2tg volunteer recruitment

8/12/2019 2TG Volunteer Recruitment

1/26

Training Busy Staff toSucceed with Volunteers:

ssTThhee5555--MMiinnuutteeTTrraaiinniinnggSSeerriiee

Trainers Guide for Presenting

Volunteer

Recruitment

PowerPoint SlidesTo open the attached PowerPoint slides,double-click the thumbtack icon below.

Betty Stallings

C i h 2007 B S lli


2/26

Training Busy Staff to Succeed with Volunteers:The 55-Minute Training Series

Volunteer RecruitmentTable of Contents

Trainers Guide for Presenting the Volunteer Recruitment ModuleIntroduction to Volunteer Recruitment ......................................................................................... ...G-1

Learning Objectives .........................................................................................................................G-1

General Notes to Trainer ..................................................................................................................G-2

Presentation Overview......................................................................................................................G-3

Presentation Script, with Keys to Transparencies/Handouts, Timing .................................................G-4

Thumbnail View of Slides...............................................................................................................G-9

Suggestions for Expanded Activities................................................................................................. G-11

Suggested Resources .......................................................................................................................G-12

Participant HandoutsKey Concepts of Volunteer Recruitment ...........................................................................................H-1

Addressing Possible Organizational/Personal Barriers to Volunteering in our Organization...............H-2

Jigsaw Puzzle ...................................................................................................................................H-3

Recruitment Marketing Strategy Worksheet ......................................................................................H-4

Examples of Recruitment Invitations ................................................................................................H-5

Sample Recruitment Messages .........................................................................................................H-6Three Parts of a Recruitment Message Worksheet.............................................................................H-7

Best Volunteer Recruiters ...................................................................................................... ...........H-8

Participant Evaluation Form..............................................................................................................H-9

____________________________________________________________________________________Volunteer Recruitment 2007 Betty Stallings Energize, Inc.


3/26


Trainers Guide for Presenting the

Volunteer RecruitmentModule

Introduction to Volunteer RecruitmentOften when staff or members of an organization are involved in volunteer recruitment, they are soanxious to fill slots or add to the membership that little care is given to finding the rightpeople.Everyone can relate to the consequences to the new volunteer and to the organization when the wrongperson is recruited. The volunteer feels incompetent and/or unfulfilled, leading to performance andretention problems. The organization does not get the job done well and builds resentment or

resistance to further utilization of volunteers.

Successful recruitment involves marketing your organization's volunteer needs to the segment ofpeople who can fill your needs while simultaneously filling their own (e.g., finding a graduate studentwho needs experience in public relations when you are looking for a person to focus on a PR plan foryour new project). Recruitment is not merely following prescribed techniques to attract potentialvolunteers, but rather designing a strategyto find the right volunteer and then utilizing an appropriateoutreach technique to invite them to consider becoming a volunteer or member.

It is difficult to isolate the topic of recruitment because its ultimate success is intertwined with thedevelopment of good volunteer positions (the product you are selling in recruitment) and with havingan organization prepared to utilize volunteers' time and talents effectively when they arrive. It isimportant, however, to examine how potential volunteers are invited to become a part of your

organization, particularly if the recruitment function is not centralized. Even if most volunteers gothrough a central recruitment process, all staff and volunteers within an organization are a significantpart of its informal volunteer recruitment team. Thus, the principles of recruitment should be usefulfor staff to learn whether they carry out this function themselves or are general ambassadors for theprogram.

Learning ObjectivesThe primary purpose of this training module is to explore targeted volunteerrecruitment: a strategy of invitation to reach the best people to fill yourvolunteer positions.

____________________________________________________________________________________G-1

Volunteer Recruitment 2007 Betty Stallings Energize, Inc.


4/26


Upon completion of this module, the participant will be able to:

1. Understand what recruitment is and the impact of doing it well.

2. List some objections and barriers that people might have to volunteering at their organizationand some strategies to overcome them.

3. Design an effective recruitment message.

4. Describe the characteristics of effective recruiters.

General Notes to Trainer1. This workshop is in a suggested format. Feel free, however, to personalize it with your own

stories. Also, phrase questions and activities in a manner most attuned to your organization.

