Spj volunteer corps

1Creating SPJ Norcal's Volunteer Corps

Creating SPJ Norcal's Volunteer Corps

A plan to recruit and manage volunteers who support SPJ Norcal activities

Version 2013-06-11 (Working draft)

Feedback is welcome! Please send comments to:Matthew Hirsch, SPJ Norcal's volunteer program leader, at [email protected].


Introduction

SPJ Norcal is a membership organization for professional journalists in Northern California. All activities are planned and carried out by volunteers.

We're setting up Volunteer Corps to make it easier for members to get involved with SPJ Norcal and be recognized for their contributions.


Implementation Plan

This plan uses best practices in volunteer leadership to develop the Volunteer Corps program from the ground up.

Program assessmentSTEP 1

Define volunteer positionsSTEP 2

Applications & screeningSTEP 3

Recruitment campaignSTEP 4

Managing for successSTEP 5


STEP 1: Program Assessment

A well organized volunteer program begins with written policies to guide program leaders and participants.

➢ Start by writing a mission statement for Volunteer Corps explaining why volunteers are an integral part of SPJ Norcal.

➢ Add a diversity policy and an equal opportunity statement.

➢ Place a prominent feature on the home page of SPJnorcal.org that links to information about Volunteer Corps.

Two thoughts: (1) The “Join Us” link goes to the SPJ national website. Can we include info about joining SPJ Norcal here? (2) Can we place a feature about Volunteer Corps in the righthand column of the home page along with “Upcoming Events”, “Connect With Us” and “SPJ on Flickr”?


STEP 1: Program Assessment

The Volunteer Corps program leader should retain copies of program files and individual records for each volunteer.

➢ Program files include: backup of volunteer database, volunteer policies, orientation & training presentations, annual program evaluations, other written materials (e.g., volunteer position descriptions, application forms, recruiting announcements)

➢ Individual records include: completed applications, copies of awards / certificates for accomplished volunteers, notes


Timeline

Task Deadline Who'sresponsible

Write mission statement Fri., 6.28

Write diversity policy, equal opportunity statement

Fri., 6.28

Add Volunteer Corps info to SPJnorcal.org

Tue., 7.9

Set up volunteer database

Tue., 7.9

June

1

2 3 4 5 6 7 8

9 10 11 12 13 14 15

16 17 18 19 20 21 22

23 24 25 26 27 28 29

30

July

1 2 3 4 5 6

7 8 9 10 11 12 13

14 15 16 17 18 19 20

21 22 23 24 25 26 27

28 29 30 31


STEP 2: Define Volunteer Positions

Clear descriptions of the roles within Volunteer Corps offer a complete picture of what it's like to work with SPJ Norcal. This is the most important part of designing the program.

➢ Start by selecting meaningful jobs for volunteers, jobs that will excite and inspire people to donate their time.

Variety is key. The list of positions should cover group projects and virtual volunteering opportunities as well as long-term, short-term and one-time assignments.

➢ Take time to come up with a title for each role that not only describes the position but sells it.

San Francisco-based writer John Lipp, in a book on recruiting and managing volunteers, gives examples of catchy and descriptive volunteer position titles. A volunteer with Humane Society Silicon Valley who prepares shelter dogs for adoption is known as a Dog Socializer. Someone who reviews another organization's website to keep it clean and up to date is a Web Gardener.


STEP 2: Define Volunteer Positions

Position descriptions identify:

➢ a volunteer's duties, removing ambiguity about what's expected➢ a point of contact to ensure accountability and open communication➢ a location where volunteers will go and a schedule of when they should be available➢ how long of a commitment we're asking volunteers to make➢ the skills needed to qualify for the work➢ any training we provide and other benefits that volunteers will receive


Sample position descriptions


Samples on the web

Pets Are Wonderful Supportwww.pawssf.org/page.aspx?pid=457

Room to Readwww.roomtoread.org/Page.aspx?pid=327

St. Vincent de Paul of Seattlewww.svdpseattle.org/volunteer-job-descriptions/

http://www.pawssf.org/page.aspx?pid=457

http://www.roomtoread.org/Page.aspx?pid=327

http://www.svdpseattle.org/volunteer-job-descriptions/


Timeline


At July board meeting, brainstorm volunteer position descriptions

Tue., 7.9

Volunteer subcommittee circulates draft position descriptions for review

Thu., 8.1

Board discussion at August meeting

Tue., 8.13

Update SPJnorcal.org with position description info

Fri., 8.30

July

1 2 3 4 5 6

7 8 9 10 11 12 13

14 15 16 17 18 19 20

21 22 23 24 25 26 27

28 29 30 31

August

1 2 3

4 5 6 7 8 9 10

11 12 13 14 15 16 17

18 19 20 21 22 23 24

25 26 27 28 29 30 31


STEP 3: Applications & Screening

Screening volunteer applicants will help ensure that you find the right person for the right job. Application forms also exchange valuable information between SPJ Norcal and potential volunteers.

