2. The 4R’s of Volunteer Management Recruitment, Retention, Recognition = Revenue! Presenter: Mary Beth Harrington Mbharrington64@hotmail.com 972-839-9960 August 12, 2014

3. Post About This Session ! Tweet comments about today’s workshop to #4Rvolunteermgmt Chat with our presenter anytime @mbharrington501

4. Biography 10 years corporate marketing, public relations, advertising (psychiatric hospitals, DFW Tourism) Carter BloodCare, Marketing Director Dallas Zoo, Graphics Specialist Dallas Public Library, Volunteer Coordinator Volunteer Center of North Texas – Agency Relations Director Austin Public Library Foundation – Executive Director TANO – Community Outreach Director San Antonio Area Foundation – Curriculum Development Director 501c³ - Taking Nonprofits to the Third Power - President

5. 501c³ - Taking Nonprofits to the Third Power Clients: Texas Library Association US Tennis Association Texas Habitat for Humanity Texas Keep Texas Beautiful Meals on Wheels Association of Texas Texas CASA Texas Association of Museums

6. Welcome! Today’s Agenda Status of Volunteerism Essential Elements Volunteer Recruitment Volunteer Recognition Volunteer Retention Volunteer Management Resources Status of Volunteerism How to Choose Volunteer Management Software Essential Elements: Risk

7. Volunteer Management FYI Executive Directors Volunteer Managers New Paradigm: Quality vs Quantity Volunteers! Board/Intern = Volunteers too! Volunteer Managements Dirty Little Secret!

8. Volunteer Management Myths Volunteers take too much time” “Every volunteer is good” “Volunteers are free” “Volunteers are not reliable” “I can’t fire a volunteer”

9. Status of Volunteerism

10. Giving and Volunteering in the United States 89% of households give. Average annual contribution for contributors is $1,620. 44% of adults volunteer. 83.9 million American adults volunteer, representing the equivalent of over 9 million FTE’s at a value of $239 billion. The current estimated dollar value of volunteer time is $22.55 per hour. 80% of the folks that volunteer for an organization – donate to an organization! http://www.independentsector.org/programs/research/gv01main.html

11. Essential Elements of Volunteer Management Recruitment

12. Volunteer Management Fundamentals Volunteer Application Full Contact Information Work history/skills/talents Conflict of Interest Statement Confidentiality Statement Photo Release Emergency Contact Information

13. Volunteer Management Fundamentals Policies and Procedures Manual Employee Handbook Authored by Volunteers Three Strike Rule Same Rules for Every Volunteer Volunteer Age

14. Volunteer Management Fundamentals Job Descriptions Include Purpose of the Opportunity Authored by the Volunteers CYA – Risk Management

15. Volunteer Management Fundamentals Training/Supervision First Day Jitters Promote Self Sufficiency Coaching Volunteers is Ok!

16. Volunteer Management Fundamentals Record Keeping Maintain Records on All Volunteers! 1/3 Proof of Your NPO’s Viability Job Security for Volunteer Managers

17. Volunteer Management Fundamentals Personal Interview/Screening Every Volunteer Has an Agenda “Why Do You Want to Volunteer Here? Set Appointment Time15 Minutes

18. Volunteer Management Fundamentals Orientation/Evaluation Market Your Programs/Services and Wish List! Orientation is For Everyone! Even groups! Evaluate = Comment Card

19. Volunteer Management Fundamentals Placement Procedures Volunteer Has Supervisor Contact Supervisor Has Volunteer Contact

20. Community Restitution Volunteers Distinguishing between a Community Volunteer vs. Community Service Volunteer Policies and Procedures CSR Volunteers = new volunteers Three strike rule Proper use of mug shots Take the heat

21. Marketing to Volunteers Be sure your "product" is integral to your agency's purpose. Know the value of the experience for the volunteer.

22. Marketing to Volunteers Developing the message Answer the volunteer's unspoken questions. Reassure volunteers that they will be trained Avoid words like "need" and "desperate“ Be honest --- truth in advertising counts! Marketing the message Know your "competition“ Develop your elevator speech Poor "customer service" can ruin your efforts.

