20 important questions to ask when volunteering

20 Important Questions to Ask When Volunteering

Debbie Ray, CVACertified Volunteer Administrator

Things to Consider First?

What are You looking for…..? How “healthy” is the Agency? Whose managing the program?

(ie. Volunteer Manager, Coordinator, Director, …….)

Looking at YOU first………………..

Basic Level: Self-serving drive

Secondary Level: Relational drive

Highest Level: Belief drive

What are you looking for……?

Achievement Recognition and feedback Personal growth Giving something back Bringing about social change Family ties Friendship, support, bonding and a

feeling of belonging

Turn offs to volunteering…….

Disorganized management Lack of board support Staff indifference Limited training and orientation Lack of contact and support Wrong assignment Perks that are withdrawn Insufficient funding

Have a clear understanding of what your motivation to volunteer is…..

1. What do I want to do that meets both mine and the agencies’ needs?

2. How often can I give my time?3. How does my volunteer job fit into

the big picture?

Agency Mission, Vision & Values

What is the mission/vision/values of the organization and is it compatible with my beliefs/needs, etc.

Clear Planning and Allocation of Resources Is the program/manager organized? Is the volunteer program part of the overall agency operating/strategic

plan? Goals and objectives are clear? Does the volunteer program have an operating budget built into the

overall agency budget? If not, who/how is the volunteer program funded? Do volunteers fund the program? Do I have to pay for my volunteer uniform, t-shirt, badge, etc.? Are you expected to donate both funds and time to the program? Is there a designated area/work station for volunteers Does the volunteer program have the equipment and supplies it needs

to operate? Have you seen a recent annual report, financial statements, Non

profit’s 990 form,

Effective Policies and Procedures Is there a “Policy Manual” for the volunteer

program and when was it last updated? Are there clear directions on the “dos and

don’ts” of the program? What are my limitations as a volunteer? Can I be terminated? Do I have grievance rights? Do I sign a confidentiality agreement? Is there a waiver form the agency requires me

to sign in order to volunteer?

Clear and meaningful WRITTEN Assignments Are there job descriptions/assignments/services/agreements/

etc. for every volunteer position? If not, why…..? Are you clear on what it is you are expected to do/not do while

volunteering? Are job descriptions reviewed and revised periodically? What am I liable for if I do something that’s not in the job

description? Do I know who my direct supervisor will be while I’m

volunteering? Do I know who to go to if my direct supervisor is not available? Is there a retention process in place to retain volunteers

Creative and Target Marketing/Recruitment Who makes up the volunteer corps? Does it reflect the demographics of the community? Is there a Public Relations department/manager? Have there been any “stories” circulating about the

agency either rumors or publically? How will my involvement in the agency be used for

promotion? (ie. Photos, stories, testimonials, TV, etc.) Are the current volunteer brochures, newsletters, fliers,

etc. professional/appealing? How often do you see PR on the agency?

Careful Interviewing and Screening of Volunteers What are the requirements and qualifications

to get into the program? Does the agency do background checks or

polygraph exam? Who pays for this….me or the agency? What are the agency’s guidelines for involving

people with a criminal background (misdemeanor vs felony),

What other “types” of volunteers can participate in the program? (ie. Court ordered community service, college interns

Effective Orientation and Training for Volunteers Is there an orientation and is it organized? Does it cover policies and procedures? Have paid staff been to an orientation/training preparing them to work

with volunteers? Who conducts the orientation? Is training offered prior to my taking on a volunteer assignment? Who conducts the volunteer training for specific tasks/duties? Does the agency use current technology for orientation, training, and

communications? Are the orientations flexible in their delivery? ( ie., time, location, etc.)

Proactive Risk Management

Operational volunteers (worker bees):• Is there a clear understanding of your liability coverage (ie. Workers

compensation, nonpaid employee liability coverage, etc.)• Is there a written process in place to report and file a claim• Am I covered if I drive a company vehicle• Will my personal property/vehicle insurance be responsible?

Governance volunteers (thinker bees):• Does the agency carry D&O (Directors and Officers) insurance,

property/facility coverage, additional liability insurance?• How often are these policies reviewed by professionals? (should be

annually)• Reviewing amounts of coverage so that the agency is not under

insured.• Can I be sued personally for damages as a board member?

Supportive and trained supervision Who does the volunteer coordinator report to

in the agency? Are you clear on who you report to in the

agency? Does your volunteer coordinator belong to any

professional organization? How often do they receive training to enhance

their professional growth? What processes are in place to discuss

concerns, issues, grievances, etc.?

Accurate and Useful Record-keeping and reporting

Do you know your current worth as a volunteer?

Nationwide $20.25 (Independent Sector – 2009) Arizona $19.25 (Independent Sector - 2009)

Is there a mechanism in place to record volunteer hours?

How are your volunteer hours used? (ie., grants, $$$, annual reports, etc.)

Constructive Evaluation and Feedback

Are evaluations conducted for volunteers….annually, 6 months, etc.

Do volunteers have a chance to evaluate the volunteer program, volunteer coordinator or agency?

Formal and Informal Recognition Program

Staff training for working with volunteers What are ways that volunteers are

informally thanked in the agency?• A “thank you and we appreciate you” culture

is developed by the organization

• Newsletter recognition

• Upper management recognizes a special event (birthday, sympathy, congrats cards)

Review those 20 questions……

1. What are You looking for…..?2. What’s the “health” of the

Agency?3. Whose managing the program? 4. Clear Planning & Resources5. Effective Policies & Procedures

Review those 20 questions……

6. Clear & Meaningful Assignments7. Creative & Target Volunteer

Marketing/Recruitment8. Careful Interviewing & Screening9. Effective Orientation & Training10. Proactive Risk Management

Review those 20 questions……

11. Supportive Supervision12. Constructive Evaluation & Feedback13. Formal & Informal Recognition14. Is there a “team” feeling when I

volunteer?15. Does my input & participation

matter?

Review those 20 questions……

16. Am I doing what I was told I would be doing when I volunteer?

17. Are there leadership opportunities for volunteers to develop if they want?

18. Does my volunteering interfere with my family commitments?

19. Am I being asked to do more than should be expected?

Review those 20 questions……

20. Are you having fun and are you enjoying yourself?

Questions