| Recruiting and Managing Volunteers - Motivating Others
- 40 Ways to Give Recognition
- Why People Volunteer
- How to Recruit
- Recruiting New Volunteers
- Six Sins of Peer Leadership
- Ten Thoughts on Leadership
- Volunteer Accountability
- What Volunteers Can Expect from CCSJ
Tips to increase motivation among volunteers: - Share your own enthusiasm!
- Delegate responsibilities so all volunteers feel involved and have some commitment to the service project.
- Remind volunteers of the purpose (mission statement) of the project, and emphasize how each and every volunteer makes a valuable contribution to that purpose/mission statement.
- Plan social events for your volunteers to get together, have fun, and not “talk business.”
- Talk to your supervisor to see if he/she has any ideas that could motivate volunteers.
- Appreciate the diverse opinions, experiences, and backgrounds of those around you.
Smile
Write thank you notes
Send birthday cards
Challenge people
Say “Good Morning”
Greet people by their name
Write personal messages in a newsletter
Help develop self confidence in others
Award plaques and certificates
Create pleasant and warm surroundings
Say “Thank You”
Praise people in front of others
Accept their individuality
Plan social events and get-togethers
Take pictures of group members and make a collage
Adequately train and orient new members
Hang a sign on member’s doors
Give away prizes and treats
Leave notes in mailboxes
Have a “volunteer appreciation day”
Give credit to people who originated ideas
Give out silly awards
Give out passes or coupons to programs and events
Take someone out to lunch or for a cup of coffee
Arrange for discounts at a favorite place
Plan annual ceremonial occasions or banquet/dinner
Respect people’s wishes
Be verbal
Make banners
Say “we missed you”
Offer to do something for someone
Welcome new people in a special way
Invite people to come with you to events, meetings, dinner, etc.
Send valentines
Send cards for no reason
Purchase space in the school newspaper to showcase someone’s achievements
Provide food at floor meetings
Create T-shirts with a theme or logo on it
Ask people for their ideas
Tell people they are doing a great job To make a difference
To feel needed
To get to know a new neighborhood
To help someone
Because a friend pressured them
To gain or improve skills
Because they have time on their hands
To do their civic duty
To be with people who are different
To keep busy
Because the agency is close-by
To do something with a family member
To learn the truth
To do one’s share
For recognition
To get a better balance in life
To make new friends
To explore a career
Because they are bored
To demonstrate commitment to a cause
As therapy
To do something different from their job
To have something to get up for
For fun
For religious reasons
For work experience
To give something back
As an excuse to do something they love
To donate their professional skills
Because there is no one else to do it
To feel good
To have an impact
Because they can’t do paid work
To be part of a team
To be an advocate
To gain status
To get out of the house
To test themselves
For escape
To become an 'insider'
To be an agent of change
To repay a debt
Personal experience with a problem
Guilt
Because of concern for the client group
To gain access to services themselves
To be challenged
To experiment
As an alternative to giving money
To be a watchdog
To feel proud
Because they were asked
To stand and be counted -Adapted from S.J. Ellis. (1996). The volunteer recruitment (and membership development) book, Energize, USA Getting enough of the right people is the most basic challenge of working with volunteers. Recruitment is an ongoing concern for every organization; a constant turnover of volunteers is inevitable, as people's circumstances and their ability to volunteer change over time. An increasing number of organizations are now looking for people to help them on a voluntary basis, at the same time as the demands on individuals' free time are getting greater. While it is true that volunteering rates have dropped slightly over the past few years, it has to be remembered that most people who currently do not volunteer would consider doing so if they were asked. You need to be clear-sighted, creative and determined if you are going to be successful. It is essential to think strategically and to be prepared. You will have to devote some resources to recruitment, both in terms of time and money, and you will have to do some background research. You need to know:
-why you want volunteers
-what they will be doing (develop a simple 'role' description for each different volunteering role)
-what type of people you are looking for (develop a short person specification for each role)
if and how you will select/screen potential volunteers [more on screening and selection]
-how you will support them once they start volunteering with you [more on managing volunteers] It is helpful to involve as many people as possible in the recruitment process and it may be appropriate to set up a recruitment team or subcommittee. It is essential that you involve current volunteers (if you have any) in the recruitment process. Also, you should volunteer with the people you recruit to volunteer.
Remember that people usually need to have built up a positive mental image of you over time. It is therefore crucial that you promote your organization on an ongoing basis and that you are professional in all aspects of your work. You must project the right image at all times, not just when recruiting volunteers. You cannot rely on PR to get you volunteers; you must ask people directly to volunteer with you.
It is easy to get so caught up in your day-to-day activities, that you lose the ability to express what you do, or even why you do it, to people who do not know about your work. Never assume that people know anything. You must learn to take into account the potential volunteer's perspective if recruitment is going to be a success. Putting yourself forward as a volunteer can be daunting. Try to make it easy for people to volunteer, by being as approachable, undemanding and unbureaucratic as possible. If you give people the opportunity for a trial period, or give them an easy job before progressing on to something more demanding, people are less likely to be scared off. What is it about the work that is likely to appeal to people? Is the work meaningful and will it be enjoyable? If the answer is 'no', you are unlikely to find volunteers. It is also important to remember that people volunteer for different reasons. If you can tap into what motivates different people, you can 'segment' the potential pool of volunteers and adapt your recruitment message accordingly. Always keep the message as clear, simple and upbeat as possible. Whenever you recruit, you should aim to impart the following information: - what social or other need is the organization trying to tackle?
- can the voluntary work offered help to meet this need/solve this problem?
