ISOTURE A Model for Volunteer Management Success

I.S.O.T.U.R.E. A Model for Volunteer Management Success

Improving Lives. Improving Texas.

ISOTURE • • • • • • •

Identification Selection Orientation Training Utilization Recruitment Evaluation Boyce, M. (1971)

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Identification • Identify needs of the program and volunteer roles that meet those needs • Identify the type of volunteers needed

• Develop a position description that outlines expectations and responsibilities of the position • Recruit volunteers for specific roles through targeted marketing • Identify potential volunteers

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Why Do Volunteers Volunteer? • • • • • • •

Help Others Give Back to the Community Learn New Skills Meet New People Fill a Personal Void It’s Tradition Influence Others

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How Do You Recruit Volunteers? • • • • • •

Internet Mail Newspaper One-on-one Another volunteer Friend

Actually, recruitment is not as hard as retention!

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Getting Volunteers to Volunteer • Show them how they benefit! • Link message to mission: Show how their work benefits the entire cause • Job Experience • Resume Building • Socialization • Meaningful Work • Realistic Commitments • Flexibility • Time Well Spent • Learn About the Community

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Position Descriptions • • • • • • • • •

Title of volunteer position Purpose of the volunteer position Responsibilities of the volunteer Benefits to the volunteer serving in the role Qualifications and skills needed Time Commitment Resources Available Location Contact Person

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Mismanaging Volunteers Good volunteer management practices Percentage of nonprofits that use practice regularly Matching volunteers’ skills with appropriate assignments

45%

Recognizing the contributions of volunteers

35%

Measuring the impact of volunteers annually

30%

Providing volunteers with training and professional development

25%

Training paid staff to work with volunteers

19%

Mismanagement Volunteer Management Capacity in America’s Charities and Congregations (2004)

Volunteer Turnover

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Selection • Screen potential volunteers through background and reference checks • Review volunteer interest forms and applications

• Interview potential volunteers to learn more about skills, interests, motivations and attitudes • Match volunteers’ interests, talents and time available to the needed volunteer roles

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Volunteer Selection Process Position Description

Orientation

Application

Volunteer

Criminal Background Checks

Reference Checks

Interviews

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Position Descriptions • Promote success of volunteer in role • Focus Extension staff on areas of need • Communicates expectations

• Determines and outlines future volunteer roles

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Volunteer Application • Baseline Information • Learn of volunteer interests • Acquire information needed for criminal background check

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Reference Checks • In person • By phone • By mail

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Interviews • Conducted by CEA or Volunteer Group • Learn about: – – – –

Special skills Interests Motivations Attitudes

• Get a gut feeling!

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Screening of Volunteers • Volunteer screening was implemented to protect youth and volunteers, and the image and integrity of Extension and its associated groups • All direct volunteers must be screened – 4-H volunteers (4-H CONNECT) – Master Volunteers (one-page application/authorization form)

• Volunteers should not fulfill duties until screened and assigned a volunteer status

• A volunteer’s status is based upon charges, convictions, frequency of offenses and date of offenses, with emphasis placed on the most recent 10 years

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Orientation • Train and orient new volunteers on the county program and Extension. • Provide opportunities for volunteers to meet the entire Extension staff. • Officially appoint the volunteer to his/her new position. • Give the volunteer a copy of the position description and resources needed to fulfill duties.

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Types of Orientation • Social Orientation • Position Orientation • System Orientation

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Social Orientation • Introduce volunteers to other Extension volunteers • Introduce volunteers to Extension staff • Give volunteers a tour of the Extension office and facilities

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Position Orientation • Define the expectations of the volunteer position • Provide an overview of positive description • Explain how volunteers fit into Extension program and critical role they play in Extension’s success

O

System Orientation • Review structure and design of Extension, including – Mission of Extension – Definition of Cooperative Extension – Legislation that created and defined Cooperative Extension

• Explain base program areas • Outline various volunteer roles and opportunities • Provide an overview of Extension policies and procedures as it relates to their volunteer role

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Training • Provide volunteers with appropriate subject matter training • Offer ongoing training opportunities through a variety of methods, formal and non-formal • Provide volunteers with the resources needed to fulfill responsibilities

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Utilization • Support volunteers in carrying out their responsibilities • Provide opportunities to use their skills and talents and follow their interests • Train them, and give them opportunities to apply knowledge and skills • Foster mentoring from other volunteers as well as professional staff • Supervise volunteers, providing feedback on their efforts

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What can I do to empower my volunteers?

• Understand the concept • Set the rules • Put your volunteers to work • Reap the benefits

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What can I do if my volunteers refuse to be empowered?

• Take it slow • Let them feel your passion and enthusiasm… It’s contagious!

• If they fail to feel empowered, other problems may exist.

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Recognition • Recognize volunteers through formal and informal methods • Build relationships with volunteers • Provide feedback and support to the volunteers • Be careful not to over-recognize!

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Evaluation • Process Evaluation – Examining the process for improvement

• Outcome Evaluation – What impact did we have (change among audience)

• Economic Impact – What impact did we have? (economic return) – Hourly rate for volunteer time

What you should be doing right now! • Learn about the volunteer program you currently work with • Listen to and get to know your volunteers! • Get involved in your community • Make your role as a volunteer manager a priority • Participate in “Everyone Ready”

References Boyce, V. Milton. “A Systematic Approach to Leadership Development.” Presented to county and area 4-H youth agents conference (PA and Mo). Publication: Extension Service, USDA (4-H-5), 1971. Graff, Linda L. Best of All: The Quick Reference Guide to Effective Volunteer Involvement. Linda Graff and Associates Inc., 2005.