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Volunteering Hawkes Bay
Inclusive Communities through Volunteering
How to keep your volunteers
Training Workshop25th March 2011
Volunteering Hawkes Bay
How to keep your volunteers
Gain a better understanding of why people volunteer
Understand characteristics of generational trends
Have longer rewarding relationships with your volunteers
Understand the importance of planning for volunteer involvement
Model of Volunteer Management
1. Human Resource Planning
8. Retention or
Replacement
7. Reward and
Recognition
2. Recruitment
Happy Volunteers
6. Performance
Appraisal
3. Selection and
Screening
4. Orientation
5. Training and
Development
Motivation
To gain knowledge of community problemsTo get community recognition To make a transition to a new life To fulfill a moral or religious duty To have fun To help those less fortunateTo meet important people in the communityTo gain status with my employer
Volunteering Hawkes Bay
MotivationWhich of the following statements about
motivation do you most agree with?
A. Volunteers need formal recognition systems to give value to what they do
B. Volunteers are more motivated by the love of what they do than staff
C. Volunteers need lots of praise to keep them motivated
D. Volunteer’s motivation depends very much on the individual
Volunteering Hawkes Bay
David McClelland's Theory of Motivational Needs
People with different needs are motivated differently.
High need for achievement - High achievers should be given challenging projects with reachable goals. They should be provided frequent feedback. While money is not an important motivator, it is an effective form of feedback.
High need for affiliation - People with a high affiliation need perform best in a cooperative environment.
High need for power - Management should provide power seekers the opportunity to manage others.
Volunteering Hawkes Bay
MotivationAchievement-oriented volunteers
Ideal result of recognition is additional training or more challenging tasks.
Subject for recognition is best linked to a very specific accomplishment
Phrasing of recognition through "Best," "Most" awards Recognition decision should include "Checkpoints" or "Records"
Awardee should be selected by co-workers
MotivationAffiliation-oriented volunteers
Recognition should be given at group event
Recognition should be given in presence of peers, family, other bonded groupings
Recognition item or award should have a "Personal Touch"
Recognition should be organizational in nature, given by the organisation
Recognition should be voted by peers
MotivationPower-oriented volunteers
Key aspect of recognition is "Promotion," conveying greater access to authority or information
Recognition should be announced to community at large, put in newspaper
Recognition decision should be made by the organisation’s leadership
Veterans1929 – 1944 (82-67)Loyalists – gather together and buildSilently build up the organisation’s
infrastructureChurch and civic participationCourtesy and respectOften seeking achievementLove hierarchical structures
Volunteering Hawkes Bay
Baby Boomers1945 – 1963 (66 – 48)Customers, change the world on my termLowest engaged in volunteeringOk with technologyHave no financial resources, have to work longerHave financial resources- how do we engage
them?Environmentally and politically concerned
Volunteering Hawkes Bay
Generation X1964 – 1980 (47 –31)Experimental – respect my time‘Latch Key’ generation Don’t like HierarchiesSelf reliant and resourcefulAccepting of diversity and changeLow church/ High civic involvement on our terms to fit into our lifestyle
Volunteering Hawkes Bay
Generation Y1980 – 1999 (29 –10)Entrepreneurs - let me build the answers‘click and go’High civic/lower church participationIdealistic, optimistic, flexibleDon’t believe in bossesMore ethnic diversityHunger for feedback and rewards (will leave if
not rewarded)
Volunteering Hawkes Bay
I – Gen - Under 12yearsInternet - Expose me to my futureWill live today’s environmental and political
decisions‘On the edge of the next predicted
Revolution’Create the cause via internet (you tube, face book,etc)
Volunteering Hawkes Bay
Retaining Volunteers Why do you want to keep your volunteers?
Of the volunteers that worked with your organisation one year ago, approximately what percentage would you say are still involved as volunteers?
Have you created the kind of climate that welcomes and encourages volunteers?
