Volunteer RetentionHow do you say…please stay

November 2011 Module 2 of 4

Created by C.Piggott

KAVCO Volunteer Leadership Training

What is a volunteer?A volunteer is someone who enters into, or offers

for, any service of his own free will.

(Webster's Revised Unabridged Dictionary)

Volunteers are a special type of worker, with heart, vision, and the desire to do something good

without expecting anything in return.

Understand this…

Everything you do as a Volunteer Coordinator is either…

an invitation for the volunteer to stay

and an invitation to go

Or

Loyal volunteers can help you to get your product

(programs or services) to market.

Engaged volunteers bring diverse points-of-view to your organization.

Greater cost-effectiveness allow more dollars to be mission-related.

What are the benefits?

Valued volunteers improve the reputation of your organization.

You can demonstrate to funders that your organization receives public support in the form of

volunteer hours.

Dedicated volunteers become passionate ambassadors of the organization.

What are the benefits?

One out of three volunteers that volunteer in year one, do not volunteer in year two. Why ?

Volunteer retention rates, similar to volunteer rates increase with age. How can this benefit

your organization ?

The higher the education level, the longer volunteers tend to volunteer. Are you utilizing

this talent ?

Key Findings

Volunteer retention is related to the type of organization and activities that the volunteers performs.

Are you attracting the right people and putting them into the right positions ?

Key Findings

Retention is only successful if all other elements of a fully functional volunteer management program are in position.

Are all the steps in place to manage your volunteer workforce effectively ?

Retention Factors

• Expectations • Reward• Rules • Climate• Systems • Setting• People • Success and

Impact• Communication • Individualism

Volunteer Management Cycle

Volunteer Management Cycle

Recruiting Volunteer

s

1. How will the work of the volunteers help you reach your vision?

2. How often will they work, what time and where?

3. Who will train them and supervise or monitor their work?

4. Would current volunteers be interested in this new role?

5. Where will you announce your need for volunteers?

6. How and when will you review the volunteer and the position ?

The best way to get the right person in the right job is to be crystal clear about what the job is and what

is expected of the volunteer.

Volunteer Management Cycle

Placing Volunteer

s

1. Have all prospective volunteers attend a Tour.

2. Introduction and overview of your work and goals.

3. Create a standard orientation for all volunteers as a substitute for or addition to your Tour.

4. Offer a position-specific orientation and training. This will be necessary for roles that require extensive training.

5. If the volunteer role is very specific and/or important, you may do a one-on-one orientation.When you are placing volunteers take as much time to get

to know them as you can. You should be looking at the immediate need and the longer term

Volunteer Management Cycle

Motivating Volunteer

s

1. Be flexible. Volunteers are busy people. Find ways to accommodate schedules, family commitments and limitations. Make it easy for them to be there.

2. Keep a bulletin board with information for volunteers so they have a regular place to check-in for news and updates. Post some pictures too.

3. Keep birthdates in your volunteer files and prepare cards at the beginning of each month so you are ready to send them a couple days before the event.

4. Ask and listen. Take the opportunity to get feedback, to identify opportunities and to discover more about the interests and talents of the volunteer.

Once you’ve got good volunteers, you want to keep them! Motivating Volunteers requires relationship building. Right

from the start make sure communication is good – very good.

Volunteer Management Cycle

Advancing Volunteer

s

Once you have motivated, committed volunteers you can begin to look for opportunities for Advancing Volunteers - to involve them further or give them more challenging roles. Someone who started out as a volunteer may be a candidate for your board. Or you may want to ask someone to serve on a committee.1.Ask them to take on additional responsibility, start small.2.When appropriate, consider a transition from volunteer to staff. 3.Honour them.

Supervision and Evaluation

For your benefit and the volunteers! You need to know that the volunteer is fulfilling their role

effectively and the volunteer needs affirmation too. Regular evaluation provides you and the volunteer

time to assess how the volunteer placement is going and if changes could be made to improve the

volunteer’s satisfaction or performance.

Keys to retention of volunteers

1. Address motivational needs 2. Address sense of belonging3. Treat volunteers as equals4. Seek and promote opportunities for

interaction5. Respect and utilize diversity6. Celebrate and recognize accomplishment

In conclusion

• Don't waste the volunteer's time.• Let volunteers do the work they want to do.• Thank volunteers for their efforts.• Don't automatically assume that you have

lost a volunteer• By practicing good sound management

practices you will motivate volunteers to continue.

Make a list of 5 action items you will take to improve you retention efforts. Include due

dates.

You have now completed Module 2 of the KAVCO Volunteer Leadership Training. Please follow this

link http://www.surveymonkey.com/s/GHM5DWZ to

complete the quiz.

Assignment

Resources•http://www.nonprofit champion.com/cycleofvolunteermanagement.html.

•http://www.citizensinformationboard.ie/publications/voluntary_sector/

managing_volunteers/

3introductionvm_publications_voluntary_managing.html

•http://www.slideshare.net/FamilyForce/the-volunteer-management-cycle

•www.energizeinc.com/art/subj/Reten.html

•www.ecivc.net/Presentations/Siebold.pdf