2. Even if recruitment is not a primary responsibility of staff, it is helpful for them to understandthe key concepts in recruitment. In many ways, staff or other volunteers are involved in the re-recruitment of volunteers every time a volunteer comes in to do assigned tasks. Returningvolunteers must continually have their needs met and may need assistance in working throughany barriers to volunteering after they are involved.

3. This workshop on recruitment relates directly to the information in the Volunteer Motivationmodule. You might even want to present that topic first.

4. This module stresses that initial recruitment is the invitation to considervolunteering. It wouldbe helpful to have a follow-up, in-service session on Interviewing since it is during an interviewthat the actual selection and placement occur.

5. Many resource materials on volunteer management cover the topic of volunteer recruitment.For the most comprehensive coverage, however, I would recommend The VolunteerRecruitment (and Management Development) Book by Susan J. Ellis (see Resource suggestionsin this module).

____________________________________________________________________________________G-2



5/26


Presentation OverviewSLIDES/

HANDOUTS SECTIONMETHOD OF

PRESENTATION TIMES-1 to 3

H-1

Introduction Activity Introduction Purpose

ives Learning Object Key Concepts

Activity/Presentation 8 minutes

S-4 to 6H-2

Key Concept 1Identifying Resistance Presentation/Activity 10

minutes

S-7 to 9H-3, H-4

Key Concept 2Matching needs ofvolunteer/agency Interactive Presentation 20minutes

S-10 to 14H-5, H-6, H-7

Key Concept 3Recruitment Message

Interactive Presentation10minutes

S-15 to 16H-8

Key Concept 4Recruiter qualities Interactive Presentation 5 minutes

S-17 2

minutes

H-9Summary/Wrap-up/Evaluation P resentation Total:

55Minutes

____________________________________________________________________________________G-3



6/26


7/26


____________________________________________________________________________________

SLIDE/HANDOUT SECTION TIME(continued)S-4: Key Concept 1 Presentation:As you design your outreach to prospective volunteers or

analyze response from previous efforts at recruitment,you must begin to identify any barriers that may bekeeping people from volunteering within yourorganization. These barriers may be personal (time,child care needs, etc.) or organizational (location offacility, costs involved in volunteering, type of clientserved, etc.).

(same 10minutes)

S-5 to 6: ActivityH-2 Group ActivityHave the group brainstorm organizational and personalbarriers as to why people might not respond positively toopportunities to volunteer with your organization.Identify several barriers which your organization mightbe able to address so as to counter them.

Barriers Organizations ResponsePeople's limited time Develop more short

term, episodic positionsCosts related tovolunteering Offer to cover expensesDistant location oforganization Develop positions forpeople to do at their

home/officeNeed flexibility; regularcommitment difficult Design a back-upsubstitute system for

volunteersType of client thatorganization serves(homeless, mentally ill,prisoners)

Brainstorm types ofpeople who care aboutyour clients and designtargeted recruitment toreach them

Debrief of Activity:Suggest that a task force of people assist you in moredeeply addressing these barriers and designingsolutions. This exercise should broaden participants'understanding of the many factors influencing successfulrecruitment.

S-7: Key Concept 2 Key Concept 2For volunteer recruitment to be successful, the needs ofthe organization and the needs of the volunteer must bemet simultaneously.

20 minutes

G-5Volunteer Recruitment 2007 Betty Stallings Energize, Inc.


8/26


____________________________________________________________________________________

SLIDE/HANDOUT SECTION TIMES-8:Jigsaw PuzzleH-3 Facilitator Presentation:Too often we are tempted to fill positions without

thinking of whether the needs of the organization andthe needs of the volunteer will be met. In ourdesperation to fill slots, we take the first person who iswilling to do the job. It is much like the person who is ina rush to complete a jigsaw puzzle and tries to push thewrong piece into the puzzle. You may wish to use thisanalogy with the puzzle on slide8 , H-3to illustrate whathappens to the organization (which the puzzlerepresents) and the volunteer (a puzzle piece) when thishasty method is used.

(same 20minutes)

S-9:RecruitmentTechniques to Avoid

Very often we recruit people, not taking into accountwhether the volunteer's needs will be met. Choose a fewexamples from slide 9 which highlight recruitment

techniques to avoid.

Bait and switch (You will lose trust of volunteer) "There's nothing to it." (message: Any dummy

can do it!)

"We're desperate , anyone will do..." (How special

does that feel?)

