getting, training and keeping volunteers in the library
DESCRIPTION
Getting, Training and Keeping Volunteers in the Library. Instructor: Carol Ross Thomas [email protected] An Infopeople Workshop Winter 2004. This Workshop Is Brought to You By the Infopeople Project. - PowerPoint PPT PresentationTRANSCRIPT
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Getting, Training and Keeping
Volunteers in the Library
Instructor:Carol Ross Thomas
[email protected] Infopeople Workshop
Winter 2004
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This Workshop Is Brought to You By the Infopeople Project
Infopeople is a federally-funded grant project supported by the California State Library. It provides a wide variety of training to California libraries. Infopeople workshops are offered around the state and are open registration on a first-come, first-served basis.
For a complete list of workshops, and for other information about the Project, go to the Infopeople Web site at infopeople.org.
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Introductions Name Library Position
What do you hope to learn today about volunteers in the library?
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Workshop Overview
Getting & Training Volunteers: Recruitment, Interviewing,
Orientation & Teaching
Keeping Volunteers: Supervision & Recognition
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What is A Volunteer?
A volunteer is a person who gives of his/her time without
compensation or promise of reward
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Why Use Volunteers?
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Volunteers Supplement Not Replace Library Staff Volunteers are not:
recruited to take paid staff’s jobs intruders
Volunteers: are recruited to help staff free staff up to do more pressing tasks should be part of the library’s team
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Questions for the Group
Do you think volunteers are necessary in our libraries? If yes, why? If not, why not?
In your opinion, to have a successful volunteer program, is it important for the one responsible for the program to be a people person?
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What A Library Volunteer Does Shelves books Is a friends of the library member Teaches literacy Assists the children’s librarian Assists with the Internet Helps with homework Delivers books to the homebound
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Library Tasks: Which Ones Can Volunteers Do?
How many people allow volunteers to: Handle Money? Work on the circulation desk?
Whose responsibility is it to determine volunteer tasks?
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A Good Volunteer Job Description…
Takes thoughtful and careful planning Is written by volunteer coordinator and
staff Covers every aspect of the assignment Is essential to get the right person for
the job
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Qualifications Versus Responsibilities
Qualifications Skills/Experience necessary to do the job Expert in a particular area that is an asset to your
library Responsibilities
What is expected of the volunteer on the job Eg., “teach adults how to read”
All parts of the job that you specifically take care of
Detailed qualifications & responsibilities are vital for a good job description
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What’s Wrong With This One?SHELVING BOOKSOne of the most important jobs in the library
QUALIFICATIONS: *Accuracy *Ability to alphabetize and sort in
numerical order *Knowledge of Dewey Decimal System is
helpful
TRAINING PERIOD: 2-3 hours
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Example of A Good Job Description: Library Recycling
Volunteer
DESCRIPTION: To assist with the library’s recycling programQUALIFICATIONS: *Physical lifting-able to do physical labor
*Commitment to recycling concept *Ability to perform with a high standard of customer service
RESPONSIBILITIES:*Break down cardboard boxes and place them in recycling container *Place books in recycle bins *General maintenance of library dock area
TRAINING: *Training will be provided by recycling specialist or supervising librarian
TIME COMMITMENT: *1 day a week, 2 hours, ongoing
Taken from Sunnyvale Public Library, 10/93
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Library Resource Aide-Outreach Program
DESCRIPTION: Act as a resource aide to library staff on one of our four aide categories.
QUALIFICATIONS: *Enjoys library atmosphere *Works well with others *Reliable *Typing experience desirable
RESPONSIBILITIES: *Assist in outreach program to shut ins *Select materials to home-bound customers
TRAINING: *Training will be provided by supervising librarians, librarians or library assistants
TIME COMMITMENT: *Minimum of one day per week, 3-4 hours per shift, ongoing
Taken from Sunnyvale Public Library, 10/93
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Short-Term versus Long-Term Volunteers How many of you handle short-
term volunteers?
Do you handle them differently than longer term volunteers?
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Try Asking Staff…
If you had a volunteer, what would you have them do? Write down three things YOU
would have them do.
