reclaiming green places since 1959 © the conservation volunteers 2012 training recruiting and...

Reclaiming green places since 1959

© The Conservation Volunteers 2012

Training

Recruiting and inducting Volunteers



Training

Aims and Objectives• To enable staff to create fulfilling volunteer

roles and recruit the right people to those posts



Training

Objectives

• Describe a range of roles that volunteers can carry out• Explain what makes volunteer roles fulfilling• Create motivating role descriptions• Produce enticing advertisements• Create a plan for selecting the ‘right’ volunteer(s)• Plan an effective induction• Describe TCV’s policy on payment of expenses



Training

Volunteer Management Standards

• Created by the Voluntary Sector National Training Organisation.

• Now called Voluntary Sector Skills Council.• Involved many organisations including TCV in the

project to draw up these standards



Training

Volunteer Management Standards

• A. Develop and evaluate strategies and policies that support volunteering

• B. Promote volunteering• C. Recruit and induct volunteers• D. Manage and develop volunteers• E. Manage yourself, your relationships

and your responsibilities• F. Provide support to volunteering



Training

Units Elements

C1. Advertise for volunteers C1.1 Select advertising media to recruit volunteers

C1.2 Draw up and place advertisements to recruit volunteers

C2. Contribute to the recruitment and placement ofvolunteers

C2.1 Help to identify the need for volunteers

C2.2 Discuss volunteer roles with volunteers and help to assess their suitability

C3. Recruit and place volunteers C3.1 Specify volunteer roles and the knowledge, skills and experience required

C3.2 Assess with volunteers their suitability for volunteer roles

C3.3 Place volunteers

C3.4 Enter into volunteering agreements with volunteers

C4. Induct volunteers C4.1 Help volunteers understand how they can contribute to your organisation’sgoals

C4.2 Help volunteers to fulfil their duties safely and effectively

C5. Manage the induction of volunteers C5.1 Prepare information and guidance materials for volunteers

C5.2 Identify volunteers’ induction requirements and plan to meet them

C5.3 Organise induction activities for volunteers



Training

Each volunteer needs to understand what Each volunteer needs to understand what TCV expects from them and what they can TCV expects from them and what they can

expect from TCV.expect from TCV.



Training

Start with purpose and vision

• Galvanises volunteers and staff• Gives meaning to daily activities• A living declaration of whar we are trying to

accomplish• A statement of the difference we intend to

make in the world



Training

TCV purpose

To protect our green places



Training

Local strategy to achieve that purpose?

What are the obstacles?How will you overcome them?What goals will you implement?



Training

Strategy examplePurpose: to stop teen drug abuseObstacle: peer pressureHow to overcome: separate environmentGoals: start an alternative school

mobilise resources (e.g. media)

Not enough resources? How can volunteers help?



Training

Create a VISION

Who do we need to influence?What do we want them to do?



Training

Local governmentLocal mediaChamber of commerceLocal businessLocal faith communitiesLocal land ownersSchools…



Training

VISION FOR TCV…In the year 2018…

…and include volunteer involvement

“In organizations where volunteers were most effective there was a widely understood, well articulated vision of the role of volunteers”



Training

Vision for volunteer involvement

If you were to cross the street and set up another organisation, what would you do to make TCV obsolete as far as attracting and involving volunteers are concerned?



Training

A vision of volunteer involvement• Staff and volunteers work together as equals• Staff are empowered to create any volunteer job• TCV learns from the experience of volunteers• The value of volunteers in purpose-critical activities is

recognised• There is a central point for volunteer management• All staff play a role in developing jobs for and

supervising volunteers



Training

Where are we now?

Why do we involve volunteers? – You / TCV?What jobs do volunteers do with you?What are the pros and cons of the current

situation?



Training

DefinitionsDefinitions

VolunteerVolunteer A volunteer is anyone who gives their time working with TCV for no financial reward.

Key volunteersKey volunteers

•Volunteer Officer (VO)Fulfils a specific role, agreed with Volunteer Manager

•Project LeadersLead projects

•Board members & committee membersSupport TCV using skills and experience guiding or supporting staff.



Training

WordsVolunteer• Someone who offers their time and effort, of their own free will and unpaid.

• Someone who offers their time and effort, of their own free will, unpaid on a casual basis and at times of their own choosing. (A practical project volunteer, commonly referred to as ‘volunteers’ or ‘the volunteers’.)

Key Volunteer• A generic term for someone who fulfils a specific role for The Conservation

Volunteers of their own free will and unpaid that requires an agreed commitment of time to a programme of work managed or directed by a member of staff or other key volunteer(s) with the authority to do so. There is normally a written role agreement



Training

More wordsVolunteer Officer• A Volunteer Officer is a particular type of Key

Volunteer. They are managed by a member of staff and have a written role agreement.