How do you do this? Volunteering Hawkes Bay
Retaining VolunteersRetention is a goal for most organisations, as well
as an indication of the success of its volunteer programme
Most organisations would likely prefer to have their volunteers take on new tasks as assignments are completed.
Recruiting volunteers is expensive and time-consuming
Retention is important because volunteers often become loyal financial sponsors to the organisation
Volunteering Hawkes Bay
Retaining Volunteers
Volunteer retention is an essential component of managing volunteers.
Retention is about putting into place a series of
processes and procedures that foster a sense of organisational commitment among volunteers.
Volunteers who feel valued, supported, recognised and rewarded for their efforts are more likely to be retained
by their organisation.
Retaining Volunteers
The experience of your current volunteers is invaluable You will have invested time, skills and training in the
development of volunteers Retaining ensures that the continuity of the organisation’s
vision is maintained The loyalty of the volunteers is vital , especially during
difficult or busy periods.
Retaining Volunteers
Organisations that recognise activities for volunteers have a higher rate of retention, as do those that offer training and professional development opportunities for volunteers
Those that use selection procedures to identify suitable volunteers and to match them with appropriate jobs or tasks, have higher rates of retention
Volunteer management practices all center on making the experience worthwhile for the volunteer.
Volunteering Hawkes Bay
Retaining Volunteers
Smaller charities have higher rates of volunteer retention.
Young people are newer to work life, their life circumstances often change seasonally and rapidly, and their roots in the community are less deep than older volunteers.
Consequently, they are less likely to maintain relationships with the organisations in which they volunteer.
Volunteering Hawkes Bay
Retaining Volunteers
Implement the organisation’s policies, procedures and standards
Foster good relationships between paid and unpaid staff
Monitor the service provided by volunteersEngage volunteers more directly is better than a
lot of communication
Volunteering Hawkes Bay
Retaining Volunteers
Assist volunteers to work within their abilities
Assess the need for trainingRecommend new tasks for volunteersConversation about issues other than workConstructive feedbackRegular meetings
Volunteering Hawkes Bay
Retaining Volunteers
Identifying and implementing training and development programs develops the skills and
confidence levels of volunteers. Volunteer retention is not about maintaining the
services of all volunteers. Performance appraisal is necessary to ensure
that sport and recreation organisations have reliable and effective volunteers.
Retaining Volunteers
Record keeping provides a basis for recognising and rewarding volunteers.
Volunteers leave organisations and turnover should be viewed as an opportunity for organisations to change and develop.
Plan for the replacement of volunteer; the benefiting of bringing in new volunteers
Retaining Volunteers
Meaningful Work
Create positions that allow volunteers to bring about positive resultsConnect each job to the organisation’s missionKeep the goals of the volunteer in mind when they initially agreed to volunteerHelp volunteers to monitor their progress towards their goalHelp the volunteer to receive the reward they seek
Retaining Volunteers
Opportunity for change and advancement
Provide volunteers with the option to move into different positions or advance into more senior roles with responsibilities
Retaining Volunteers
Stick to the deal
Once you got in you never get outGive clear instructions of how to end the job so that volunteers don’t feel guiltyBe open to any willingness they express to do more
Retaining Volunteers
Ongoing development opportunities
Award volunteers with professional and personal development opportunitiesRetiring baby boomers look for personal growth, learning, interest and developmentInvite volunteers to staff trainingInvite them to conferences
Retaining Volunteers
Welcome and respect input
Volunteers appreciate the opportunity to give inputAsk volunteers what they think of how the jobs can be done
Retaining Volunteers
Demonstrate respect and appreciation
Be sure the work place is ready on their arrivalComment on what they have achievedGet staff and volunteers together to discuss work matters
Retaining Volunteers
Keep your volunteers happyRecognise them for their workRemember their birthdaysOffer them continued education and
opportunities to build skills
Volunteering Hawkes Bay
Exit Interviews
Gather information about the volunteer’s experience
Provides a sense of closure
Gives an opportunity to recognise the efforts of the volunteer no matter how long they stayed
Gives good feedback to do it better next time
.