23. Empowering Interns Wish for the possibilities Create a specific internship position Prepare for a successful intern Internal training Job description Policies & procedures Supervision Create ownership Coping with time management issues

24. Virtual Volunteerism V8 Volunteering – I could have used a volunteer! Review your potential volunteer area Is this a possible virtual volunteer activity? List all the ways to utilize a virtual volunteer to conduct this activity! Commit to V8 Volunteerism!

25. Volunteer Recruitment Techniques Warm Body Proximity Circle of Concern Referral Sources

26. Essential Elements of Volunteer Management Recognition

27. The Event vs. Every Day The Event Public Recognition Networking Marketing/Development Every Day Immediate/Timely Recognition Commensurate with Action Personal

28. Event Awards Most hours volunteered Longevity with organization Dependability Recognize a specific action or function Recognize everyone equally

29. Volunteer Motivators Praise volunteer motivators Thank you’s Small gifts Public recognition Affiliation volunteer motivators Name badges T-shirts Say “we” “us”

30. Volunteer Motivators Accomplishment motivators Certificates Concrete projects Power/Influence motivators Leadership roles Titles Photos with Executive Year-end awards

31. Final Word Ensure that recognition is mission based Include staff in recognition events Know the value of the volunteer hour $22.55 per hour http://www.independentsector.org/volunteer_time?s=volunteer%20value Everything you do for volunteers …do for staff!

32. Volunteer Recognition Ideas National Volunteer Week http://www.handsonnetwork.org/nationalprograms/signatureevents/nvw http://www.handsonnetwork.org/nationalprograms/signatureevents/nvw Volunteers Rock! "What Does My Mentor Mean to Me?“ A Personal Moment Volunteers are Gold Hats off to Volunteers Jeopardy or David Letterman’s Top Ten Tips for writing thank you notes http://saulcarliner.home.att.net/leadership/thankyounotes.htm http://saulcarliner.home.att.net/leadership/thankyounotes.htm Volunteer Recognition Ideas Forum http://pub47.bravenet.com/forum/show.php?usernum=3992171003&cpv=1 http://pub47.bravenet.com/forum/show.php?usernum=3992171003&cpv=1

33. Volunteer Recognition Products Positive Promotions www.positivepromotions.comwww.positivepromotions.com The Thanks Company www.thankscompany.com www.thankscompany.com Great Events Publishing www.GreatEventsPublishing.com www.GreatEventsPublishing.com U.S. Toy www.ustoy.com www.ustoy.com Oriental Trading Company, Inc. www.orientaltrading.com www.orientaltrading.com Rhode Island Novelty www.rinovelty.com www.rinovelty.com

34. Volunteer Recognition Without a Budget Volunteers are not free! Cost of saying “Thank You” Desk drawer recognition

35. Essential Elements of Volunteer Management Retention

37. Recruitment + Recognition = Retention Volunteers can be reliable Average volunteer, volunteers for 3 months or a total of 24 hours Invest your volunteers in your agency Continually “recruit” current volunteers Volunteer career ladder

38. Benefits of an Effective Volunteer Program Community Outreach Additional Human Resources Access Corporate Funding Give a personal touch to clients Fundraising $$$

39. What Does Your Staff Say About Volunteers? What bugs you about volunteers? Good vs. Bad Volunteers Volunteers take too much time! Volunteers Are Not There To Take Your Job!

40. Wanted: Volunteer Coordinator Recruit Screen Place Communicate Overall program management Problem solver – liaison

41. Volunteer Management Resources

42. Points of Light - http://www.pointsoflight.org/ http://www.pointsoflight.org/ Hands on Network - http://www.handsonnetwork.org/ http://www.handsonnetwork.org/ Corporation for National and Community Service - http://www.nationalservice.gov/ http://www.nationalservice.gov/ President’s Volunteer Service Award http://www.nationalservice.gov/about/initiatives/pvsa.asp http://www.nationalservice.gov/about/initiatives/pvsa.asp Energize Inc. http://www.energizeinc.com/ http://www.energizeinc.com/

