The Three R’s of Volunteer
Management
Annual Statewide Conference
September 18, 2014
The Three R’s
Good programs depend on developing a
strategy that focuses on:
of Volunteer Management:
Recruitment
Retention
Recognition
Recruitment, Retention R’s of Volunteer
Management:
Recruitment, Retention & Recognition
"Volunteers are somebody! Somebody who
cares, Somebody who devotes time without
pay, Somebody who praises all, large or small
and somebody who has a common bond with
others to make things better."
Before you start recruiting
-
Defining Philosophy and Goals
Preparing the Environment
Identifying Roles and Division of Labor
Building Program Infrastructure
…
Recruitment
Simple Truth
How You recruit--Determines Who Will
Respond
Use the Four W’s
Take time to think and plan your
recruitment process:




What are your needs?
Who is your target populations?
Where do you find these people?
When do I need volunteers?
Last W—why do people volunteer
Give back to their community
Make a difference
Utilize their talents
Meet people
Now start recruiting
Utilize your current volunteers
They are the best advertisement or your worse
resource
Talk about your program and needs
Never miss an opportunity
Think outside the “box”
Develop Team approach
Encourage a few volunteers to be your recruiters
Highlight your volunteers and their stories
Local newsletters, papers and other resources
Now you have your volunteers
Short attention span
Want to get started
Interview potential volunteers
They get to know you and you them
Complete an application and do background check
Be specific on what you expect
Define roles and expectations
Provide appropriate training
Give them the tools to be successful
Retention
Begins at Recruitment!
Why Do Volunteer Leave?
Did not feel needed
When they came to work—nothing to do
Did not utilize their skills
Given tasks not appropriate—either too easy or
too difficult
Did not feel appreciated
Thank you goes a long way
Did not have the tools to be successful
Tools for Volunteers
Specific roles and responsibilities
Clear expectations
Training
There is only one thing worse than training your
volunteers and having them leave - and that's not
training them, and having them stay.
Open, honest and continuing communication
Appreciation
Basic Rules of Retention
Don’t waste volunteers time
Nothing to do
Staff not available or prepared
No equipment or necessary resources
Client scheduled was unavailable
Spend time waiting for assignments or
instructions
Basic Rules for Retention
Match the volunteer skills with assignments
Develop the work plan with their input
Think outside the box on assigning job
Observe the volunteer and reassign as you see
their strengths
Basic Rules for Retention
Make the volunteer feel appreciated
Simple and often
Best words—Thank You!
Recognition
How Do You Recognize Volunteers
Validate
Think about your volunteers
Vary your approach
Validation
Show that you are aware of their work
I admire your work ethic
I am impressed at how pleasant you are after a hard
day
I love your sense of humor
You are a great problem solver
I like your calm manner in difficult situations
I love your caring personality
"No act of kindness, no matter how small, is ever
wasted"
--Aesop
Matching Recognition
3 categories of recognition
Varying levels of intensity (daily, intermediate and
major)
Motivation of the volunteers
Achievement, affiliation or power
Type of volunteering
Level of Intensity
Daily recognition
Using the everlasting two words—Thank You!
Recognizing a good job
Inviting volunteer for coffee or soda
Asking their opinion/input
Using it if possible
Greeting volunteers
Bragging about them when they can hear
Level of Intensity
Intermediate recognition
Taking volunteer to lunch
Putting volunteers on important committees/task
forces
Having volunteers help train new volunteers
Distributing certificates of appreciation
Including volunteer work in newsletters, bulletins,
emails, etc.
Level of Intensity
Major recognition
Giving special items: mugs, T shirts, pins,
notebooks
Providing a special section of publications for
volunteer contributions
Hosting an Annual Volunteer recognition event—
April is Volunteer Month
Purchasing advertisement in local media
recognizing volunteers
Motivational Orientation
Power-oriented volunteers
Recognition announced in broad-based coverage
Volunteers are recognized by the organization’s
leadership
Include volunteers in higher level decision making
opportunities
Type of Volunteering
Long-term
Recognition through increased involvement and
responsibilities
Recognition of annual anniversary of service
Recognition by upper management of
organization
Type of Volunteering
Short Term
Recognition given immediately for individuals and
work groups
On the bulletin board, marquee or banner welcoming
volunteers
Recognition with a simple take-away
Certificate of appreciation, photograph, etc.
Recognition of volunteer effort through letter to
boss, home agency or others
Final Thoughts on Recognition
An “ideal” recognition system is one that may include
a mixture of different elements to have something
for every volunteer
Do not rely solely on the standard “annual” volunteer
breakfast/luncheon/reception recognition program
Consult volunteers when planning your year-round
calendar of recognition events
Don't ever question the value of
volunteers. Noah's Ark was built by
volunteers; the Titanic was built by
professionals.
Questions? Contact
Pat Robson
[email protected]
843-237-8859