Cast your nets and see who swims in... (Whoops!wrong fish!)

"You're a CPA. We could use one of you!" (makingassumptions)

"We have lots of needs...HELP!" (people respond tospecifics)"I'm tired of doing it. Anyone else want to do it?"(wrong recruiter)

Activity (optional):If time permits, ask participants if they have ever hadthese techniques used on them and how they felt.

The best strategy for finding the right volunteer is to usemarketing principles which involve an exchange invalues (e.g., our volunteer job fits the person's interests

and skills).H-4: ReStrategy you

ng a marketing ruit volunteers. (A

cruitment

Worksheet

If appropriate, give participants the handout (H-4) whichwalks through questions that you need to address ifare usi strategy to rec55-minute session will not allow time to utilize thistool.)



9/26


____________________________________________________________________________________

SLIDE/HANDOUT SECTION TIMES-10:Key Concept 3

the statement of need, how the volunteer can10 minutesKey Concept 3The recruitment invitation must, minimally, include 3

elements:help, and benefits of the position.

S-11 Invitation Example 1

S-12 Invitation Example 2

Preeffeillu1.

. ts of the position to the volunteer. Answernteers will be helping themselves by doing

efits of working at theoj ).

mcoach.d girls

Join our Special

mpics Team! Call 1-800-Gold today!

m

d,

folks. Benefits

Knowing youve made a difference,enjoyingyour team, and learning how to cook in largequantities!

(same 10minutes)

sentation: Present three essential elements for anctive recruitment messageand share examples tostrate.The statement of need. Important to note that theneed is not the agency's need (e.g., Special Olympicsneeds softball coaches for the Spring League or theSenior Lunch Program needs volunteers to serveseniors lunch on Tuesdays) but rather the need ofthe client. (Show illustrations of this in S-11.)2. How the volunteer can help. It is important to notethat you have more impact saying "You can helpby...," not "Volunteers are needed..." (third person isnot as appealing).Benefihow voluthe job (either general benr ang ization or specific benefits of doing a particularob

Exa ple 1: State em nt of client need

They have gloves, bats, and balls, but nonty-five mentally-challenged boys anSeve

are waiting for a coach.How to help

Dont let them strike out.Oly

Benefits Youll never feel more appreciated (and youll

get some exercise, too!).

Exa ple 2: Statement of client need

Many seniors in our community are not eatingbalanced meals and are suffering from

utrition.maln How to help

You can give three hours to chop, slice, spreaboil, wrap, and pack food with our chef andother great



10/26


____________________________________________________________________________________

SLIDE/HANDOUT SECTION TIMES-13 to14 Sample

Recruitment

MessageH-5, 6:Sample RecruitmentMessagesH-7: Writing Volunteer

RecruitmentMessage

Show examples of how other organizations have usedthis formula to design their recruitment message. If

possible, design and share a message developed foryour organization.

If you have time, have participants write their ownrecruitment message, using H-7.

(same 10minutes)

S-15: Key Concept 4H-8: Best VolunteerRecruiters

Key Concept 4It is important to have effective, trained peoplerecruiting new volunteers.S-16: Best Volunteer

RecruitersPresentation:Point out that generally the best recruiters are volunteers

in the organization. Ask participants what qualities tolook for before asking someone to officially serve in thatrole.

Suggest that the keys to success include all of theirsuggestions, but four characteristics are especiallybeneficial. Successful volunteers are:

Satisfiedwith their volunteer work with theorganization (not burned out, tired ones lookingfor replacements).

Enthusiastic (you may wish to note that the wordelf!).enthusiasm ends with IASM - I am sold mys

Articulate (some people can't express their e!).

o people they know and

obvious pleasure so that others catch the fir

Connectedwith the person or group beingrecruited (people say yes trespect).

5 minutes



11/26


____________________________________________________________________________________

SLIDE/HANDOUT TIMEECTIONS-17: SummaryH-9: Evaluation Summary/Wrap-up/Evaluationme permitting, review the Key ConcTi

Remember that volunteer recruitment is a processto attract and invite people toinvolvement within your organization.

Address possible barriers. There must be mutual benefits. Design an effective message.

Select and train people to recruit.

2 minutesepts of the module.

considervolunteer

Distribute Participant Evaluation forms.End 55-Minute Training.



