Volunteer Management 101 Volunteer program: A quick audit Start by - - PowerPoint PPT Presentation

Volunteer Management 101

Volunteer program: A quick audit

Start by establishing your current baseline

The Volunteer Cycle

Planning Recruitment Orientation & Training Supervision & Monitoring

Recognition



Retention

The Planning Stage

Know why your organization wants volunteers Develop quality volunteer assignments Develop a recruitment plan

Planning

Recruitment Orientation & Training Supervision & Monitoring Recognition  Retention

Develop Assignments: The Job Design Process

• 1. Organizational Mandate

Example: Volunteer Ottawa builds community by strengthening the non-profit sector through a focus

• n building expertise, fostering collaboration, and

promoting volunteerism.

The Job Design Process /2

• 2. Functions and Tasks

Mandate Functions Components Skill analysis Instructional Design Presentation Skill training Assessment Tasks Expertise, collaboration, volunteerism Hold PD seminars Employer- Supported Volunteering Volunteer- matching service Curriculum Food Schedule Promotion Location

The Job Design Process /3

• 3. Skills, Attributes, Qualifications

Task Skills, Attributes, Qualifications needed

Skill Analysis

Analytical, good research skills

Instructional Design

Education qualification, strong communicator,

• rganized, reliable

Presentation Skill training

Skilled presenter, personable, empathetic

Assessment

Analytical, strong observation skills, empathetic

Job Description Template

Could include:

1. Job Title 2. Purpose of Job 3. Major Responsibilities 4. Necessary Qualifications 5. Training/Preparation Provided 6. Time/Place work needs to be done 7. Length of commitment

Sample Job Description templates online

Recruitment Plan

Link to organizational mandate and functions Considerations

• Immediate needs
• Episodic volunteering
• Longer-term needs (e.g. institutional memory)
• Personal background
• Do you want people of a different background than your clientele to

serve? Are there limits to that?

• Recruitment processes need to be fair and consistent

Recruitment

Ways to promote your opportunities:

• Word-of-mouth (the most effective)
• Where do your desired volunteers hang out? What do they

read? Who influences them?

• Internet (website, social media, non-profit job/volunteer
• pportunity boards)
• Live presentations
• Recruitment events
• Newspaper

Planning

Recruitment

Orientation & Training Supervision & Monitoring Recognition  Retention

Recruitment

Consider Motivation

Affiliation Achievement Influence Here is a chance to help mold Ottawa into the best community it can be. You will have an

• pportunity to develop

management skills, including supervising

• ther volunteers and

managing a budget. **think about how the job title would look on a CV Ottawans are great people who care about their community. Here is a great chance to meet other people who care about your community as much as you do.

Screening

1. Assess applicants against consistent and fair criteria 2. Interview

a) consistent interview format b) keep accurate and objective written records

3. Check references

a) Consistent format – use pre-determined position requirements b) Keep accurate and objective written records

4. Police check required?

a) Working with vulnerable population (e.g. children) or with money

5. Contact people who have not been accepted

Orientation

Planning Recruitment Orientation & Training Supervision & Monitoring Recognition  Retention

Should be standard for ALL volunteers Consider including information related to:

• Tour of your physical location
• History, mission, vision of organization
• Programs and services
• Staffing/reporting structure
• Funding sources and annual budget
• How important volunteers are!

Training

This is position-specific Start with a needs assessment

• 1. What do the volunteers need to know?
• As determined by the organization
• 2. What do they already know?
• 3. What do they want to know?

Planning Recruitment Orientation & Training Supervision & Monitoring Recognition  Retention

Learning Objectives

Develop SMART learning objectives pecific easurable chievable elevant ime-Bound

• 1. What will they be able to do?
• 2. Under what conditions?
• 3. How well?

Supervision & Monitoring

Planning Recruitment Orientation & Training Supervision & Monitoring Recognition  Retention

Why monitor performance?

• Ensure standard of service
• Improve job performance
• Obtain volunteers’ input about how to support

them better

• Measure organizational impact

Tell your volunteers

• What they’re doing right
• What they can improve on and how
• How their work is serving the organizational

mandate

• Sincere and authentic
• Personalized
• Do not spend lots of money
• Create opportunities for

volunteers to meet each other and discuss ideas

• Volunteers’ wants change with age
• Younger volunteers tend to want certificates & letters of

reference

Volunteer Recognition

2013 Volunteer Recognition Study

0% 20% 40% 60% 80% 100%

Formal Letters of Recognition Informal get-together Directly Communicate Impact Formal event, e.g. banquet Informal, ongoing thanks

Volunteer Recognition Gap

Organizations Volunteers

Recognition

Related to Motivation

Affiliation Achievement Influence Write a piece for the

• rg website calling out

the individual’s important contribution(s) Grant an award and present it in front of peers Provide concrete evidence of the results

• f the volunteer’s

contribution Provide a letter direct from the beneficiaries

• f the service

Provide a promotion – more challenge and responsibility Provide special commendation letter signed by a noted org leader

• formalized certificate which recognizes

professional skills gained through volunteering

• VO is the only certification training centre in

Ottawa

• Training is free for VO members
• http://prebontario.ca/

Volunteer Recognition

Questions?

Further Learning

• Volunteer Ottawa Education program – Volunteer

Management certification program

• https://www.volunteerottawa.ca/volunteer_management.html
• Best Practices in Volunteer Management handbook
• http://www.volunteeryukon.ca/uploads/general/Best_Practices_Volunteer_Ma

nagement.pdf

• Canadian Code for Volunteer Involvement (CCVI)
• https://volunteer.ca/index.php?MenuItemID=346
• Seel, K (2016) Volunteer Administration Professional

Practice, 3rd Edition. LexisNexis: Toronto.

• https://store.lexisnexis.ca/en/categories/product/volunteer-administration-

professional-practice-3rd-edition-skusku-cad-6129/details