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
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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