Volunteer Management Volunteer Management and Supervisionand Supervision

Volunteer Management Volunteer Management and Supervisionand Supervision

The Volunteer Centers of Santa Cruz CountyThe Volunteer Centers of Santa Cruz County

The Volunteer Management Cycle The Volunteer Management Cycle

Topics we will cover in this session: Topics we will cover in this session:

• Who Volunteers and Why?

• An Overview of Recruitment

• Steps for Successful Orientation and Training

• Steps for Successful Management and Supervision

• Steps for Successful Recognition and Retention

Who Volunteers and Why? Who Volunteers and Why?

Many factors motivate people to volunteer including:

• They were personally asked.• An organization with which they are affiliated is participating.• They have a personal connection to the mission of the project

or organization.• They enjoy the type of work being performed.• They want to learn new skills.• They want to meet people.

Understanding Motivation Understanding Motivation

Motivation is a complex phenomenon. Understanding what motivates an individual will help in creating recruitment messages, developing quality volunteer relationships, and retaining volunteers.

Dr. David McClelland’s Theory on Social Motivators. Individuals have different priorities that fall into one of 3 categories- achievement, influence, and affiliation.

Social Motivators Social Motivators

Achievement- Desire for Excellence, wants to do a good job, needs a sense of accomplishment, wants to advance, desires feedback

Influence- Likes to lead, enjoys giving advice, likes influencing an important project, enjoys job status, like to have their ideas carried out.

Affiliation- Likes to be popular, likes to be well thought of, enjoys and want interaction, dislikes being alone in work or play, likes to help others, desires harmony

The Recruitment ProcessThe Recruitment Process

• Recruitment is the process of enlisting volunteers into the work of the program. Because volunteers give their time only when they are motivated to do so, recruitment should not involve persuading people to do something they don’t want to do.

• Recruitment should be seen as the process of showing people they can do something they already want to do.

Steps for RecruitingSteps for Recruiting

• Determine Volunteer Needs- what needs to be done and what type of volunteer do you need to do it.

• Develop Position Descriptions- Once you know your program’s volunteer needs, you should outline what volunteers will do, what skills are required, and the support/benefits they will receive.

• Create a recruitment strategy- Who will you ask and how will you ask them

• Target Potential Volunteers and Market your Program

ORIENTATION

The process of preparing your selected volunteers for a clear relationship with the organization.

Should Answer Three Questions:

• Why should I volunteer here?

• What will I do?

• Will the volunteer work I do make a difference?

• Step One: Meet and Greet

• Step Two: Provide General Information

• Step Three: Provide Specific Information

• Step Four: Let Them Know it Matters

Steps to a Good Orientation:

VOLUNTEER TRAINING

Training should: • Be relevant, practical, and personalized

• Encourage volunteers to develop relationships

• Include materials for participants to use and take away from training

The process of providing new volunteers with thorough, specific information about the actual work they will be doing.

MANAGEMENT AND SUPERVISION

• Remove barriers

• Nurture your volunteers

• Think of training as an on-going responsibility

• Evaluate and give feedback

RECOGNITION AND RETENTION

• Celebrate the uniqueness of your volunteers

• Give your volunteers a great place to work

Volunteer Retention Research

Best Predictors of Retention

• Adequate preparation for the task

• Task achievement

• Positive relationships in the workplace

• The nature of the work itself

Top TEN Criteria of

a Great Place to Work

• Helping others

• clearly defined responsibilities

• Interesting work

• Competent supervisors

• Seeing the results of their work

• Working with a respected organization

• A reasonable work schedule

• Doing the things they do best

• Suitable workload

• Give your volunteers what they don’t have

• Give them a good time

RECOGNITION AND RETENTION (cont. )

• Celebrate the uniqueness of your volunteers

• Give your volunteers a great place to work

Topics to cover include:

• Millennials and Gen X’ers- Common traits, expectations, beliefs

• The Cycle of Service

• Common Retention Challenges

• Supervision Issues

• Supervision Best Practices

• Member Removal and Replacement

Your Americorps Member

The New Face of America

Source: December 2009 Current Population Survey (CPS)

61%

14%

5%

19%

Black

Asian

Hispanic

White Other

70%

11%

5%

13%

Black

Asian

Hispanic

White

Other

Millennials (ages 18-29) Adults (ages 30 and older)

The New Face of America

41

24

13

22

50

21

10

18

Working full

time

Working

part time

Student,

not working

Not

employed

2010 2006

-9

+3

+3

+4

Change

Full Time Employment Drops Among Young Adults

The Satisfaction Gap% saying they are satisfied with the way things are going in this country today

0

10

20

30

40

50

60

19901992 19941996 199820002002 20042006 20082010

18-29 30+

41

26

Source: Pew Research Center surveys

What Makes Your Generation Unique?

• Millennial1. Technology use (24%) 2. Music/Pop Culture (11%)3. Liberal/Tolerant (7%)

• Gen X1. Technology use (12%) 2. Work ethic (11%)3. Conservative/Traditional (7%)

• Boomer1. Work ethic (17%) 2. Respectful (14%)3. Values/Morals(8%)

• Silent1. WW II, Depression (14%) 2. Smarter (13%) 3. Honest (12%)

Do You Have a Profile on a Social Networking Site?

41

75

50

30

6

All

Millennial (18-29)

Gen X (30-45)

Boomer (46-64)

Silent (65+)

% saying “yes”

% saying…is one of the most important things in their lives

52

30

21

20

15

15

9

1

Being a good parent

Having a successful marriage

Helping others in need

Owning a home

Living a very religious life

Having a high-paying career

Having lots of free time

Becoming famous

Note: Based on adults ages 18-29

Life Priorities

Cycle of Service and Retention Issues

Best Practices for Supervisors

• Negotiate a solid set of working agreements for implementing member assignment

• Clarify expectations from the beginning and throughout

• Anticipate and address member needs

• Think of training as an on-going responsibility

• Give specific and timely feedback

• If an agreement is reached, re-state and clarify next steps

• Keep Volunteer Center staff informed of issues big or small and maintain good documentation

• Disciplinary Actions- Address the behavior not the person, provide a verbal warning, supervisory review and written warning, removal from program

Launching the Job

•Review Suggested Orientation Topics

• Take- Away Tasks

Agency History and Needs Assessment

Volunteer Position Descriptions

Recruitment Strategy Worksheet

Online Recruitment Tools / Marketing Resources

• Begin to Prep Now- workspace, preparing staff, organize resources you have in place