12/26


Thumbnail View of Slides

____________________________________________________________________________________G-10



13/26


____________________________________________________________________________________

Thumbnail View of Slides (continued)



14/26


____________________________________________________________________________________

s over 55 Minutes:1. If participants in this training are responsible fo their own recruitment, additional in-depth

ning can be provided, utilizing this module as a framework for its development.

. Have small groups look at barriers people might have to volunteering in your organization. Eachgroup.

ewin

positions, concentration on issuesm volunteers. Strategies for outreach

e to the three key

when they

sitive feelings about the experience. Others said Yes to a recruiter who wasusiastic and persuasive but who also reflected an accurate picture of the position andd in the benefits to the organization as well as to the volunteer. Using participants

ke time to process

Suggestions for Expanded Activities for Sessionr

trai2

group identifies the five key barriers people might face, and then passes the list to anotherThe new assignment is to discuss how and if the organization can do anything to help alleviatethese barriers. Full group sharing would follow. This exercise sensitizes groups to the reasonswhy they might not be attracting volunteers and gives them an opportunity to discuss: nvolunteer position development, PR efforts regarding the agency and its clients, more flexibility

of staff resistance and climate, etc. This focus will lead to thedesign of new ways to make the organization ore attractive tocould follow.

3. Have participants design some targeted recruitment messages utilizing information described inConcept 3 (the design of a recruitment message). If the organization has developed recruitmentmaterials, share them with the participants and critique them with referencelements.

4. Qualities of good recruiters may be best discussed by having participants think of a timesaid Yes to a volunteer position. Remember what qualities the recruiter had or the techniquesutilized that influenced them to say, Yes! Some participants who said Yes may share

riences because they were misled or had their arms twisted; most often, they will notexpeultimately express ponot only enth

nterestewas i

own experiences is fertile material for many lessons in recruitment. It does tathese, but the insights gained are beneficial.



15/26


____________________________________________________________________________________

Suggested Resources on Recruiting VolunteersBooks

Ellis, Susan J. The Volunteer Recruitment (and Membership Development) Book, Third Edition.Philadelphia: Energize, Inc., 2002. Order from http://www.energizeinc.com/bookstore.html

.

R ml

Also available: Outreach in Cyberspace: Appendix to the Third Editionof the The Volunteer

ecruitment Bookby Susan J. Ellis. Order from http://www.energizeinc.com/bookstore.ht .

mo olunteers.Order from http://www.morevolunteers.com

nd, Judy. Count Me In! 501 Ideas on Recruiting VEs .

raff, Linda. Recruitment. Chapter 4 in Best of All: The Quick Reference Guide To Effective VolunteerI

G

nvolvement. Dundas, ON: Linda Graff and Associates Inc., 2005.Order at http://www.lindagraff.ca/

r the e-book edition ato http://www.energizeinc.com/bookstore.html.

rley, Steve and Rick Lynch. Vo

cCu lunteer Management: Mobilizing all the Resources of theCommunity, revised ed. Kemptville, ON: Johnstone Training and Consultation, Inc., 2006. Orderat http://www.energizeinc.com/bookstore.html

M

and http://www.bettystallings.com/.

ticlesArArticles from e-Volunteerismcan be found at http://www.e-volunteerism.com.

Casey, Maria H. Creating A Fear-Less Speakers Bureau Program. e-Volunteerism: The ElectronicJournal of pril-June 2006.

McCurley, t Campaigns. e-Volunteerism: The ElectronicJournal of the Volunteer Community. Vol. IV, Issue 4, July-October 2004.

McCurley, Steve. A Users Guide to Online Volunteer Recruitment Sites. e-Volunteerism: TheElectronic Journal of the Volunteer Community. Vol. 1, Issue 2, Winter 2001.

erism:T 01.

the Volunteer Community. Vol. VI, Issue 3 A

Steve. PSAs and Volunteer Recruitmen

Stallings, Betty. Six Training Exercises to Enhance Recruitment of Volunteers. e-Voluntehe Electronic Journal of the Volunteer Community. Vol. II, Issue 1, October-December 20



16/26

Training Busy Staff to Succeed with Volunteers:The 55-Minute Training Series Handouts

Handout 1

The 4 Key Concepts of Recruiting Volunteers

____________________________________________________________________________________

le resistance tovolunteering within your organization, you will not reach yourpotential in volunteer recruitment.

