volunteer retention & recruitment

Value Invested,

Value ReturnedRETENTION & RECRUITMENT

what we think we will be doing…

what the community thinks we do…

what our parents think we do….

what non-Muslims think we do…

Just kidding!

what we think we actually do…

what we actually end up doing…

What’s the Life Cycle of a “Volunteer”?

Vacancy

Recruitment

Training

Functional

Retention

Advancement

Vacancy

Recruitment

Training

Functional

Retention

Advancement

So What Should We Discuss First?

Recruitment

Retention

Why is Retention Important?

Brainstorm:

Why do we want to

retain team members?

Summary

Cut recruiting costs/time

Cut screening and placement costs/time

Cut training costs/time

Experienced volunteer force

Promotable people

People “own” the position and organization

Word-of-mouth recruiting

So Who’s Job is it?

Who works in HR

here?

Right or Wrong

Answer?

Brainstorm

4 Groups:

Why don’t people stick

around?

Why do People Stay?

Let’s Look at the Numbers

Reasons People Leave Percentage

Other demands on time 65%

Poor management 26%

Poor use of time 23%

Talents not used 18%

Tasks/expectations not clear 16%

Not Thanked 9%

Abuse and neglect 5%

What Do Those

Numbers Mean?

Let’s Look at the Numbers

Reasons People Stay Percentage

Good use of time 58%

Good reputation 52%

Use of talents 50%

Clear tasks 41%

Enhanced career skills 39%

Thanked 31%

Became “true believers” 25%

What are the Major Factors?

How welcome the volunteer feels

The connection the volunteer feels

to the program/ organisation

How useful the volunteer feels

How valued the volunteer feels

What are the Best

Practices in Each

Area?

Brainstorm in 4 Groups

How welcome the volunteer feels

The connection the volunteer feels

to the program/ organisation

How useful the volunteer feels

How valued the volunteer feels

Welcome – Practical Tips

How welcome the volunteer feels

Recruitment, screening & orientation

Starts from moment of first contact

Best Practice Practical Tip

Understand the potential volunteerFit for their passion, not a

vacancy

Respond to enquiries as soon as

possibleSet a timed expectation

Make initial contact friendly and welcoming

Template a welcome email

Clear expectations right from the

startReinforce the “rules”

Connection – Practical Tips

The connection the volunteer feels

During the duration of commitment

Best Practice Practical Tip

Develop a connection to the

role/work

Review the job description &

Project plan/long term plan

Develop a connection to

leadership

Individual time to know them

as a person

Develop a connection to the team Social gathering with team

Develop a connection to the larger

vision

“Impact” stories & Islamic

principles @ mtg start

Check in on the connectionNot just initial meeting, have

a debrief after few weeks

Usefulness – Practical Tips

How useful the volunteer feels

During the duration of commitment

Best Practice Practical Tip

Setout clear deliverables with

agreed upon timeframeReview their tasks with them

regularly (not last minute)

Have things ready @ beginning Instructions and tools

Share the workDon’t give into temptation to

do it yourself

Distribute the ownershipProvide the goal and let

them choose the direction

Valued – Practical Tips

How valued the volunteer feels

During the duration of commitment

Best Practice Practical Tip

Volunteers are our colleagues, not

our “staff”Call them team members

Spend sufficient time training Tell, Show, Do

Recognition of workTeam Member of the Month

nominations

Seek out their feedbackInvolve them in strategy &

decisions

Critical Testing Points

Retention Test

Orientation

Training for role

First week on job

First big challenge

First corrective supervision

End of initial commitment – re-recruit?

Convert short-term to more short-term or to long-term

Expansion on Appreciation

Sentences that Motivate

“You really made a difference by ….”

“I’m impressed with….”

“You got my attention with ….”

“You’re doing top quality work on….”

“One of the things I enjoy most about working with you is ….”

“You can be proud of yourself for ….”

“You made my day because….”

Let’s Come Back to

Recruitment…

Why Did we Discuss

Retention First?

Why Recruit Right

the First Time?

Let’s Do a Real Life Example

MuslimFest

What is your first

step?

How do you screen

people?

How do you orient

them?

Retention Factor #1

Recruitment Screening Orientation

Recruitment

Activity

What resources do

you need right

now?

Recruitment

Evaluate why someone should join your team

What is your vision? As an organization, project,

team?

What is the added value?

Know & evaluate your organizational needs

Where do you need resources?

Where can you have extra resources?

What are your intake methods

Screening Activity

What are

expectations you

have of your

volunteers?

Screening

Two way street

Potential Screening the Organization

Clear role & expectations from the start

Organization Screening the Potential

Understand their skills, motivation, passion,

circumstances

Finding the right fit

Orientation Activity

What do you wish

you were told

when you started?

Orientation

Ongoing journey

Objectives

Imparting knowledge

Increasing confidence/enthusiasm

Building connections

Preventing future problems

Orientation

Key components

Program Vision & Benefits

Organizational Structure – Where do they fit?

General expectations & policies

Specifics about the Role

Evaluation/Performance review

Benefits for the Volunteer

So Who’s Job is it?

Watch out for the

GOLDEN

opportunities!

Golden Opportunities

THE THREE Vs

Vision Value Vacancies

Better Recruitment

=

Better Retention

Summary

Create a quality

volunteer experience.

Develop a "true believer" in the cause.

Provide organizational

support.

Ensure the volunteer

"gets more than they give.”

Sometimes, your role

will be to spend more

time on developing the

right people, then

doing the right things.