Project Leader • Another type of Key Volunteer. The Project Leader is

frequently also a Volunteer Officer but this is not a requirement.



Training



Training

Creating motivating volunteer jobs• Placing volunteers in jobs they look forward to is the key to

success• Games are voluntary activities designed to be interesting,

exciting and motivating

Aspects of games• Ownership• Authority to think• Responsibility for results or outcomes• Keeping score



Training

Role description• Title• Purpose: the result the job is to accomplish• Suggested activities• Measures: How will you tell if the result is being achieved• Qualifications: Skills, knowledge, attitudes and conduct or

presentation requirements• Time: Hours, lengths of commitment, flexibility• Site• Supervision: relationships with staff and other volunteers,

reporting, monitoring, dealing with problems• Benefits



Training

Room for manoeuvre

Paid staff are expected to fit in with the requirements of the job

With volunteers you need to accommodate the job to the individual



Training

Recruitment

A process of showing people they can do something they already want to do.

A process of attracting just enough of the right volunteers



Training

Three methods of recruitment

Warm bodyDistribute brochures or postersMedia adverts or publicitySpeaking to community groups

TargetingConcentric circle (Ask a friend)

Current volunteers, friends and relatives of volunteers, clients, friends and relatives of clients, alumni, staff, donors, people in the neighbourhood, retired people in the field



Training

Men wantedfor hazardous journey

Small wages, bitter cold, long months of complete

darkness, constant danger,safe return doubtful.

Honour and recognition in case of success

Speak to motivational needs



Training

An effective recruitment message An effective recruitment message has four partshas four parts

1.1. NeedNeed

2.2. JobJob

3.3. FearsFears

4.4. BenefitsBenefits



Training

NeedNeed

PEOPLE ARE HUNGRY

Somebody should do something about that.

BE SOMEBODY

Call…



Training

The jobThe job

How can the volunteer solve the How can the volunteer solve the problem?problem?

Create a vivid picture of the person doing the job, Create a vivid picture of the person doing the job, be honest or they will probably leave. be honest or they will probably leave.



Training

FearsFears

These can be:These can be:

• a client that is viewed as dangerous a client that is viewed as dangerous

• a type of work at which the volunteer has a type of work at which the volunteer has little experiencelittle experience

• a part of the town that is unfamiliara part of the town that is unfamiliar



Training

FearsFears

Can be dispelled as:Can be dispelled as:• no previous experience is neededno previous experience is needed

• full training givenfull training given

• fully insured and safe working practicesfully insured and safe working practices

• we welcome all sections of the communitywe welcome all sections of the community

• each volunteer has full management supporteach volunteer has full management support



Training

BenefitsBenefits

““be part of our team” be part of our team”

““free certified training”free certified training”

““many of our volunteers get jobs”many of our volunteers get jobs”

““visit special wildlife places”visit special wildlife places”



Training

NeedNeed- hooks people by presenting the need for volunteers- hooks people by presenting the need for volunteers

JobJob- describes how they can help- describes how they can help

FearsFears- reassures- reassures

BenefitsBenefits- sells the position to them by describing how they will - sells the position to them by describing how they will benefit from volunteeringbenefit from volunteering



Training

Screening and interviewing



Training

Why Hold an Induction?

• It defines a clear relationship with the organisation• It’s a quick and effective way of getting the volunteer working• It helps the volunteers feel more comfortable in a new situation

• It answers the volunteer’s questions...• What work will I be doing?• What are my colleagues like?• Will I fit in?• How can I contribute to the organisations aims?• Will I be safe?• Will I be valued?



Training

• Characteristics of an Effective Induction

• Introduce the group:• The group’s values• A bit of history• The group’s activities• Who does the group work with?



Training

• Introduce the systems of work:

• What will the volunteer be doing?• What are the volunteer management procedures?• What facilities do they have access to?• What training and benefits will they get?• Fill in all relevant forms• Who will the volunteer report to?• What are the safety arrangements



Training

• Introduce the people:

• Introduce the leadership structures• Introduce colleagues they will be working with• Discuss the culture and etiquette of the group.• Get them started quickly on some work.



Training

Prompts to help you focus

Who would want to do the job?Who currently does it?Who would like to be doing it but is in a job where it is

not now possible?Who was educated to do it but can’t at present?Who can learn to?Who is learning to do it?What schools and colleges teach it?Peer recommendation?Who does something totally different and would see it

as exciting and new



Training• Environmental Education Volunteer Officer • Role Description - BTCV• Responsibilities include:• Running environmental education activities for groups of primary school children up to 3 days a

week• Helping to keep the activity days and resources up to date• Supporting the site team in maintaining the wildlife area for educational use• Helping with the general running of the Centre• You will attend a range of useful training courses, gain first hand practical experience, and have real

responsibility in a supportive environment.• You will be given specialist experience in working in a particular area of the Centre's work• BTCV is committed to safeguarding and promoting the welfare of children and young people, and

expects all staff and volunteers to share this commitment. An enhanced Criminal Records Bureau (CRB) check will be carried out before placements begin. Only relevant convictions will be taken into account, and the process will be strictly confidential.

