kairos ohio volunteer recruiting preliminary business plan january

Kairos Ohio Volunteer Recruiting Preliminary Business Plan

January 7, 2012

I was in prison and you visited me.”

Matthew 15:36

Russ Seel Volunteer Recruiting 6825 Peachtree Circle Westerville OH 43082

Tel: 614.882.6688 Email: [email protected]

Kairos Ohio Volunteer Recruiting Preliminary Business Plan 1

Table of Contents

I. Executive Summary ......................................................................................... 1

II. Volunteers Needed for Recruiting ................................................................. 2

III. Prospect Recruiting Sources: ....................................................................... 3

IV. Team Prospect Requirements ...................................................................... 4

V. Volunteer Database ........................................................................................ 5

Design and Development .................................................................................. 5

Data Entry ......................................................................................................... 5

VI. Electronic Media ............................................................................................ 6

Web Site Compatibility with Recruiting .............................................................. 6

Social Media ...................................................................................................... 6

Newsletter ......................................................................................................... 6

VII. Supplies ........................................................................................................ 7

Current Membership Survey/Questionnaire ...................................................... 7

New Prospect Questionnaire ............................................................................. 7

Brochures .......................................................................................................... 7

Other Supplies .................................................................................................. 7

VIII. Funding Needs ............................................................................................. 8

IX. Current Progress ........................................................................................... 9

X. Items To Be Accomplishede In Near Future………………………………... Error! Bookmark not defined.

Kairos Ohio Volunteer Recruiting Preliminary Business Plan January 7, 2012 Page | 1

I. Executive Summary

Overview

Kairos in Ohio is expanding at a tremendous pace. We are acvtive in 15 institutions (11

men KI/2 Torch/1 I/O, 2 Women KI and 2 Juvenile Torch). Powerful witness can fill

volumes in all of them to God’s impact through Kairos on inmates, staff, and others.

That’s the good news!

…but, success has its challenges. There are 17 additional institutions (3 to open in 2012)

requesting Kairos. Each institution ideally requires a pool of 200 qualified volunteers.

Current volunteers are over extended…to the point we are in danger of compromising

quality. The challenges break down into two area:

Use existing volunteer talents and skills to best effect

Recruit qualified new volunteers

This is no simple task. It requires talents and commitment of a number of positions. It

must be documented and structured to transition year-to-year and Board-to-Board without

compromising the main objective:

Provide qualified volunteers committed to God’s guidance to serve all aspects of the Ohio Kairos prison ministry.

This “preliminary” business plan is a high level view of objectives deemed essential to

accomplish the main objective. A detailed business plan is scheduled by end of January.

Success Potential:

There are many potential volunteers throughout Ohio. They need to be asked. They need to be prayed for. They need to be shown how they can be used according to God’s plan for their life … that they may bless others, who in turn may bless others (Gen 12).


II. Volunteers Needed for Recruiting

Recruiting Team - Positions:

1. Database designer/developer

2. Database data entry operator

3. Event scheduler/meeting logistics/confirmations

4. Event Speakers/presenters (Covering Cincinnati, Columbus or Cleveland)

5. Ex-offender Witnesses (Covering Cincinnati, Columbus or Cleveland)

6. Musicians (under Jamie Colner) (Covering Cincinnati, Columbus or

Cleveland)

7. On site logistics (facility, equipment, collect prospect info, etc.)

8. Volunteer prospect post meeting follow up (highly important)

9. Word smiths/writers for promotional materials and publication articles

10. Inventory/ordering manger and liaison with MCI PNN (they have agreed

to printing)

11. Prayer team leader (pray during presentation/promotional events and general needs)

Note: The Kairos State Board has been surveyed for suggestions to fill the positions.


III. Prospect Recruiting Sources:

Following are targeted organizations containing potential Kairos

volunteer recruits

1. 4th

day communities. Emmaus, Cum Christo, etc.

2. Churches: Ministry groups (e.g. Sunday school, etc.), newsletter

publications, etc.

3. Philanthropic groups (e.g. Lions, Kiwanis, etc.)

4. Seminaries – e.g. Methesco, Otterbein, United Theological, Josephenium, etc. Objective is to tap into outreach course requirements.

5. Radio Stations for interviews and 30 second spot available through International Council

6. TV Stations for interviews.

7. Publications (e.g. Columbus Dispatch Religious Editor, etc.)

8. Prison Political Groups

9. Prison Fellowship

10. Promise Keepers


IV. Team Prospect Requirements

Below is a description of perceived requirements for a qualified volunteer team member.

1. Have attended approved 3-day weekend (e.g. Emmaus).

2. Be current member of prayer & share group.

3. Choose one institution to serve

4. Commit to attend 28 hours of team formation out of recommended IC 36 Hours.

5. Be able to attend full 4 days of Kairos weekend.

6. Commit to write 42 letters to weekend Residents.

7. Commit to requesting placemats/posters from their church youth.

8. Commit to generating 72 hour prayer assignments for weekend.

9. Commit to raising $200.00 to help fund Kairos weekend.

10. Commit to generating volunteers to bake 200 dozen prayed over cookies for

weekend.

11. Commit to attend 12 monthly reunions in monthly period.

12. Commit to an average of 21 trips at up to average time of 1.5 hrs and potential

cost of $273.

13. Commit to bring one other new volunteer into Kairos ministry.

Note: Subject to Kairos International and State of Ohio Board directives.


V. Volunteer Database

The volunteer database is essential to tracking existing and prospective members. It is essential it be updated ASAP.

Note: This section represents an immediate need!

