needs  To avoid duplication and confusion for members Recruitment Initiatives include: A centralized system where the Volunteer Management Coordinator works with staff, and Branches to design and distribute recruiting messages that are realistic, clear and have positive, creative wording Recruitment

8 Why? Screening is used to select volunteers for specific roles and it should continue as long as the volunteer is involved with the organization Screening Initiatives: Selection of volunteers is based on volunteer position descriptions and pre- determined screening measures that can include:  Application Form  Interview  References  Checks Screening

9 Why?  An orientation clarifies the relationship between volunteers and the organization  Helps new volunteers become effective as soon as possible and feel confident and prepared All APEGA volunteers will have a:  System Orientation: History, mission, vision and structure of the organization  Position Orientation: How the volunteer position relates to the organization and how the volunteers are supported  Social Orientation: Ensures that the volunteers feel comfortable and the organization’s culture and rules are respected Orientation

10 Why?  Necessary so that volunteers can perform their roles without putting themselves or others at risk  Ongoing training opportunities are needed to upgrade skills and adapt to changes in the organization Training Initiatives:  Volunteers receive a position description and policies and procedures specific to their role  Training is to be provided in a diversity of formats to ensure accessibility Training

11 Why Regular Performance Feedback? We all want feedback on our performance and how we impact the organization  Increases the satisfaction and retention of volunteers  Shows professionalism and consistency  Effectively shifts and directs the volunteer’s focus Evaluation Initiatives: Branch Chairs, with leadership from the Volunteer Management Coordinator are, in a position to implement:  Check In Model  Semi-annual review, Volunteer self-evaluation Evaluation

12 Why?  For accurate tracking of volunteer hours for recognition and statistical reporting Records Management Initiatives: Web-based volunteer portal:  Volunteers track their own hours  Create a new profile or update an existing one,  Access information about and apply for volunteer opportunities  Training and orientation information  Showcase volunteers with photos, quotes, testimonials Records Management

13 Why?  Shows that APEGA values its volunteers and this helps attract new volunteers  It motivates volunteers to remain involved, to increase their involvement, and to be more satisfied by it Recognition Initiatives:  Volunteer Focus Group  Volunteer Visual Identity  Appreciation and Awards Celebration for all volunteers  Value in program appreciation events and informal recognition Recognition

14 Why?  A communication strategy designed to build awareness and to connect with the membership and the public will attract new volunteers and retain experienced volunteers  Volunteers want to know they are having an impact and want others to recognize that impact Communication Initiatives:  Volunteer Logo and swoosh  Communication print pieces  Volunteer identification/promotion  Social media communication as another tool Communication

15  Volunteers, Staff, and the Volunteer Management Coordinator, work together to accomplish the volunteer- related objectives of the Strategic Plan for 2013-2016: to increase, renew and retain the volunteer base, reaching out to diverse sources of volunteers, reflecting the diversity of the community  We do this through good planning and management, by implementing the initiatives in a timely manner, and within budget  This will ultimately promote a positive experience for all audiences: volunteers, staff, members, and the public What Success Looks Like

16      Contact Sue at or  Direct Line:403-384-0209 Resources

17 Questions? and Thank You!

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