All About Volunteers: How to Use Volunteers in Your Program

A CYC Staff Training Module

10-13-10

OVERVIEW• Why Volunteers?• Recruitment• Retention• Management• Recognition• Last Thoughts

Benefits of Volunteers

• Multiplier effect – more work accomplished• $$ - Money saved, especially with effective

management programs• In-Kind $$ - required by some programs• Increased visibility for organization• Increased pool of potential donors• Benefits to the organization• Increased effectiveness of donor appeals

RECRUITMENT

Remember

• Each volunteer is unique • There are some similarities based on generational

traits • Important to offer different methods for the

ask and application process – phone calls, personal contacts, electronic messages, social networks

• Do not underestimate the amount of time required for personal attention to volunteers

Nuts and Bolts

• Getting the word out• Application process

Getting the Word Out –What to say

• Positions stem from unmet needs in the organization – volunteers fill many VITAL roles

• Clear articulation in the position description, very similar to a job description

Getting the Word Out – Where to say it

• Partnerships – agencies that require internships and community service hours

• Social networks• Volunteer matching sites• Organization website• Word of mouth, publicity

Getting the Word Out –Who to say it to

• “Traditional” volunteers • Volunteers interested in skill/resume

development• Students• Interns• Public service –

Americorps, etc.• Corporate partners

Application Process

• Initial contact• Application forms

Initial Contact

• QUICK RESPONSE from organization is essential!• Offer options – in person interview to complete

forms, or electronic copies sent• Identify interests, skills

Application Forms

• Application – should include at least basic contact info and space for skills & interests

• Declaration of Criminal Record• Drug screen• Central Registry Clearance• Self-identification Form• Map and Directions to

Testing Facilities

RETENTION AND MANAGEMENT

RETENTION – Keep what you’ve got• Match your organizational response to the individual

volunteer’s skills and needs• Some outcomes volunteers want:– skill development– resume development– portfolios– letters of recommendation– lapel pins & other awards– socializing– networking– personal satisfaction

MANAGEMENT – Keep up with what you’ve got

• Policies and Procedures• Data Management Systems

Policies and Procedures Manual

• Includes application documents• Outlines responsibilities of program volunteer managers• Many forms mirror the staff manual• Includes pages specific to volunteers and a

statement that volunteer has read and agreed to policies

• Develop a manual that suits the organization, its existing policies, staff, clients, and volunteers

• Consider how special situations will be dealt with, such as difficult volunteers or conflict resolution

Data Management

Ideally a data management system will:• Be expandable and migratable• Allow editing as needs change• Capture volunteer name, mailing address,

hours, duties, start date, program, referral source, skills, areas of interest

• Provide trends analyses• Total volunteer hours &

other reports

RECOGNITION

Celebrate!

• Periodic events to acknowledge and say thank you• Organizational awards (pins, certificates)• Personal contact & feedback – organizational

culture of appreciation• Letters of recommendation• President’s Award• Portfolios• Handwritten notes

Behind the Scenes

• Creative funding is often needed for staff, screening, training and management costs

• It’s important to include all staff in discussions about volunteer needs and training. In effective volunteer management programs, staff are a supportive & integral component

• Talk up your volunteer program, including up the ladder

• Network, network, network

Key Points

• Utilizing different approaches for different volunteers is very important

• Early identification of skills and interests• Organizational structure must be responsive, as well

as provide layered support for a volunteer program• Make time for your volunteers• Recognition = Retention

ASK !!!

The best way to find out what anyone wants is to ask, but it’s the simplest thing that is

often overlooked.

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Creative Commons License

• Curriculum content created by Kim McNulty, Volunteer Coordinator at Matrix Human Services and Kristin Kendall, CYC Corps Member at Matrix Human Services. Connect Your Community is a project of OneCommunity, funded by the federal Broadband Technology Opportunities Program.

• This work is licensed under the Creative Commons Attribution 3.0 Unported License. To view a copy of this license, visit http://creativecommons.org/licenses/by/3.0