43. National Volunteer Days National Mentoring Month – January http://www.nationalservice.gov/about/initiatives/nmm.asp http://www.nationalservice.gov/about/initiatives/nmm.asp MLK Day of Service - http://www.mlkday.gov/ http://www.mlkday.gov/ Corporate Philanthropy Day - February http://www.corporatephilanthropy.org/events/international-corporate-philanthropy-day.html http://www.corporatephilanthropy.org/events/international-corporate-philanthropy-day.html Random Acts of Kindness Week – February http://www.actsofkindness.org/people/days.asp http://www.actsofkindness.org/people/days.asp Cesar Chavez Day of Service and Learning - March http://chavezfoundation.org/ http://chavezfoundation.org/ National Volunteer Week April http://www.handsonnetwork.org/events/ http://www.handsonnetwork.org/events/

44. National Mentoring Month – January http://www.nationalservice.gov/about/initiatives/nmm.asp http://www.nationalservice.gov/about/initiatives/nmm.asp MLK Day of Service - http://www.mlkday.gov/ http://www.mlkday.gov/ Corporate Philanthropy Day - February http://www.corporatephilanthropy.org/events/international-corporate-philanthropy-day.html http://www.corporatephilanthropy.org/events/international-corporate-philanthropy-day.html Random Acts of Kindness Week – February http://www.actsofkindness.org/people/days.asp http://www.actsofkindness.org/people/days.asp Cesar Chavez Day of Service and Learning - March http://chavezfoundation.org/ http://chavezfoundation.org/ National Volunteer Week – April 21-27, 2013 http://www.handsonnetwork.org/events/nvw2010 Global Youth Service Day – April http://www.ysa.org/nysd/ http://www.ysa.org/nysd/ Seasons of Service 4.17.20134 R's of Volunteer Management 43

45. Join Hands Day – May 1 http://joinhandsday.org/ http://joinhandsday.org/ National Day of Service and Remembrance – September 11 http://www.911dayofservice.org/ http://www.911dayofservice.org/ My Good Deed – September 11 http://911dayofservice.org/ http://911dayofservice.org/ Be The Change Day – October 1 www.saalt.org/bethechange.php www.saalt.org/bethechange.php Make a Difference Day – October 23 http://www.usaweekend.com/section/mdday http://www.usaweekend.com/section/mdday Family Volunteer Day - http://disney.go.com/disneyhand/familyvolunteers/ http://disney.go.com/disneyhand/familyvolunteers/ National Philanthropy Day - http://www.afpnet.org/national_philanthropy_day_and_afp_awards http://www.afpnet.org/national_philanthropy_day_and_afp_awards Seasons of Service 4.17.20134 R's of Volunteer Management 44

46. National Volunteer Days Global Youth Service Day – April http://www.ysa.org/nysd/ http://www.ysa.org/nysd/ Join Hands Day – May http://joinhandsday.org/ http://joinhandsday.org/ National Day of Service and Remembrance - September 11 http://www.911dayofservice.org/ http://www.911dayofservice.org/ Be The Change Day – October http://www.SAALT.org/be Make a Difference Day – October http://www.usaweekend.com/section/mdday http://www.usaweekend.com/section/mdday Family Volunteer Day – November http://disney.go.com/disneyhand/familyvolunteers/ http://disney.go.com/disneyhand/familyvolunteers/ National Philanthropy Day – November http://www.afpnet.org/national_philanthropy_day_and_afp_awards– http://www.afpnet.org/national_philanthropy_day_and_afp_awards

47. National Volunteer Awards Corporate Engagement Award of Excellence http://www.pointsoflight.org/recognition http://www.pointsoflight.org/recognition Build-A-Bear Workshop Huggable Heroes Award Program www.buildabear.com/huggableheroes www.buildabear.com/huggableheroes The Congressional Award http://www.congressionalaward.org http://www.congressionalaward.org Daily Points of Light Award http://www.pointsoflight.org/recognition/dpol http://www.pointsoflight.org/recognition/dpol Do Something Award http://www.dosomething.org/programs/awards http://www.dosomething.org/programs/awards

48. National Volunteer Awards Giraffe Heroes http://www.giraffe.org/nominate-giraffes/nominate-giraffes/ http://www.giraffe.org/nominate-giraffes/nominate-giraffes/ Gloria Barron Prize for Young Heroes http://www.barronprize.org Nestlé Very Best In Youth http://verybestinyouth.nestleusa.com/public/default.aspx http://www.barronprize.org http://verybestinyouth.nestleusa.com/public/default.aspx President's Volunteer Service Award http://www.presidentialserviceawards.gov/tg/aio/index3.cfm http://www.presidentialserviceawards.gov/tg/aio/index3.cfm

