quick ways to refresh your program materials - with tobi johnson

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[Webinar] Spring Cleaning: Quick Ways to Refresh Your Core Volunteer Program Materials

Presented by Tobi Johnson, MA, CVA April 22, 2016

@volpronet #volunteerpro

+ Presenter

Tobi Johnson, MA, CVA Tobi Johnson & Associates | VolunteerPro 206.799.9038 [email protected] www.tobijohnson.com www.volpro.net

© Tobi Johnson & Associates LLC All rights reserved

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Happy B(earth) Day!!

Watch a live stream of our home planet from the International Space Station http://eol.jsc.nasa.gov/HDEV/

Photo Credit: Scandinavia at Night/NASA.

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All webinars are 60 minutes & held from 1:00-‐2:00pm EST/10:00-‐11:00am PST. All registrants get the recording & handouts.

MAY

Count What Matters: How to Develop Smart Outcome Metrics for Volunteer Programs – Tuesday, May 10 The Reluctant Supervisor: How to Coach Volunteers & Feel Good About It! – Wednesday, May 25 JUNE

Beyond PowerPoint: Creative Volunteer Training Activities That Boost Interaction, Inspiration & Learning – Monday, June 6 The New Volunteer Coordinator: Cutting-‐edge Leadership Skills for Today’s Professionals – Tuesday, June 21 JULY

FREE – True Independence: Time Management Hacks & Tools for Volunteer Coordinators – Friday, July 1 Cultivating Commitment: Research-‐based Volunteer Retention Tactics – Tuesday, July 12

See More Courses www.volpro.net/training-‐calendar/

Join VolunteerPro & get access to all

© Tobi Johnson & Associates LLC All rights reserved 4

+ Today’s Agenda n How to use core documents to improve volunteer touch points

n  How to “prime” volunteer commitment using simple psychology

n How to make volunteer position descriptions more mission focused

n How to generate more compelling volunteer testimonials

n How to spice up dry and boring volunteer manuals

n How to share volunteer rules and regulations in a friendly way

n  © Tobi Johnson & Associates LLC All rights reserved

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Chat: What purpose does volunteer paperwork serve?


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+ What Purpose Does Paperwork Serve?

n  Collect Necessary Data

n  Communicate Information & Values

n  Build & Strengthen Relationships

n  Inspire Action

© Tobi Johnson & Associates LLC All rights

reserved

+ “We don't know where our first impressions come from, or precisely what they mean,

so we don't always appreciate their fragility.” ~ Malcolm Gladwell


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+ The Little Things Matter

A dexterity task that normally took more than six minutes was accomplished in just over three, when the participants were wished good luck.

Source: Lysann Damisch, Keep Your Fingers Crossed! How Superstition Improves Performance, Psychological Science, 21(7) 1014–1020 (2010)


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+ • Business Cards

Outreach & Marketing

• Volunteer Applications Application

• Position Descriptions Placement

• Volunteer Manual Orientation

•  Timesheets Service

• Project Charters & Plans

Leadership

Volunteer Touch Points

Observer

Inquirer

Joiner

Learner

Doer

Leader © Tobi Johnson & Associates LLC

All rights reserved

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SEE HANDOUT:

Core Volunteer Progr

am

Documents Checklist


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Real Estate

Real Estate

Real Estate!!!

+ For Example …

•  Inspirational sayings

•  Facts about volunteer impacts

• Photos • Referral info •  Interview info

The Backs of Business Cards

n  “Volunteer coordinators are merchants of hope & inspiration; they must focus on the possibilities not the problems.”

n  “Supporters want to be part of something bigger than themselves.”

n  “Working against human nature is like trying to stop a waterfall.”

n  “In order for volunteers to invest their time, the experience must be worth their time.”

n  “Avoid desperate pleas for help; they only cast doubts on whether your program is worthy of support.”


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Working against human nature is like trying to stop a waterfall.

Photo Credit: Wallaman falls panorama. Tsilikka/Wikimedia.

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+ “Priming” a Mindset n  Schema = a mental structure of organized ideas or concepts that are associated.

n  When a specific concept is activated, the associated schema becomes activated via spreading activation (through nodes in our connected semantic network)


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+ “Priming” a Mindset

Flexible

Elastic

Rubber

Change

Open-‐Mindedness

Respect

Honor

Considerate

Handshake

Politeness

Sports

Achievement

Togetherness

Action

Teamwork

Checklist

Complete

Consistent

Secure

Compliance

See: Kolenda, Nick, Methods of Persuasion: How to Use Psychology to Influence Human Behavior (Kolenda Entertainment LLC, 2013)


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Chat: What mindset do you most want to promote in

your volunteers? How could you prime it using words &

images?


