project planning for volunteer managers/leaders
Post on 17-May-2015
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PROJECT PLANNING
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5: Finalize the Plan
4: Secure Resources
3: Get Organized
2: Decide on a Project
1: Focus on Community
Developing Service Projects
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1: Focus on Your Community
COMMUNITY
COMMUNITY MEMEBERS
PARKS
COMMUNITY SERVICE
ORGANIZATIONSCHOOLS
LOCAL GOVERNMENT
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Community Resources
Community Walk
Forums/Focus Groups
Survey5
Conducting a Needs Assessment
What types of questions could you ask?If money were not an issue, what would you be doing
that you are not doing now? What is on your wish list?What is on your to-do list that never gets
accomplished because you don’t have the time or resources?
Is there a population that needs to be served that you have not been able to serve?
Is there a program that you have been wanting to start but don’t have the resources? Are there marketing, technology, financial, training or other types of skills needed to support any of your projects?
Others
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2: Narrow Your Focus
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Research the IssueStatistics BackgroundUnderlying causesProject ideasCommunity experts
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Develop PartnershipsReview potential project partners
MissionResources they offer partnersServices they offer to the community
Approach potential partnerDefine roles, outcomes and resources
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Conduct a Site VisitSearch for potential projectsInvolve key decision-makers and stakeholdersAnswer important questions about agency needs
and how the project will impact the community and the agency
Gather details about needs for potential projects, including special skills and materials
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Elements of a Successful ProjectConsider . . .
Does the project support our organization’s mission?
Does the project build upon positive relationships within the community?
Will the project make a difference to the organization, clients, and/or community? If so how?
Is the project volunteer-friendly?Are volunteer leadership opportunities available?Will volunteers feel they have completed something
worthwhile?
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DISCUSSION
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Project Ideas ActivityWhat are the needs in your community?
How might various organizations collaborate to maximize PR and community resources?
What grants and/or state and national resources are available?
Decide on a ProjectDefine the scope make a decision based on the
following:Time EffortImpact Other Factors
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3. Be Organized
1: Create a Task List
2: Create a Budget
3. Identify Resources
4: Create Timelines
5: Evaluation and Reflection
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Create a Task ListDetermine what you want to accomplishList assignments Decide number of volunteers needed for each
slotPrioritize goals (if necessary) according to
importance
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Create a BudgetOutline costs associated with all tasksKeep track of all donations:
MonetaryIn-kind servicesDonations
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Identify Resources
Human Material Financial
Educational
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VolunteersEstablish volunteer needsConsider variables:
Volunteer skill levelVolunteer ageDuration of projectAvailability of suppliesPhysical space available to perform the work
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Team Leader Programs
VOLUNTEER PROJECT LEADER
VOLUNTEER MANAGER
(VM)
TASK LEADER
(TL)
PROJECT CAPTAIN
(PC)
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Other Volunteer PositionsPerform tasks—raking, painting, sorting,
supervising children’s groups, etc.GreetersDistribute & manage suppliesPass out water, snacks, etc.Plan a kick off receptionServe as guides and runners Video or take picturesCapture volunteer quotesSafety Ambassador
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SuppliesDetermine what supplies, materials, goods and
services you needStrategize about types and amountsThink about partners and local groups/
businesses that can provide resources at no costNote supplies that will need to be purchased
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PLAN FOR. . . Orientation and Training
MISSION
VOLUNTEER ROLE
EXPECTED OUTCOMES
OVERVIEW OF TASKS
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Create TimelinesProject planningDay of project After project
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Plan for ReflectionStructure time for volunteers to think and talk about experience.
When planning your project:• Decide which form
of reflection you will use.
• Tailor the reflection activity to the project. For example, if volunteers are assisting with art classes at a daycare center, they might create a simple art project about their service experience.
Benefits:• Create a stronger
sense of accomplishment
• Establish a deeper connection to the community
• Deepen volunteers’ understanding of the social issue the project addresses
• Increase volunteers commitment to service.
Examples: • Group discussion• Journal about the
experience• Create a photo
journal of the project• Video
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Plan for Evaluation Goal-based: Did you meet the goals of the
project?Process-based: Was the project planned,
managed and implemented effectively?Outcome-based: Did you achieve the
objectives of the project?
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4: Secure Resources
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Volunteer Recruitment
Social Networking/ Online
Email Listservs
Website, Volunteer Blog
Websites andPublications
HandsOn Connect
VolunteerMatch.org
Idealist.org
Serve.gov
Newspapers
Community Bulletin Boards
Organizations andAssociations
Schools
Unions
Sororities and Fraternities
Civic Organizations
Teachers Associations27
Funding, Products and ServicesFaith groupsFoundationsNeighborhood associations and civic groupsNonprofitsBusinessesColleges and universities
Sororities & FraternitiesProfessional organizations
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The “Ask” StrategyIdentify the correct people to contactAppeal to their needs and wantsMap out a case for support
Why the project is importantThe impact it will createYour ability to complete the projectHow they can be a part of the effort
Be specific!
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Connections that CountStart with people you knowAsk people you know to engage their friendsTalk personally with people to “sell” your projectKnow what you need and ask people how they
can contributeDon’t be afraid to tap people’s emotionsTry creative outreach
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5: Finalize the Project Plan Address questions Finalize plans Meet with leaders Review the schedule Discuss documentation Confirm all supplies Provide food and drinks
Make any final calls Pack a project kit Check on trash containers Create a fun atmosphere Check, double-check and
triple-check!
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Communicating with VolunteersPre-register volunteersProvide important project details
Logistics such as date, time, address, public transportation and/or parking information
What to wear or not wearWhat to bring and what will be providedWhere to check-in at the projectPoint of contact
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SafetyReview project for possible hazardsConsider parking, access to water and restroomsProvide for accessibility issues.Know where emergency exits, first aid kits and
automated external defibrillators (AED’s) are located
Have a phone to call first responders if necessary
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Contingency PlanningThink through the worst-case scenarios of what
could go wrongCreate contingency plans for weather and other
potential problemsPrepare ways to expand or reduce project goals
due to number of volunteersKnow whom to contact in case of problems
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DISCUSSION
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Form small groups•Discuss past projects in which something went wrong•Did you have a contingency plan and, if so, how did it work?•What could you do differently next time you face this problem?
Summary
Questions, Feedback
Please complete and return your evaluation form. Your input is appreciated.
Thank You for your participation
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