49. National Volunteer Awards Prudential Spirit of Community Awards http://www.prudential.com/community/spirit or by calling 1-877-525-8491 http://www.prudential.com/community/spirit or by calling 1-877-525-8491 Women of Worth http://www.womenofworth.com http://www.womenofworth.com/nominations/home.aspx http://www.womenofworth.com http://www.womenofworth.com/nominations/home.aspx Youth Service America Awards and Grants Programs http://www.ysa.org/awards http://www.ysa.org/awards

50. Nonprofit Risk Management Center www.nonprofitrisk.org www.nonprofitrisk.org Books and Products: No Surprises: Harmonizing Risk and Reward in Volunteer Management—5th Edition No Surprises: Harmonizing Risk and Reward in Volunteer Management—5th Edition My Risk Management Plan Access Online Tutorials: Volunteer Risk Management

51. Websites You Should Know GrantStation – www.GrantStation.com www.GrantStation.com Chronicle of Philanthropy - www.philanthropy.com www.philanthropy.com Nonprofit Quarterly - www.nonprofitquarterly.org www.nonprofitquarterly.org Blue Avocado – www.blueavocado.org www.blueavocado.org BoardSource - www.boardsource.org www.boardsource.org Idealware – www.idealware.org www.idealware.org TechSoup – www.techsoup.org www.techsoup.org Independent Sector – www.independentsector.org www.independentsector.org

52. 501c³ - Taking Nonprofits to the Third Power Programs for Conferences and Resource Centers Customized Programs for Individual Nonprofits Strategic Initiative Retreats for Nonprofit Boards Nonprofit Interventions for Staff, Boards and Volunteers Certified ToPs (Technology of Participation) Facilitations Qualified LeadershipPlenty Courses Constant Contact - Authorized Local Expert Association Management Consulting Targeting Membership Growth Dynamics Volunteer Program Assessments Free Nonprofit Career Counseling for Universities as well as Individuals Free Nonprofit Referrals and Resources

53. 501c³ - Taking Nonprofits to the Third Power Volunteer Management Services LeadershipPlenty Modules Nonprofit Management Courses Strategic Planning Succession Planning Change Management Advocacy Understanding the Nonprofit Sector Social Media & Marketing Courses Our services start with a free conversation to access your situation; together we then determine what elements of support you may need and provide you with an individualized proposal based on those needs and budget. Through our skilled diagnosis, we ensure that you receive the level of support you need at a price your agency can afford. Our mission is to Unleash the Power of the Nonprofit Community by generating Confidence, Competence and Collaborations

54. PROSPERITY PARTNERS Who We Are: Highly experienced professionals who share a common goal: helping nonprofits achieve success and sustainability in a challenging economy. What We Do: Provide a wide range of services for nonprofit managers, board members, and volunteers including conference presentations, training meetings, on-site workshops, webinars, strategic planning and facilitations sessions. What We Offer: Affordable, personalized consultations and services tailored specifically to help you achieve your organizational goals

55. PROSPERITY PARTNERS CAPACITY BUILDING Nonprofit Tune-Up: Evaluate your organization’s viability and where to focus for improvement Building Capacity Public Relations and Community Outreach Building Collaborations and Community Partnerships SEO for Nonprofits Getting Started with Online Video Getting Started in the Nonprofit Cloud Online Fundraising: Beyond the Donate Button FUNDING AND RESOURCE DEVELOPMENT Grantsmanship 101: Developing Strategies for Successful Proposals The Write Stuff: An Intensive Workshop on Proposal Preparation The American Idyll: How to Compete for Funding and Win! Volunteers: Managing Our Most Valued Resource Special Projects and Special Events: Dollars or Sense?

56. Free nonprofit management assistance! Mary Beth Harrington 501c3 – Taking Nonprofits to the Third Power Passionate Nonprofit Expert mbharrington64@hotmail.com 972-839-9960 @mbharrington64 mbharrington64@hotmail.com