3 R’s for Volunteers and a Budget?

Alisha Summers & Lisa Owens Volunteer Coordinator & Program Coordiantor

v What are challenges your agency currently faces with volunteers?

v In this workshop we will discuss strategies to help your agency recruit, retain and recognize volunteers and accomplishing these on a budget.

v The average age of a volunteer is increasing each year with there being a tremendous generational age gap.

v How does knowing this make it challenging to your organization and its needs to serve?

v One of the most difficult tasks when working with volunteers is recruiting them. Have you found yourself questioning where to find volunteers or wondering what it takes to secure their participation with your organization?

Recruiting

Why Recruit?1) It helps spread the work among the

volunteers2) Helps generate new ideas3) And most importantly, it helps to serve

those in need

Recruiting Cont’

There are 4 steps that can be followed to help recruit volunteers for your program/organization

1)Define the Jobv With this you are defining the type of job that

will be done. Helping potential volunteers know the type of work needed.

v Anyone helping to recruit volunteers should have a good understanding of what the job will entail and be able to relay that on verbally and/or in written form

Recruiting Cont’

2) Determine Qualificationsv Once you have determined what job you are

seeking volunteers for, you can then begin to think about what qualifications you would look for in potential volunteers

v This helps to clarify and establish expectations and requirements of the volunteer.

v It will also help potential volunteers understand the role they will be playing within your organization/program

v To aid in the process you can develop a volunteer job description which could include information such as:

Recruiting Cont’

v Purpose- what the job is and why it is important to your agency

v Responsibilities- try to be as specific as possible

v Qualifications- list any specific skills or knowledge that may be needed

v Time Commitment- Let the volunteers know up front the hours and commitment that is needed (weekly, monthly, long-term, one time, flexible, etc.)

Recruiting Cont’

3) Develop a list of potential candidatesv Where can you look?

v Membership lists if part of a congregation or organization

v Other community organizations/programs

v Schools- if your program/organization is not age restricted

v Being a member agency of Long Island Cares also means you are able to utilize our volunteer resources as well

Recruiting Cont’

4) Interview the volunteerv This can be a difficult step in the recruiting process as many

volunteers may fear rejection. But most often volunteers will be flattered to just have been asked

v When hosting interviews think of the following:v When: You want to host interviews as soon as possiblev Where: It is always best to host an in person interview if

possible. If the interview cannot be hosted at your location make sure to choose a location convenient to both you and the volunteer

v What: Have all the materials you will need with you. This may include program information, contact information, job description, etc.

*During the interview process you are also able to have any additional volunteers the individuals would work with present, as well as have the potential volunteer shadow an existing volunteer to see how the program works and job responsibilities.

Recruiting Cont’

Final Thoughts

v Offer training and in-depth orientationv Have current volunteers share how they began

volunteering at meetings or gatheringsv Be interested in volunteers not only as volunteers but also

as individualsv Don’t over recruit. If you have too many volunteers and

not enough positions volunteers may feel as though they are not needed

v Recognize the efforts of the volunteers by saying thank you

Recruiting Cont’

Final Thoughts With a Budget

v What inexpensive recruitment techniques have been a success to your organization?

v What recruitment techniques have not been successful for your organization?

Recruiting Cont’

v After successfully recruiting volunteers your goal is to be able to maintain your volunteer support

v This can be challenging given the variety of circumstances behind why individuals volunteer

v We will discuss what makes volunteers stay and why they sometimes decide to leave and how your organization can gain long term volunteer support

Retaining

What makes volunteers stay?1) Understand your volunteers motivation-what makes your

volunteer interested in volunteering his/her time2) Skill Development-sometimes an individual may want to

utilize the skill set they have acquired and currently use in a work setting. Other times volunteers may want to explore other opportunities and develop new skills. They may choose to do something outside of their workplace skill set

3) Personal growth- Many volunteers may want to broaden their horizons seeing other opportunities and possibilities. For some, volunteering may help them make career or education decisions

4) Challenge- Some volunteers may be excited about growing through challenges and new experiences

5) Client Contact- Many times volunteers desire to engage with individuals in order to see the direct effort of their efforts. Some volunteers are encouraged by the thankfulness of clients

Retaining Cont’

Why do volunteers leave?v Inadequate training and orientation- Allow

volunteers to have training to detail job function. Also take time to explain the mission and goals of the program/organization. This helps volunteers to mesh with the program.

v Communication- Ask for volunteer feedback. Make sure volunteers know who they contact with questions or for additional support. And always remember to keep volunteers updated

v Working Conditions- Make sure any paid staff gives volunteers the same respect they would any other coworker as they are a valuable part of the team. Make sure volunteers are comfortable and safe within the work conditions. And work with the volunteer on job duties rather than just assigning them

Retaining Cont’

Final Thought:

There is no such thing as a bad volunteer, just the right person

in the wrong job!

Retaining Cont’

v What does recognition mean to you? Is it something you strive to achieve or something gained as a result of an action?

v Recognizing volunteers can actually assist you in not only retaining volunteers but also indirectly in recruiting volunteers

v We will discuss how you can recognize volunteers and their efforts to your program/organization

Recognition

v Recognizing volunteers helps to validate the volunteers role with the program/organization

v Recognizing volunteers also helps to increase and maintain morale and a positive attitude of service

v Understand the various types of volunteer recognition on both large and small scales

Recognition Cont’

v Think about the times in which you would like to recognize volunteers and their efforts. This can be done on a monthly, yearly, or quarterly basis depending on available resources

v You can do multiple times and styles of recognition including recognizing their ongoing efforts and also formally

v Make sure any volunteer recognition is age and group appropriate. You typically don’t have to spend a lot of money to let your volunteers know they are appreciated

Recognition Cont’

Recognition Tips

v Make it a priority- Don’t delay in thanking and acknowledging the time and efforts of volunteer contributions as the more time that passes, the value of your gratitude diminishes

v Do it often- It begins with saying “thank you” and saying it often

v Do it in different ways- change the ways in which you thank volunteers whether it be in the form of cards, spontaneous treats, or formal recognition events

v Be sincere- make each occasion meaningful and reflect on each individuals personal contributions

v Be consistent- If you establish standards by which you recognize volunteers, make sure to maintain those in the years to come

v Make it unique- Learn what volunteers like and how you can make them feel special

Recognition Cont’

◦ Recognition Ideasv Remembering volunteers birthdays and

anniversariesv Occasional surprise treats to say “thank you”

v Hand written cards or lettersv Holiday parties

v Writing about volunteers accomplishments and contributions in newsletter or publications

v Volunteer of the month/week/year awardsv Certificates

v Knowing volunteers by name

Recognition Cont’

Final Thoughtsv Be creative, volunteers appreciate the

thought more than the price tag of recognition

v Recognizing volunteers will help build their confidence in their overall performance and help them to feel connected to the cause and purpose of your program/organization

v Positive feedback from volunteers will go a lot farther than negative feedback

Recognition Cont’

Final Thoughts With a Budget

v Does your organization have a budget to recognize volunteers?

Recognition Cont’

v By working on the recruitment, retention and recognition of volunteers you will find yourself better able to serve your clients

v As with all things, implementing these strategies takes time and team work, don’t feel bad if it doesn’t work right away, continue to develop what works best for your program/organization

v As your program/organization continues to grow, so will these strategies

Final Thoughts

Comments & Questions