TODAY’S OBJECTIVES

• Create a baseline understanding of the volunteer management

process

• Introduce tools and resources to help build program

infrastructure to support the volunteer management process

• Understand the link between programmatic need and community

resources (and how to build your program based on that

relationship)

• Leave today with a dedication to creating meaningful volunteer

engagement in our communities

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OVERVIEW

• Introduction 10 min

• Presentation “Volunteer Management 101” 45 min

• Workshop 30 min

• Report out 15 min

• Review 10 min

• Q&A 10 min

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INTRODUCTIONS

Jared McCannell

Volunteer Management Coordinator, Maine CDC

Medical Reserve Corps Maine, State Coordinator

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VOLUNTEER MANAGEMENT AS A PROCESS

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I like this visual

because…

Not only is this process

cyclical, it reminds me

that each and every

aspect is happening in

one way or another, no

matter the state of your

program

At any given point in the

volunteer management

process, you can go

back to the planning

phase

PROGRAM PLANNING

Organizational Assessment • Mission, Vision, Purpose • Budget

Program Assessment • Are your current volunteer roles meeting program delivery

needs?

Staff Assessment • Are staff supported by volunteers? • Do staff feel empowered to work with volunteers (request

volunteers, supervise, develop positions, etc.)

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JOB DEVELOPMENT & DESIGN

Do you use written position descriptions for each and

every volunteer role?

Are your volunteer assignments based on organizational,

programmatic or staffing need?

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Need + Skills = Meaningful Volunteer Engagement

VOLUNTEER POSITION DESCRIPTIONS

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“Written position descriptions are the single most

important thing you can use to improve your

program…”

-Me, right now… and I will say it again

WRITTEN POSITION DESCRIPTIONS ARE

THE SINGLE MOST IMPORTANT THING YOU

CAN USE TO IMPROVE YOUR PROGRAM

LOTS OF TOOLS… LOTS OF TEMPLATES…

Title: accurate/meaningful

Key Responsibilities: 3-5 essentials

Supervisor: who they report to

Skills: (if so, add Training)

Qualifications: Licenses, experience

Time Commitment: when, how often

Benefits: build value

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Q: How do we know what sort of

volunteer to recruit?

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VOLUNTEER REQUESTS

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• Who can request a volunteer?

• What sort of documentation do you

use?

• Can it be supported by current tools

and resources (or is it something that

has to be developed from scratch)?

VOLUNTEER REQUEST FORM

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RECRUITMENT

Online

Volunteer Maine (volunteermaine.org)

Volunteer Match (volunteermatch.org)

Social Media

In person

Outreach events

Recruitment fairs

Print

Newspaper

Newsletters

Industry publications

Word-a-mouth

Referrals

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Remember:

All recruitment

efforts can be

supported by your

written position

descriptions!

TARGETED RECRUITMENT &

SKILL BASED VOLUNTEERISM

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Using written position descriptions to advertise and

recruit for volunteers is targeted recruitment. Matching

volunteers up with positions based on their skills &

qualifications is skill based volunteerism.

INTERVIEWING & MATCHING

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Interviewing is your chance to get to know the volunteer

BEFORE they join the organization

It is easier to keep someone out of your organization

thank to kick them out later (firing volunteers is not

covered in this session)

Trust your gut (use your documented process to support

your decision)

Remember: You are under no obligation to place every

single volunteer that expresses interest. An interview can

be one of the few times you have to intervene before the

volunteer takes on the responsibility of representing your

organization

TIPS ON INTERVIEWING…

Do them in person when possible (phone interviews are not ideal, but better than

no interview at all)

Use written position descriptions to guide your conversation (send them a copy

before the interview)\

Use pre-scripted questions (and take notes)

Keep the interview between 15-30 minutes

Make sure they do not have any questions before ending the interview

Ask a few questions unrelated to the position (see them think on their feet)

Use language that supports your process:

“if we decide to place you as a volunteer…”

“for those that move on to the orientation process…”

Always end with “thank you for coming in; we will be in touch”

NEVER TELL SOMEONE NO IN PERSON…

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ORIENTATION & TRAINING

Definitions:

Orientation is general information about the organization (mission,

programs, history, etc.)

Training is position specific (how to successfully do the task they are

assigned)

Orientation can be offered on a regular basis whereas training may be more

likely to be offered on an as needed basis

Each process can be supported by staff and volunteers (i.e. “Train the Trainer”)

Both can be part of the recruitment process as part of a checklist (that can

support any decision to not place a volunteer)

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ORIENTATION & TRAINING (continued…)

Orientations offer:

A time for volunteers to meet one another (speaks to the community building and social aspect of volunteering)

A chance to answer questions in a group setting that all can benefit from

Orientations can include:

A PowerPoint or other presentation

Handouts (i.e. position descriptions, pre-volunteering survey)

Guest speakers (other volunteers)

Overview of the Volunteer Handbook

(remember, you can always go back to the planning stage on any of these items)

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ORIENTATION & TRAINING (continued…)

Training can be:

Delivered individually or as a group

By other staff or volunteers

Supported by written materials

Trainings can include:

Job shadowing

Lecture style overview

Online modules (slide show, videos, etc.)

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SUPERVISION & MOTIVATION

Supervision is easy…

…you just need to make sure your volunteers are happy, helpful, supported, appreciated, reliable, honest, trustworthy, dedicated, on-time, engaged, scheduled, and feel valued.

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***Who is doing What and When***

SUPERVISION & MOTIVATION

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Volunteer Management Software

***Who is doing What and When***

RECOGNITION

INDIVIDUAL

• Birthday Card

• A card, email or handwritten note on their volunteer anniversary

• Thank You message for a job well done or other individual milestone

• Volunteer highlight or profile in newsletter

GROUP

• Annual Meeting

• Holiday Cards

• Volunteer Appreciation event (picnic, potluck, etc.)

• Thank you message in newsletter or on social media

• Included in annual report

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EVALUATION

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Program Evaluation

• Does your volunteer program meet the objectives or outcomes identified by

your initial planning process?

• What tools do you have available to evaluate your program?

• Who is qualified to help? (Management, Staff, Volunteers, etc.)

Performance Evaluation (based on written position description)

• Self evaluation (3 months)

• Interview (6 months)

• Annual review (based on corrective measures or other feedback from 3 & 6

month evaluations).

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QUESTIONS

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WORKSHOP

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REPORT OUT

Did you have enough information from the request form to write a position description?

What other information would have been helpful?

What are your next steps?

Final Thoughts?

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REVIEW

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• Volunteer Management is a dynamic

process

• The process can be supported by

incorporating a few simple documents

(in particular, volunteer requests and

written position descriptions)

• A culture of volunteerism does not

happen over night… but it is very

achievable!

QUESTIONS

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