+ Crafting a Formal Volunteer Program Erin Barnhart, Ph.D. - - PowerPoint PPT Presentation

+

Crafting a Formal Volunteer Program

Erin Barnhart, Ph.D. erin@erinlbarnhart.com

+Overview

n Foundational Elements of a Formal

Volunteer Program

n Resources for Next Steps n Questions?

+ Volunteer Program Vision

n Craft a vision for your volunteer program: n Why do you want/need

volunteers to partner with your organization?

n What will successful

volunteer engagement look like at your

• rganization?

+Volunteer Program Templates

n Design volunteer program docs and templates: n Volunteer Application Form n Volunteer Contract / Agreement Form n Volunteer Handbook

+Program Policies and Procedures

n Determine and record the following: n Process for identifying, assessing, and

avoiding risk

n For each position: n What are the risks to the volunteer?

What are the risks to the constituency? What are the risks to the organization?

n Criteria for accepting or rejecting

potential volunteers

+Policies and Procedures cont.

n Conflict resolution: n Disciplinary procedures n Process for letting volunteers go

+Policies and Procedures cont.

n Health and safety information n Procedures for emergency situations n Policies for managing and maintaining

confidentiality

n General organizational policies and

expectations

+Crafting Volunteer Positions

n Brainstorm potential volunteer roles n Talk to staff! n Identify “wish list”

items:

n What can

volunteers do?

n What would

staff rather do?

+Crafting Volunteer Positions

n Consider offering a mix of opportunities: n Long-term, short-term, episodic, advisory,

• nline, etc.

n Specific skill opportunities + flexible

• pportunities

+Volunteer Position Descriptions

n Craft a formal volunteer position description: n Title of the position n Brief description of the organization n Description of what the position is and why it

matters

n Key activities and responsibilities n Required and preferred qualifications n Time commitment and schedule n Where and when n Benefits to the volunteer n Contact details

+Outreach & Recruitment

n Consider your audience n Students, seniors, working parents, etc. n Consider your medium n Online, flyers, presentations, word of

mouth, etc.

n Consider your message n A tweet, a short humorous email, a long

serious story, etc.

+Outreach & Recruitment cont.

n Make sure your organization is easy to

find!

n Can they figure out how to volunteer

from your website?

+Screening & Matching

n Determine the appropriate level of

screening

n Vulnerable populations = background

checks

n Application, references, and/or interviews

+Screening & Matching cont.

n Determining an appropriate match: n Is the individual a good fit for your

• rganization?

n Does the volunteer have the necessary

skills and experience needed to do the work?

n Can you offer them a volunteer position

that fits their needs, wants, expectations?

n Will everyone be safe with this volunteer

arrangement – the volunteer, the community, the organization?

+Screening & Matching cont.

n After assessing match, one of three

actions:

n Invite the volunteer to join your

• rganization

n Suggest other organizations or

• pportunities that might be a better fit

n Thank them for applying but politely

decline

+Training & Orientation

n Orientation = Introduction and context n What do they need to know to succeed? n How can you make them feel welcome? n Training = Nuts and

bolts of the position

n At the beginning

+ Ongoing

+Communications & Supervision

n Communications with volunteers n How will you stay in touch? n How will you keep them connected between

volunteer shifts?

n Supervision n How will you handle conflict situations? n More hands-on supervision needed at the start of

a position and where safety is a concern

n Schedule regular check-ins n Be available for questions, concerns, and ideas!

+Recognition & Retention

n Be sure to recognize your volunteers! n Ask how they prefer to be recognized n Make sure they know how they impacted

the organization and its mission!

+Recognition & Retention cont.

n Keep your great volunteers! n Match skills and

interests appropriately

n Recognize and

communicate regularly

n Identify opportunities

to move into new positions as desired

+Tracking & Evaluation

n Create a simple tracking process n Track volunteer contact details, hours,

preferences, skills, etc.

n Evaluate your program, your volunteers,

and your role

n Ongoing evaluation opportunities n Annual regular evaluation process

+Resources for Next Steps

n Energize, Inc. n https://www.energizeinc.com/a-z n Volunteer Canada n http://volunteer.ca/management n Volunteering England n http://www.volunteering.org.uk/

goodpractice

+Questions?