Design and Development

The database currently has name and contact information. It needs to be redesigned to include existing volunteer ministry service preferences and historical service (e.g. Team assignments). The database additionally needs to be able to accommodate prospect contact information, service preferences and follow up schedule/completion. Design and development will likely evolve into a maintenance function once the heavy commitment in the initial redesign is accomplished

Data Entry

There are about 20 weekends that have not been entered. At 50 team members per weekend, that is roughly 1,000 volunteers. Not all will be new entries, but all must be checked for current information as well as initial entry. Councils must be held accountable for supplying team lists immediately after weekend conclusions. There may be additional activities/accomplishments appropriate for data entry. This is yet to be determined.


VI. Electronic Media

Today’s youth (and most others in an effort to keep up) expect to communicate via electronic media: Web Sites, cell phones, and social media. Any (sales) prospecting that eliminates electronic media is facing an increasing uphill struggle.

Web Site Compatibility with Recruiting

Phil Turner is the current web master. KairosOhio.org is a well developed site with a section entitled “BECOME AN OHIO KAIROS

VOLUNTEER”. It contains a good overview of the Kairos options. However, the “Contact” email address is not valid.

Suggested upgrades include: 1. An interactive volunteer prospect information form for the

prospect to fill out/submit. Assigned follow up recruiters will follow up within 24 hours. Additionally, the prospect will be added to a structured contact stream including newsletters, event announcements, and more.

2. A newsletter updated at least weekly with current announcement, event schedule, awards, etc.

3. Interface with social media.

Social Media

Set up FaceBook and LinkedIn connections. This must be monitored on a daily basis.

Newsletter

Establish a KairosOhio Newsletter to be updated weekly for events, special occasions, etc. The focus is recruiting and driving prospects to becoming qualified volunteers. The Newsletter will be electronic with hot links to the KairosOhio.org webpage on signing up, making reservations for closings, social media, etc.

http://www.kairosohio.org/KwebHowToVol.html

http://www.kairosohio.org/KwebHowToVol.html


VII. Supplies

A number of the current promotional materials are dated and/or contain inaccurate or conflicting information. We need to review/update all materials. On the plus side PNN at MCI has agreed to assist with the set up and printing of whatever we need.

Current Membership Survey/Questionnaire This is needed ASAP. It will be mailed to the current database of volunteers once it is brought up to date. It is designed to revive and identify current volunteer service desire and perhaps incent them to bring new volunteer prospects to the table.

New Prospect Questionnaire An essential tool to prospect follow up containing contact information, types of service desired, institution desired, etc. It will be in electronic format as well as hard copy.

Brochures Brochures will be upgraded for current information and be generic for all Ohio institutions. Specific brochures will be developed for drill down information into Torch, Kairos (inside)/Outside, Kitchen, etc. Brochures will also be in electronic format as well as hard copy.

Other Supplies Presentation materials, prospect packets for security clearance, videos, and a multitude of other items of various media and formats – many yet to be determined.


VIII. Funding Needs

Where possible, donated goods and services will be encouraged.

Professional services for design/setup, printing supplies, etc. will require associated costs. To the extent feasible, all costs will be pre-approved by the Kairos Ohio State Chapter. To the extent not, estimates will be submitted for approval followed by detailed expense line items once known. All fund requests will be in writing with detailed line item costs, supplier contact information and proof of payment if reimbursement is sought.


IX. Current Progress

To this point, much of the effort has been understanding the mission, what is in place, and where Volunteer Recruitment needs to be and when. Initial contacts have been made with parties to initiate programs with Otterbein, Methesco and United Theological Seminary in Dayton. A forum has been scheduled in April at Church of the Messiah to include “Getting it Right” spearheaded by Christine Money. Kairos signup cards will be available and described as well. To date, there are only six prospective volunteers in the pipeline. Forms are currently in process of being revised and/or created including questionnaires, security packets, and others mentioned in prior sections. The database has been transferred to Russ Seel and is now waiting on redesign and data entry – essential to the initial survey to be sent to existing volunteers. Reporting is established to MCI Council monthly meetings and scheduled Ohio Board meetings. In conclusion, the mission is taking shape. Much is to be done (see next section), but at least we have a good concept of what needs to be done. Now we need to Doit!


X. Items to be accomplished in near future These are key milestones that Volunteer Recruitment expects to accomplish in the next 120 days:

I. To Be Completed By: January 31, 2012

Accomplishment #1: Fill most/all Volunteer Recruiting Team slots3

Accomplishment #2: Complete Database design/development

Accomplishment #3: Complete design of forms

II. To Be Completed By: February 29, 2012

Accomplishment #1: Establish Prayer Team

Accomplishment #2: Complete emailing of Existing Volunteer Surveys

Accomplishment #3: Contact all 4th day communities to offer/schedule presentation at monthly gatherings

Accomplishment #4: Contact 2 (major) churches in each major metro area of Cincinnati, Columbus and Cleveland to offer/schedule presentation at appropriate gatherings/services

III. To Be Completed By: March 31, 2012

Accomplishment #1: Complete Web redesign

Accomplishment #2: Complete setup/monitoring in Social Media

Accomplishment #3: Complete setup/distribution channels for newsletter

IV. To Be Completed By: April 30, 2012

Accomplishment #1: Contact Christian Radio/TV stations in Ohio to offer interview, newsletter and advertising slot.

Accomplishment #2: Contact all Religious publication outlets to establish contact with appropriate editors and feed newsletter and offer interviews.

Accomplishment #3: Presentations to educational institutions with objective to establish Kairos as part of outreach curriculum. V. To Be Completed By: December 31, 2012 500 new recruits.

kairos ohio volunteer recruiting preliminary business plan january

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