Volunteer Recruitment and Management

Lynne M. Wester

Donor Relations Guru

@donorguru

AGENDA

• How can you engage volunteers in your program?

• Keys program components and ideas for delegating

• Creating a communication plan

• Finding and building the right team

• Strategies for successful engagement

• Questions

Activity:

What could volunteers do?

• What does your volunteer program look like now?

• Hamster wheel - same tasks again and again

• Not enough time to think strategically -seasonal or annual events “sneak” up on you

• Volunteers work in a handful of positions

Exercise

• What could it look like if you delegated and engaged volunteers to make your strategic plan a reality?

How can Volunteers Help?

• What activities do you do now that could be delegated?

• Recruitment plan and communications

• Annual recruitment plan

• Interviews with current volunteers - messaging

• Creative Communications

• Attend volunteer fairs or speak at recruitment events

• Program foundations or core components

• Write their own position descriptions

• Work with a group or committee to determine policies and procedures

• Share new structure with other volunteers - Town Hall

• Help other volunteers understand the new structure and help enforce policies

Interviews and Screening - create Placement Counselors or Talent Scouts

• Review applications

• Conduct initial interviews

• Shift or team leaders screen/place new members

• Investigate and outline new opportunities for volunteer engagement - skills or project based, virtual

Activity:

Retention and Recognition activities

• Shift/Team leaders build relationships

• Conduct ongoing interviews - 3 months, etc.

• Survey or interview current volunteers about their roles or what they would like to do

• Create social media communication plans - thank you, impact messages, videos

• Coordinate ongoing education, social or recognition events

Start Spreading the News

• Create a communications plan • Become an advocate for your new engagement

program • Who in your community would want to

support/participate? • Existing volunteers, Paid/Leadership staff, Community

members, donors, clients • How can you reach them? What do they want to

know? • Internal, external, social media, newsletters

Create the Right Team

• Find the volunteers with the passion and the skills • Be selective • Not everyone will be the right fit. Start with the great

volunteers you know you can work with. • Look for the skills/experience you need • HR consultants, hiring professionals, organizational

structure specialists. • Screen them as if you were going to hire them! • Be clear about your vision • If you don’t know where you’re going - no else will

Create the Right Team

• Let go, but don’t check out

• Build in evaluation and check in points to ensure you’re supporting your team

• Be honest about what’s working and what’s not

• Feel comfortable having those conversations. Learn to say and hear no.

Activity:

Things to Think About

• You don’t have to change everything right now • Start small • Start with the steps that feel easier • Invite volunteers to take on leadership roles • Look to the volunteers that are already in those roles,

or have naturally taken on more responsibility • Invite your superstar volunteers to take the lead • Share your impact and successes with the organization • Manager, leadership, co-workers and, of course, the

volunteers!

BREAK

• NEW VOLUNTEER ROLE PLAY ACTIVITY

The Next Level

• Where can volunteers go in your program?

• Keys to evolving your program

• Creating involvement, flexibility and a connection with volunteers

• Tools for evolving your program

• Things to think about

• Questions

Where do your volunteers go?

Keys to Evolving Your Program

• Develop work that is meaningful to the volunteer and important to the organization.

• Create a connection between volunteers, clients and your mission

• Establish the foundation necessary to support a diverse program of volunteer engagement

• Know and share the impact of the work volunteers do

Create more Involvement

• Training and experience pathways • Do volunteers know what they need to do to be able to fill each

role in your program? • Is it clear how that happens, or is it mysterious or based on

longevity? • Do you offer those classes or have on the job experience checklists? • Leadership positions • Do you have opportunities for volunteers to move into leadership

roles? In your program? In the organization? • Shift leaders, committee leaders, subject matter experts, pro bono

consultants

Create more Flexibility

• Are there different types of opportunities or different levels of involvement available?

• One size doesn’t fit all • Doesn’t allow for growth or retraction as a volunteer’s life changes • •Do you offer project based opportunities, virtual opportunities • Bring more positions into your volunteer engagement program • Let volunteers help you! • Volunteers know the work that volunteers do - empower them to

document or create the foundation and flexibility you need.

The Trend:

Create more Understanding

• Keep volunteers informed • New ideas or theories in your impact area • New policies, practices or projects in your program • Milestones in your organization • Incorporate impact into recognition • Don’t just say thank you - share the work the volunteer has

done • Include clients in the thank you message • Spread the thank you outside of your volunteer program -

Social media, internal and external communications

Create the Connection

• Turn your volunteers into Advocates! • Do volunteers know your mission? • Major accomplishments, funders • Do they know about other programs? • Areas and impacts besides their own • Empower them to spread the word • Keep them up to date • Use social media • •Do you know which of your volunteers are also

donors?

Tools for Evolving your Program

Activity

Tools for Evolving your Program

• Start with the easy (easier?) stuff • Create or document the structure that exists now • Identify volunteer position descriptions, how they fit

together, what volunteers need to know to do them. • Create more flexibility • What did your volunteers tell you they wanted to do, but

couldn’t - so they left? • Where does the rigidity come from? You, organization

leadership, the past, or perceived ideas about volunteers? • Create a communication plan to turn volunteers in to

advocates

Thank You!

• Lynne M. Wester

• @donorguru

• Connect with me!

• www.donorrelationsguru.com

• lynne@donorrelationsguru.com