Application forms should include:➢ Contact information➢ Employment information➢ Availability➢ Emergency contact information➢ References➢ Reasons for volunteering➢ Desired positions➢ Waivers


Sample on the web

Here is a volunteer application used by the San Francisco nonprofit Pets Are Wonderful Support (PAWS). This application appears in a book on recruiting and managing volunteers by the writer John Lipp, who is also the PAWS president and CEO.

http://www.pawssf.org/document.doc?id=166

Suggestion: Use this application as a template, revising where appropriate to fit the Volunteer Corps program.

http://www.pawssf.org/document.doc?id=166


Timeline


After August board meeting, create a uniform application for all Volunteer Corps positions

Tue., 8.20

Post application form to SPJnorcal.org along with position description info

Fri., 8.30

July

1 2 3 4 5 6

7 8 9 10 11 12 13

14 15 16 17 18 19 20

21 22 23 24 25 26 27

28 29 30 31

August

1 2 3

4 5 6 7 8 9 10

11 12 13 14 15 16 17

18 19 20 21 22 23 24

25 26 27 28 29 30 31


STEP 4: Recruitment Campaign

Recruiting starts with a message that grabs the attention of your target audience. Begin with a statement about unmet needs in the community, then show how volunteering makes a difference.

Examples from John Lipp's book on recruiting and managing volunteers:

“One in every twenty adults can't read this message. Volunteer and help make illiteracy a word from the past.”

“Darling, of course you can drive people crazy. But what they really need is for you to drive them to a doctor. Volunteer as a miracle driver and help people with AIDS arrive at a better life.”



With any recruiting message, be sure to remind people about the benefits of volunteering and make it easy for them to get in contact. Benefits include the opportunity to develop new skills, a chance to put skills to use and a way to meet people.

Now … where to deliver the recruiting pitch??

Be mindful of who you want to volunteer and how you can effectively reach these people.



Some suggestions:

➢ Start with existing SPJ Norcal members. Invite them to fill out volunteer applications – and to share contacts to see if their friends, family or work colleagues want to volunteer.

➢ Forge partnerships with other groups. Co-host events. Be in touch with nonprofits that offer job training and placement services. They often need to place clients in volunteer positions to help develop skills and experience.

➢ Don't forget about local employers, schools, churches, clubs, volunteer centers and, of course, the Internet.


Timeline


Write concise recruiting message to serve as foundation for recruiting campaign. Adapt message for mailing to SPJ Norcal members.

Tue., 8.27

Send out mailing to SPJ Norcal members.

Mon., 9.2

Compile list of potential partner groups and reach out to them.

Tue., 9.10

August

1 2 3

4 5 6 7 8 9 10

11 12 13 14 15 16 17

18 19 20 21 22 23 24

25 26 27 28 29 30 31

September

1 2 3 4 5 6 7

8 9 10 11 12 13 14

15 16 17 18 19 20 21

22 23 24 25 26 27 28

29 30


STEP 5: Managing for Success

Effective orientation and training give new volunteers the tools they need to succeed and feel good about their work.

➢ The orientation gives volunteers a thorough overview of your organization and their role in achieving your mission. It also builds a sense of community for new volunteers who all begin their journey together.

➢ Tailor the orientation to the type of commitment volunteers are making. An hour-long orientation could be appropriate for long-term volunteers. For volunteers supporting one-off activities, keep it brief.



Training gives volunteers the information and skills they need to be successful doing their jobs. It also keeps volunteers motivated and provides a valuable reward for their service.

➢ As you plan a training session, go back to the volunteer position descriptions and review the necessary skills you listed. Design trainings to provide or enhance these skills.

➢ Partner with specialists in the field who are willing to help lead training sessions or supply resources (such as facilities, equipment or software) for training purposes.



Orientation and training represents just the start of a plan for volunteer program management. Further planning is needed to address recognition for volunteers, volunteer program evaluations and preparing for conflict resolution, among other topics. It may also help to establish a work plan for certain volunteer activities.

After discussion with the SPJ Norcal board, additional plans will be added to this draft of the Volunteer Corps implementation plan.


Timeline


Outline initial orientation session for first group of new volunteers

Fri., 9.20

At October board meeting, discuss options for first volunteer training program.

Tue., 10.8

Add further plans to Volunteer Corps implementation plan, as necessary.

TBD

September

1 2 3 4 5 6 7

8 9 10 11 12 13 14

15 16 17 18 19 20 21

22 23 24 25 26 27 28

29 30

October

1 2 3 4 5

6 7 8 9 10 11 12

13 14 15 16 17 18 19

20 21 22 23 24 25 26

27 28 29 30 31


Thank you …

… for your attention!… for any feedback on this presentation! Please send comments to [email protected].

Documents

Spj volunteer corps