HIGH IMPACT VOLUNTEERINGCritical steps to building and maintaining your volunteer base

AGENDA Personal Connection! Stages of Volunteer Coordination

Recruitment Orientation Engagement Retention

Things to Consider Useful Resources

PERSONAL CONNECTION! Be responsive

Prompt answers & guidance Solicit feedback

Enlist the help of seasoned volunteers Buddy system Mentoring Liaisons Matchmakers

Create a community Teams Facebook Events

Set realistic expectations

STAGES OF VOLUNTEER COORDINATION1. Recruitment

1. Volunteer Roles2. Policies3. Strategies

2. Orientation1. Application and Registration2. Logistics3. Presentation

3. Engagement1. Orientation Follow-Up2. Deployment

4. Retention 1. Vision2. Metrics/Impact3. Personal Connection/Community4. Appreciation/Recognition

RECRUITMENT: VOLUNTEER ROLES Identify key areas of need and schedules Write position descriptions

Describe essential duties Include skills and experience needed Describe the physical conditions

Who will coordinate volunteers? Dedicated volunteer coordination (VC)

committee Invest time/resources

RECRUITMENT: POLICIES Create Volunteer Handbook

Set expectations Minimum time commitment Age guidelines Shelter environment Dealing with animals

Outline do’s and don’ts Search online for samples

RECRUITMENT: STRATEGIES Overall organizational marketing is key

APA! does little recruitment Strong brand awareness = more volunteers

Leverage existing staff & volunteers Leverage the community Online recruitment

VolunteerMatch, Craigslist, Facebook

ORIENTATION: APPLICATION AND REGISTRATION Applications are a necessity

Liability and release Capture key information Search online for sample applications APA! uses Zoho (free)

Application auto-response To register or not to register?

ORIENTATION: LOGISTICS Location

Someone’s house, local business, church, etc. Supplies

Copy of Volunteer Handbook Nametags Pens Choice sheets PowerPoint

Donations/T-shirt sales

ORIENTATION: PRESENTATION Content

Follow Volunteer Handbook History and mission of organization Specific volunteer duties and teams Necessary training and safety info Set expectations – The 3 P’s Clear next steps

Choice Sheet

ENGAGEMENT: ORIENTATION FOLLOW-UP Be Responsive

Prompt follow up Add to email list

APA! uses Yahoo Groups Send welcome letter

Establish personal connection Connect volunteers with team leaders/liaisons Matchmakers VC team

Share “insider” info Wiki page, Facebook groups, etc.

ENGAGEMENT: DEPLOYMENT Volunteer shifts

Encourage accountability Provide direction for new volunteers

Buddy system or mentors Pair new volunteers up with veterans

Liaisons Link between ops team and VC team

Provide training Volunteers know what to do and how to do it Check in/retrain

RETENTION: VISION Communicate Your Vision

Remind & refer to vision often Tie into metrics/impact

RETENTION: METRICS/IMPACT Share success stories Communicate metrics Celebrate accomplishments

RETENTION: PERSONAL CONNECTION/COMMUNITY! Be responsive Enlist the help of seasoned volunteers Create a community

‘Uniform’ Teams Facebook Events

Set realistic expectations

RETENTION: APPRECIATION/RECOGNITION Appreciation

Parties or gatherings “Thank you” and a positive attitude

Recognition Volunteer of the Month Veteran volunteers Meaningful items as reward

i.e. Volunteer t-shirt instead of a plaque Organization-wide and team-specific

THINGS TO CONSIDER Tracking hours – APA now Unique cases

Walk-In Volunteers Group volunteers?

Pro: Good for large projects Con: Require more management, short-term

Under 18? Pro: Recruit and retain parents Con: Safety concerns, management

Community service Pro: Increases number of helping hands! Con: Less invested in the organization, more oversight

USEFUL RESOURCES Your organization’s website Other organizations’ manuals, articles, how-

to’s Zoho Volunteer response templates (canned responses) Google docs & forms Yahoo or Google groups www.idealist.org RSVP (Retired Senior Volunteer Program) HSUS’s Volunteer Management Discussion

Group Local Volunteer Management Groups