supervising volunteers lee ann luxenberger volunteer coordinator public library of cincinnati and...
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Supervising VolunteersLee Ann Luxenberger
Volunteer CoordinatorPublic Library of Cincinnati and Hamilton County
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What is a Volunteer?
Someone who contributes time, effort and talent to meet a need or further a mission, without going on the payroll.
- From By the People: A History of Americans as Volunteers, New Century Edition By Susan J Ellis and
Katherine H Campbell
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Types of Volunteers
TraditionalAcademicMandatedProfessional
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Clary’s Volunteer Function Inventory (VFI)
Values: To express important values; feeling it is important to help others
Career: To explore different career options; to look good on one’s resume
Social: To be with like-minded people; to be engaged in an activity viewed favorably by important others
Understanding: Seeking to learn more about the world; a chance to exercise skills and abilities that might otherwise go unpracticed
Enhancement: For personal growth; to develop ‘psychologically’
Protective: To reduce guilt over being more fortunate than others; to help address personal problems
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Before Taking on Volunteers
What are your needs (system-wide, by branch and/or department)◦Entry-level: shelf reading, pulling holds, tutoring◦Mid-level: manages other volunteers and/or
minor programs◦Advanced-level: develops and/or coordinates
major events or programmingWhat types of volunteers are you willing to
take?How much time can you allocate to
supervision/management?
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Recruitment
Motivation messages vary by gender and age
Messages should be tailored for your targeted audience◦Students: focus on understanding, and career◦Young professionals: focus on social, career,
and values◦Baby Boomers and older: focus on values and
social
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Orientation and Training
Understand education and literacy issuesUnderstand how library provides
educational opportunities for local community
Identify how volunteer contributions provide solutions to the problem (how they fit in)
Identify other ways that they can helpGain critical skills pertinent to service
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Meaningful Service
Truly meets an organizational need and that is seen/understood by volunteer
Adequate work that matches position description volunteer agreed to
Uses the volunteer’s skills and talentsAllows for professional developmentDevelops positive relationships with staff,
volunteers, and clientsRespect for volunteer’s talent, experience,
use of time, etc.
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Evaluation
Allows volunteers to provide and receive feedback around issues of performance, organizational culture, etc
Can impact future recruitment and recognition
Provides explanation for retention issuesShould have a different evaluation for
each type of volunteer activity (group, individual, special event)
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Recognition: Motivation Matters
Affiliation: I like to know that I am an important part of the team
Achievement: I like to know that I’ve done a good job
Influence: I like to know that others know who I am and that they respect my input
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Recognition: Affiliation-Motivated
Emphasize relationships◦Letters, cards, or gifts to express appreciation◦Public photos should be with a group of
volunteers and names should be in listings – don’t do individual spotlights
◦Social events where they can mingle with others is preferable to sit down programs
◦Badges, t-shirts, lanyards, etc will help them feel more connected
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Recognition: Achievement-Motivated
Emphasis on task achievement◦Certificates and plaques to express
appreciation◦Individual spotlights can be used, but should
focus on what they have done to help rather than personal facts
◦Awards ceremonies are great for achievers◦Letters of reference◦Pins that recognize hours contributed, years
involved, etc. will help them feel valued
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Recognition: Influence-Motivated
Emphasis on leadership and responsibility◦Loves public praise and recognition by VIPs◦Individual spotlights that focus on leading
committees or being on a board◦Thrives when given a title of importance
Business cards, direct phone line, name connected to a project, etc.
◦“Volunteer of the Year” has special significance for influence-motivated volunteers
◦Wants to feel like input is listened to and that they are part of the decision-making process
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Retention
What impacts retention: ◦ meaningful service◦ adequate recognition◦ relationships with supervisor, staff, and other volunteers◦ maintenance of our reputation◦ volunteer’s schedule and life needs outside of service◦ education – more education, greater retention rate◦ age – older, greater retention rate
Why important?◦ Less need for new recruitment◦ Better value for training (ROI)◦ Overall, less energy and work required◦ Retain advocates for our brand
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Legal Matters
Liability insuranceLiability releasesBackground checksMandated program
concerns
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Questions/Wrap-Up