VOLUNTEERS – Tricks of the Trade
VOLUNTEERS – Tricks of the Trade. 2 Why Volunteers Partnering with Staff and Managers Volunteer Opportunities Policies and Procedures Questions.
Dec 27, 2015
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VOLUNTEERS –Tricks of the Trade
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VOLUNTEERS – Tricks of the Trade
Why Volunteers
Partnering with Staff and Managers
Volunteer Opportunities
Policies and Procedures
Questions
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Why Volunteers
Who or What is a Volunteer? A volunteer is someone who provides
time, service and talents to our organization without going on our payroll.
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Why Team with Volunteers? “Because we don’t have sufficient resources to do
our job without volunteers!” “We’re a non-profit, aren’t we supposed to have
volunteers?” “Haven’t we always had volunteers?”
Not Really
Why Volunteers
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Why Volunteers
Because Volunteers… Are perceived to have credibility because they
are unpaid Receiving assistance from a volunteer makes a
difference to the recipient Are Insiders-Outsiders Extend our Sphere of Influence Bring the luxury of focus
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Why Volunteers
Because Volunteers Cont… Engage members of the community as a strategy
for meeting service goals as well as methods of service delivery
Are freer to criticize Contribute what would not be purchased
otherwise Extend the Budget
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Volunteer Benefits A good feeling knowing they have made a difference and
improved someone’s life Being an important part of a team and making new
friendships with other volunteers and communities Enhancing or learning new job skills Visiting many fun places while working with in side mobile
drives and special events. Free health screenings and sometimes FOOD! Schedules may be customized to your availability Enhances Transcripts for Students
Why Volunteers
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Partnering with Staff and Management
How Will We Be Successful? Now we know who actually benefits Support from staff and management Knowledge of basic volunteer practices and
procedures Design a plan that works for your center Continuity through all aspects of the program
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Partnering with Staff and Management
Management and Staff Perceptions and Concerns Volunteers are just passing through Volunteer don’t work regular work hours Volunteer are here to take my job Don’t have the same level of commitment Don’t work to the same performance standards Disrupt the flow of work and time to manage
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Partnering with Staff and Management
Adapting for Management and Staff Perceptions and Concerns
Must have support from all Managers and Directors
– Volunteers are Team Members Involve key staff in the planning process Include in identifying job tasks Ask to help write job descriptions Offer to include in the interviewing process Share success stories about volunteers at All Staff
Meetings
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Partnering with Staff and Management
Creating Partnerships with Staff Staff who work with volunteers should receive appropriate
orientation and training in the management of volunteers Staff should participate equally in the success of the
volunteer program through feedback about successes and accomplishments
Staff should be rewarded for the assistance, involvement and accomplishments
Additional Benefits– Supervision of Staff Training
– Volunteer evaluations can be used in determining performance evaluations
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Partnering with Staff and Management
Role of Volunteer Coordinator Work with Directors and Managers to identify key staff to
supervise volunteers Educate staff on the importance of volunteers at your agency Recruit volunteers Screen initial volunteers to appropriate departments Finalizes volunteer acceptance and orientation Train volunteer supervisors on managing volunteers Support the volunteer supervisor in all aspects of managing
volunteers
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Partnering with Staff and Management
Role of Staff Support and supervise volunteers assigned to
them Provide appropriate feedback for performance in a
positive manner Provide managers with feedback on successes,
issues and problems Include volunteers in staff meetings and events Treat volunteers with respect
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Partnering with Staff and Management
Shared Responsibility Assist Volunteer Coordinator in writing job
description for their departments Promote volunteer recruitment Interview screened volunteers if needed Train/Orient volunteers in specific role Report volunteer hours Introduce volunteer within the agency Report any problems with the volunteers Serve as the point person for the volunteer
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Volunteer Opportunities
Volunteer Services Donor Center/Advisory Council Member Refreshment/Canteen Attendant Speakers Bureau Office Projects Health Fairs Community Events Special Event Packing/Preparing Promotional Items Tour Guides Drivers/Delivery Service Corporate One Day Projects
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Volunteer Opportunities
Internship Program An internship program provides an excellent
means of enhancing your agency’s image and recruitment activities
Permits better utilization of full-time personnel Reduces the turnover problem Cost-effective recruiting tool Helps to keep your department informed of new
developments, concepts and methods in the field Establishes strong university-community relations And finally, and internship program is a good
investment
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Volunteer Opportunities
How do we find new volunteers?
Existing Donors Deferred Donors Chamber Members Students Churches Community Events Retirees Groups: Lions Club, Rotarians and Kiwanis Volunteer Incentive program Partner with other nonprofits Volunteer centers Volunteer Match/IVolunteer
Those who can, do.Those who can do more, VOLUNTEER!
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Policies and Procedures
Tracking Volunteers Tracking of Volunteers Through Various Volunteer
Management Software– Assigns Job Duties– Track Hours– Tracks Special Events– Track Number of Times They Volunteer– Diverse Areas Volunteers are Assisting– Track Where are Volunteers Coming From – Special Occasion and Thanks Yous
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Volunteer Policies and Procedures Attendance, Punctuality and Reliability Evaluation of Performance Confidentiality Customer Service/PR Training Dress Code Breaks Smoking Solicitation
Policies and Procedures
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Safety and Security
Universal Precautions/ Blood Bourne Pathogens
Insurance Coverage Injury Procedure HIPAA/PHI OSHA Back Ground Checks
Policies and Procedures
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Other Important Things to Consider Equal opportunity Policy Harassment Resignation Discontinuation of Service
Policies and Procedures
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Other Helpful Materials and Ideas to Consider– Procedure Manual– Volunteer Handout– Folders– Educational Material– One Page Fact Sheet– Bullet Point Lanyard – Awards and Recognition Items– Evaluations
Policies and Procedures
Questions?
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Certified Volunteer Administrator
www.cvacert.org
Other Resources
www.energizeinc.com
www.volunteermatch.org
www.ahvrp.org
www.iave.org
www.cev.org
www.volunteer.ca/en/en-home
Thank You!
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Scott Justus
Volunteer & Special Programs Coordinator
903-363-0431
References:Ellis, Susan J., From the Top Down: The Executive Role in Successful Volunteer Involvement, 3rd Edition, Energize Books, 2010.
Herman, Melanie Lockwood, No Surprise: Harmonizing Risk and Reward in Volunteer Management, 5th Edition, Non Profit Management Center, 2009.
Seel, Keith, Volunteer Administration: Professional Practice,
LexisNexis Canada Inc., 2010
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