Recruiting and Retaining Volunteers L. Jane Hansen Director, Region VI.

Recruiting and Retaining Volunteers

L. Jane HansenDirector, Region VI

Agenda – Topics to be Discussed

• Finding the RIGHT volunteers to meet YOUR section's needs requires careful THINKING AND PLANNING

• Clearly identify volunteer needs and position descriptions Know what you have to offer – What is the job? Identify the “costs” and “benefits” of volunteering

• Plan a recruitment approach Base it on volunteer needs and position descriptions Implement your plan relentlessly

• Recognize and Reward those that participate Informal Recognition Formal Recognition

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Finding Volunteers

• It’s Not About the Money

• It is About Relevance to that First Job – Select meaningful assignments that the

volunteer can “succeed” at doing . . . Then they will want more! Connection with people, information, opportunities, etc.

• Attract new member involvement by: Creating short term assignments with

an obvious Start and END date Provide the volunteer with the opportunity to see how they like working

as an AIAA volunteer Virtual Volunteering

– Opportunities that they can complete via the Internet – Easy to make contributions and feel success

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Identifying the Right People

• Who can you ask to volunteer? Members who regularly attend meetings /Students / Subject matter experts /

Local Industry leaders• How do you get connected to them?

Provide information in the newsletters or website Personal connections – ask your friends Recommendations from other volunteers Step out – reach out / make a personal plea

• Some may feel that participation is only available to the “inner circle” Their involvement helps to sustain the Section Their abilities and experiences will help set the direction of the Section. How volunteer activity can enhance their learning, decision making and

leadership4

• Create a written Volunteer position description Provide a title that gives the volunteer a sense of identity Outline the work that needs to be done by the volunteer Describe qualifications and training Identify a specific time commitment

• Discuss the Volunteer’s Impact Purpose of the overall project and/or program How the work will impact the project's outcome, clients, or mission

• Understand the Cost of Volunteering Time away from family, friends, and work Expenses for travel, meals, parking, babysitting

Provide a Clear Understanding of What is Expected

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Recruitment Strategies

• Examine Volunteer positions to be filled What are the qualifications for the position?

• Evaluate the Options Who will be able to meet the time requirements of the position? Where will you find these people? What motivates them to serve? What is the best way to approach them?

• Types of Recruitment Target Recruitment is specific and focused for a specific skill or event Broad-Based Recruitment can be effective for positions that can easily be

done with minimal training Recruitment needs to be year round

• Make use of Existing Contacts6

Implementing Your Recruitment Plan

• Be sincere About the need About their skills About the reward

• Display your passion About the job About the subject About the benefits

• Provide ROI -- return on investment In kind support / return Information Recognition

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Asking a Volunteer to Help

• Have the right person extend the invitation• Personalize the invitation• Project the right image

Be enthusiastic, not apologetic, don’t beg• Be realistic with expectations• Be courteous

Is this a good time to talk?

• Bring closure to the conversation When can we talk after you have considered this opportunity?

• Follow up quickly• Accept “No” graciously

I understand. Thank you for considering it. Can I ask again later?

85% of the people who are asked to help, do 8

Ideas for Recognition – Formal Recognition

• During the event Acknowledge the volunteer Provide free entry Give a small gift

• Certificates / Awards Local to the section Institute level awards

• Plaques Special Service Citation Sustained Service Citation

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Ideas for Recognition – Informal Recognition

• Day-to-Day Interchanges Saying “thank you” Asking about volunteer’s family & outside life

• Send a note of appreciation To the volunteer To the volunteer’s family To the volunteer’s employer

• Recommend the volunteer for a “promotion” To more responsible position within the organization To a larger role in the next event

10Make the Volunteer feel like part of your team

Recruiting Summary

• Identify the opportunities (jobs) Have a clear description of exactly what is needed Understand the motivation Explain the impact

• Find the right person Match opportunities (jobs) to people (needs) Ask the person directly to do the job –

they can’t say yes if they haven’t been asked

• Recognize and Reward

Recruiting Good People and Fostering LeadersIs the Most Important Thing You Can Do for AIAA

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