- what does the voluntary work consist of?
- allay any fears that the potential volunteer may have ('I wouldn't be able to do that', 'why would they want me?', 'would it mean traveling home late at night?', etc)
- outline the benefits to the potential volunteer of working with you (new friends, training, making a difference, getting work experience, etc)
- how can the potential volunteer find out more; what is the next step they should take?
Once you have implemented your chosen recruitment methods, you will start getting some inquiries. It is important that you follow these up quickly and professionally. Consider having an information pack ready, perhaps containing background information on your project, details of the voluntary work and an application form. Try to meet with potential volunteers as soon as possible after they first make contact. Evaluate the success of your recruitment campaign so that you can learn for the future, what was and what was not successful. And remember - recruitment is only the beginning; keeping hold of volunteers is much harder! - Each year during Initium Week (Usually the first full week of the school year in September), there is a Community Service Fair on the quad or in McGuire Hall. Each agency can set up a table during this Fair, displaying information and talking to prospective volunteers. This is a great way to recruit new volunteers! Make sure to keep a list of people who sign up and to follow up as soon as possible after the Fair.
- Possibly the best way to recruit new volunteers is to nominate students who you think would make wonderful volunteers. People are always more apt to volunteer when someone has invited them.
- Also, publicity can be a valuable tool to recruit new volunteers. For example, you can add your name and phone extension on a flyer advertising an event, and add something like, “New volunteers welcome! For more information, call….”
- Another possibility would be to plan and advertise an informational meeting for students interested in becoming a volunteer. Invite someone from your agency to help you facilitate the meeting. Then, you can discuss with interested students the purpose/mission of your agency, sharing your own enthusiasm! This is a great forum to answer questions of prospective volunteers, and recruit!
- Trying to be liked rather than respected.
- Failing to ask volunteers for their advice and help. Make people feel that a problem is their problem too. Encourage individual thinking. Make it easy for them to communicate their ideas to you. Follow through on their ideas.
- Failing to develop a sense of responsibility in volunteers. When they sign on to volunteer, they are accepting the responsibility to show up when they say they will, and to treat it as they would a job. Give each volunteer a chance to learn your job if they want. When you give responsibility, give authority too. Hold others accountable for results.
- Failing to keep criticism constructive. When something goes wrong, do you tend to assume who is at fault? Do you do your best to get all the facts first? Do you control your temper? Do you praise before you criticize? Do you listen to the other side of the story? Do you allow the person to retain her or his dignity? Do you suggest specific steps to prevent a recurrence of the mistake? Do you forgive and forget?
- Not paying attention to volunteers’ gripes and complaints. Make it easy for them to communicate with you. Set up evaluation meetings to find out how their volunteer experience is going. Share all information with your supervisor. Get rid of red tape. Help a person voice his or her complaint. Practice patience. Ask a complainer what she or he wants you to do. Get all the facts.
Let a complainer know what your decision is. Double-check your results. Be concerned. - Failure to keep people informed. Let people know where they stand with you. Praise people properly. Let people know as early as possible of any changes that will affect them. Let them know of changes that will not affect them, but about which they may worry.
- Be aware. Leaders are conscious of the dynamics of the situations over which they preside.
- Be flexible. Leaders can act on information and situations presented, and must often accommodate people who think and act differently from them.
- Be a contributor. Leaders can help broaden the perspectives of those they lead.
- Be a learner. Leaders need a deep and balanced understanding of the people and environment with which they are involved. Achieving a clear view that brings such understanding requires special preparation and learning experiences.
- Be realistic. Leaders must be aware of the reality of issues and how they may impact upon those they lead.
- Be a risk-taker. Leaders move ahead many times, trying new things, knowing that not all the loose ends are tied up, nor that every one is fully aboard, nor that ultimate success is assured.
- Be enthusiastic. Leaders show their belief in what they are doing. The enthusiasm “rubs-off” on others, and they follow the lead.
- Be a role model. Leaders “practice what they preach.” By doing this, leaders gain the respect of those they lead.
- Be patient. Leaders are not BORN, they are developed.
- Be yourself. Leaders consider thoughts on leadership, but add them to their own uniqueness.
Volunteers have their own set of rights and responsibilities which often mirror those of paid staff. Their rights include: - The right to be treated with respect
- The right to have the same working conditions as staff doing similar tasks
- The right to participate in training that will enhance their job performance and personal development
- The right to be informed about activities and changes in schedules
- The right to be honored for their contributions
- The right to express grievances
- The right to be given meaningful work
Equally as important as the volunteer’s rights are his/her responsibilities: - The responsibility to be punctual, regular in attendance, and to perform assigned tasks
- The responsibility to respect human dignity
- The responsibility to adhere to all areas of confidentiality
- The responsibility to adhere to policies and procedures
- The responsibility to develop a positive working relationship with staff and guests
- The responsibility to make constructive suggestions for improvement
- The responsibility to attend orientation and reflection sessions for volunteers
Logistical Information: - Contact information
- Volunteer schedule
- Assistance with setting up transportation
- Directions to the service site
- Information on appropriate attire and behavior
- Safety precautions
- Liability forms
Support: - A listening ear after volunteer experiences
- Orientation about the community agency, the Center for Community Service and Justice, and volunteer rights and responsibilities
- Information about relevant social justice issues and the local population served through orientation, reflection, and ongoing advocacy/educational events
Communication: - Timely notification about volunteer schedule changes
- Information about upcoming agency and Center for Community Service & Justice events
- Opportunities for feedback and discussion about volunteer experience
Top Of Page Table of Contents |