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Issues Between Staff & Volunteers
Sometimes library staff resent volunteers Staff will have “buy-in” to the volunteer
program, if included in planning the program Staff don’t want to train volunteers because
they: don’t think volunteers will be there long believe volunteers will take their jobs
Staff who accept the volunteer program, make volunteers feel welcome
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Volunteer Recruitment Methods Word of mouth
good way to get students, retirees share with one another
Local newspaper excellent way to appeal to the employed
person Local schools
student volunteers involved in service clubs Via the internet-Online recruitment
all kinds of volunteers
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On-line Volunteer Recruiting
Can work two ways: Volunteers can be recruited
through your library’s website Volunteers can be recruited
through an on-line recruitment service
Volunteermatch.com
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Pros & Cons of On-line Recruiting
Pros: Parents looking for volunteer opportunities for
children. Enables you to reach far and wide for
volunteers Cons
Not all volunteers have computers On-line recruiting takes away the hummanness
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Interviewing Volunteers Be sure to address the following:
what volunteer expects kind of person volunteer is your expectation of volunteer benefit of volunteering skills/experience of volunteer
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Interview Tips Keep to 15 to 30 minutes in duration Questions; open ended versus closed Two way process:
you provide info about library volunteer tells you about him/her self
Should be relaxed Give volunteer an opportunity to ask
questions of you
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Interviewing Paid Staff Versus Volunteers - Is There a Difference?
Information is still confidential Questions asked are very similar End result is right person for the job Want to make sure that prospective
staff or volunteer fit in with current staff
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Volunteer Forms Application Emergency Contact Assignment Agreement Time Sheet
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Background Checks Fingerprinting done:
at your facility through Live Scan through the local law enforcement
agency Reference Checks
other volunteer experience employers personal
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Matching The Volunteer With the Right Job
This is successful when you: have a good job description thoroughly interview volunteer discover what motivated volunteer to
apply assign volunteers to tasks that make
use of their interests, talents and skills
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Orientation of Volunteers
Orientations should: happen prior to beginning assignment acquaint volunteer with organization,
and its policies and procedures introduce the volunteer to library staff include a tour of the library and work
station review work hours, safety rules and
lunch room privileges
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Benefits of Orientation
Learn how vital the assignment is to the organization
Make volunteers feel part of the team
Reinforces expectations regarding appearance and behavior
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“Trained” Volunteers… Feel confident about their job Do better at their assignments Exhibit excellent customer service Get the job done right the first time Are library advocates in the
community
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Volunteer Training Trainers must
Understand the volunteers role Be positive about the use of
volunteers Should have their training in writing Be patient with prospective
volunteers
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Energizeinc.com Energizeinc.com is a wonderful
website to utilize in the management of your volunteer program.
Energizeinc.com is a great resource for all of your volunteer needs; everything you ever needed to know about managing volunteers
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Daily Management of Volunteers
Volunteers should: have a meaningful task each time
they report to work know their schedule know where to sign in and out be familiar with work area be supervised at all times
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Supervisors of Volunteers Should… Have a passion for their program Be available to volunteers and/or
staff who have questions or concerns
Keep track of volunteer statistics Know how to delegate tasks to
staff regarding volunteers
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Handling Difficulties With Volunteers Do not allow volunteer to disrupt
daily operations Be prepared with a plan of action; be
it counseling, disciplining or dismissal meet with volunteer to sort out problem place volunteer in another section dismiss volunteer if all else fails
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Volunteer Retention Volunteers will “stay” if:
they enjoy their work they feel a part of your library thanked regularly properly placed in their job they feel their value has been
acknowledged by staff
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Volunteer Recognition Remember to say “thank you” Volunteer recognition comes in
different forms: some volunteers like gifts, parties, etc. some volunteers want rewards like:
increased responsibility more interesting work promotion to leadership
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In Summary… Getting Volunteers:
They don’t replace, they help You’ve been a volunteer or are one, so you
understand Training Volunteers:
Right Volunteers-Right Jobs=Success! A well trained volunteer=Success!
Keeping Volunteers: Properly supervised, you’ll retain them Always recognize and say, “thank you”