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+ Mission Focused Position Descriptions

1)  Philosophy of Volunteer Involvement

2)  Mission + Impact Statement(s)

3)  “Voice” of the Volunteer


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+ Philosophy of Volunteer Engagement

For Example:

“Volunteers are a valued as an essential part of accomplishing the [agency] mission to reach out and deliver [agency] services with compassion and care. Volunteers provide education and information that empowers Medicare recipients to make informed decisions about their health care coverage options, rights, and benefits. Through their unique skills and talents,

volunteers augment the work of paid staff and expand our services far beyond our agency doors into new and diverse communities in need.”

Importance of Volunteers + Standards/Characteristics + Tasks + Results


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+ Mission + Impact Statement(s) Organization Mission Statement

n  Our Cause (Who? What? Where?)

n  Our Actions (What do you do?)

n  Our Impact (What changes do you make?)

Volunteer Impact Statement n  Change in Knowledge (What do people now know as a result?)

n  Change in Behaviors (What do people now do as a result?)

n  Change in Status Quo (What has changed as a result?)

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+ Mission + Impact Statement(s) Sample Mission Statement

Larkin Street’s mission is to create a continuum of services that inspires youth to move beyond the street. We will nurture potential, promote dignity, and support bold steps by all.

Sample Volunteer Impact Statements n  Because of dedicated volunteer tutors, 23 youth were able to transition

off the streets and begin their first year of community college.

n  Because of caring mentors, 36 young adults were able to get and keep jobs for over a year.

n  Because of community volunteer ambassadors, Bay Area employers are now seeing the potential in homeless youth as entry-‐level employees.

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+ Testimonials: “Voice” of the Volunteer

n  Where to Get Them

n  At special events

n  After trainings

n  At conferences

n  When to Get Them

n  After a team achievement

n  When a volunteer thanks or compliments you

n  How to Get Them

n  Ask when the opportunity is ripe!


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SEE HANDOUT: Tip Sheet for Better Volunteer Testimonials

+ Testimonials: “Voice” of the Volunteer

What’s it like to be a [insert volunteer role]? How has it changed you?

What impact does your volunteer role have on the clients or community?

Why does this cause matter?

Would you recommend this experience to others? Why?


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+ Bring the Bling to Volunteer Manuals

n Volunteer & paid staff testimonials (why we love volunteers)

n Volunteer photos (e.g., annual contest winners)

n Break up long text n Chunk text using call out boxes

n Charts & graphs n  Infographics


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Chat: What are other ways you could (or have) spiced up

your volunteer manuals?


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+ Making Rules & Regulations Palatable

1)  Keep Consistent

2)  Leverage Social Proof

3)  Emphasize Social Norms


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SEE HANDOUT: Using Psychology to Get Commitment Tip Sheet

+ Mere Exposure Effect

n Use same graphic elements (look & feel)

n Use similar wording style of section headings

n Use common content elements

n Use same messaging across all platforms


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Where can you use these tactics to refresh your volunteer materials?

+ Social Proof

n Use testimonials from “people like me”

n Photos boost “trustworthiness”

n Beware of negative social proof!

n Authority still rules!


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+ Normative Influence

n Communicate that the majority of volunteers are compliant

n “Seed” volunteer sign-‐in or sign-‐up sheets

n Have volunteers deliver training on compliance

n Use the norm of reciprocity in your favor


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+ For Marketing Documents …

Consider these four relationship goals: n  Capturing Attention n  Holding Interest n  Making a Decision n  Moving Forward with an Action


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+ For Application Documents …

Consider these four relationship goals: n  Gathering “Need to Know” Info n  Learning About the Human Being n  Communicating Values n  Reassuring Decision to Join


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+ For Active Service Documents …

Consider these four relationship goals: n  Tracking Accurate Time Contributions n  Documenting Team Impacts n  Appreciating Commitment & Progress n  Cultivating Ongoing Loyalty


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+ Remember Our Quick Ways … n  Program documents are more than just paperwork, they can strengthen

relationships!

n  Make sure they are easily accessible to volunteers.

n  Use words in a specific schema to activate semantic networks and take advantage of positive associations.

n  To increase the power of volunteer position descriptions, include a Philosophy of Volunteer Involvement & your Mission plus Impact Statements.

n  Tap social proof by including the “Voice” of the Volunteer wherever you can to convince volunteers to act.

n  Keep a consistent look & feel to documents to reduce cognitive burden.

n  Don’t be afraid to repeat yourself – familiarity breeds … acceptance!


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+ Good Reads on Trust & Influence

n  Covey, Stephen M.R., The Speed of Trust: The One Thing That Changes Everything (Free Press, 2006)

n  Friedman, Ron Ph.D., The Best Place to work: The Art and Science of Creating an Extraordinary Workplace (Penguin Group, 2014)

n  Goldstein, Martin & Robert Cialdini, The Small Big: Small Changes That Can Spark Big Influence (Grand Central Publishing, 2014)

n  Kolenda, Nick, Methods of Persuasion: How to Use Psychology to Influence Human Behavior (Kolenda Entertainment LLC, 2013)


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+ What are Your Next Steps?


+ Members: Join is in the [Live Chat]!

http://community.volpro.net/home


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quick ways to refresh your program materials - with tobi johnson

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