• A comprehensive induction process will include training in how to work safely and appropriately with vulnerable groups.

• Agreed days: 4 days a week, Tuesday to Thursday• Agreed times: 9am – 5pm• Agreed expenses: Travel and lunch expenses.• This does not constitute an employment contract. It is a note of a flexible, informal arrangement for

the benefit of both the Volunteer Officer and BTCV, the intention being clarity.• Please refer to the BTCV Volunteers Policy for full information regarding the relationship between

BTCV and Volunteer Officers.



Training

Recruitment Routes

• Active recruitment• Word of mouth• Media interviews• Presentations to community groups• Manning a stand at a community fair



Training

• Passive Recruitment

• Posters• News releases• Leaflets• Web ads• Local newspaper listings• Ads at volunteer centres



Training

Why does The Conservation Volunteers involve volunteers?



Training

Why does TCV involve volunteers?

• Determines the types of jobs and responsibilities that TCV creates for volunteers

• Enables TCV to better explain to volunteers how and why they are contributing to the work of the organisation

• Enables TCV to better explain to staff why volunteers are being sought

• Enables TCV to develop a plan for evaluating how effective our use of volunteers has been.



Training

• What do they do?

• What do volunteers do for you?

• What skills do volunteers bring with them?

• Do you know? Do you use them?



Training

PEOPLE ENGAGEMENT POLICY

• TCV will treat all people involved in its activities with respect and value them as individuals contributing to TCV’s aims.

• TCV will provide a safe working environment for all people involved, and have appropriate insurance cover.

• TCV will seek to train and educate people to levels suitable to their role whilst involved, as well as providing learning opportunities so that they can progress into new roles and greater involvement in TCV and beyond.

• TCV recognises that involvement in planning, delivery and evaluation can build confidence, develop skills and help people to realise their potential.



Training

PEOPLE ENGAGEMENT POLICY

• TCV will provide opportunities for people to engage with us in a variety of different ways to promote inclusiveness, accessibility and choice.

• TCV will provide relevant information to people so that they can make informed choices about their involvement. We will strive to present the information in a format that meets the individual’s needs.

• TCV will provide opportunities for people to express their views, provide feedback and influence decision making.

• TCV will provide training in how we deal with people, including those with extra support needs.



Training

PrinciplesPrinciples• Volunteers shall be allowed to carry out any role in TCV given:

– the role fulfils a specified need,– that the volunteer has the required skills and experience and – there are sufficient resources to support the volunteer.

• When the volunteer has been accepted into a role they should have all reasonable expenses covered. – travel, personal protective clothing, training and learning materials)

• TCV expects that staff at all levels will work positively with volunteers and, where appropriate, will actively seek to involve them in their work.



Training

All volunteers and employees have a responsibility to comply with this policy.



Training

• Sue Hilder

• A trained environmental sculptor, Sue has worked in countryside access with a variety of organisations

• including North Yorkshire County Council, the Yorkshire Dales National Park Authority and East Dunbartonshire Council. She is currently Access Officer for the National Farmers' Union Scotland, advising land managers across Scotland on access management issues. She started life with BTCV as a Volunteer Officer in Hull and became a Trustee in 1993. She is also an active member of the BTCV Scotland committee, the Nominations Committee and a Trustee/Director of Glasgow and the Clyde Valley Greenspace Trust. She combines her ongoing involvement in environmental art with interests including birdwatching and karate and currently resides in Glasgow.



Training

• Creating Volunteer Roles.

• What sort of things would you want if you were to volunteer



Training

Ownership

• Sense of personal responsibility – this is mine

• Can be a team ownership

• Being in charge of something, being proud of something



Training

• The authority to think

• Manager does not abdicate responsibility for ensuring the good results

• Work out what you would have to think about to tell them what to do. Give those thinking tasks to the volunteer.



Training

Responsibility for the results

• Achieve specific results

• Not just carry out a process – what is the result of the process

• Allows volunteers to be successful



Training

• Keeping score

• May sound like a measuring volunteer performance, which may demotivate - opposite

• What information would tell us if you are succeeding in achieving the result?

• How can we collect this information?

reclaiming green places since 1959 © the conservation volunteers 2012 training recruiting and...

Documents

conservation volunteers

reclaiming green places

training slide

right volunteers

inducting volunteers

training vision

training objectives

training aims