. For volunteer recruitment to be ultimately successful, the needs ofthe organization and the needs of the volunteer must besimultaneously met.

. The recruitment invitation must, minimally, include three elements.

elp Benefits to the volunteer

. It is important to have effective, trained people recruiting new

volunteers.

1. Until you identify and address people's possib

2

3 Statement of need How the volunteer can h

4

H-1Volunteer Recruitment 2007 Betty Stallings Energize, Inc.


17/26


____________________________________________________________________________________

Handout 2

Addressing Possible Organizational/Personal Barriersto Volunteering in our Organization

Barriers to Recruitment in our Organization list some):1.

2.

3.

4.

5.

6.

7.

What are some strategies to begin to diminish our barriers to attractingvolunteers to our organization/program?1.

2.

3.

4.

5.

6.

7.



18/26


____________________________________________________________________________________

Handout 3



19/26


____________________________________________________________________________________

)

Handout 4



20/26


____________________________________________________________________________________

nt Marketing Strategy Worksheetosition description (summary):

. What types of people are most apt to have these qualities?er, educational level, experiences - what types of people have made the best

n previously?)

e best sources for finding my needed volunteer(s)?(et

5. What techniques or methods would be most appropriate to gain access to them?(friend or colleague to personally ask, speak to local clubs, talk to classes at the localcollege, Public Service Announcement on teen radio station, etc.)

6. What benefits will these volunteers receive by doing this job?(e.g. , what exchange are we offering them: work experience, networking opportunities,making a difference)

7. Who is the best person to do the recruitment and why?

Handout 5

Examples of Recruitment InvitationsExample 1:

Recruitme 1. Volunteer P

2. Skills and qualities needed to perform this job:

3(age, gendvolunteers in this positio

4. What are thservice clubs, corporations, colleges, youth clubs, VolunteerMatch, Volunteer Centers,c.)



21/26


____________________________________________________________________________________

Statement of client need They have gloves, bats and softballs, but no coach. 75 mentally-challenged

boys and girls are How to help

Dont let them strike out. Join our Special Olympics Team! Call 1-800-Goldtoday!

Ben

Example 2: Statement of client need

Many Seniors in our community are not eating balanced meals and are Ho

with

Ben Knowing youve made a difference,enjoying your team, and learning how to

cook in large quantities!

waiting for a coach.

efitsYoull never feel more appreciated (and youll get some exercise, too!).

suffering from malnutrition.w to helpYou can give three hours to chop, slice, spread, boil, wrap, and pack foodour chef and other great folks.

efits



22/26


____________________________________________________________________________________

r shares in her loss of self-esteem. Their children are learninghow to behave in relationships. You can help stop this cycle of violenceand learn valuable communication skills by serving as a volunteer with

atives Hotline. In the next 15 seconds, youcan make a difference!

some who might otherwise be limited stuck! Well provide the training,t the time and place of the lessons. Call Project Read at 555-877-

5329.

Many elderly in our community live lonely stretches without a warm smile

or embrace. Your family could volunteer to adopt one of these seniorresidents. The members of your family will experience some rare qualitytime together while giving someone's grandma or grandpa a real lift.

Infant car injury and death can be reduced by 75% with the use of infantmake infant car seats available to new parents by

volunteering to demonstrate these seats each Wednesday at North CountyHospital. You will receive gratification from knowing you are helping tosave the lives of our most valuable resource our children.

Handout 6Sample Recruitment Messages

Every 15 seconds a woman is beaten in this country. Every 15 secondsher partne

the Battered Women's Altern

One out of five Americans cant read this message! By volunteering toteach an adult to read and write, you can open a world of opportunity for

you se

car seats. You can



23/26


____________________________________________________________________________________

Three Parts of a Recruitment Message Worksheetage for an existing o new position in your organization. Jot down

nd then write your full but brief recruitment message includingese elements:

Handout 7

Develop a recruitment messnotes under each element a

r

th

I. Statement of Client Need:

II. How the Volunteer can Help:

III. The Benefits to the Volunteer:

Recruitment Message:



24/26


Handout 8Best Volunteer Recruiters

____________________________________________________________________________________

1. S zation (not burnedout, nes loo

2. Enth

3. A r pleasure in such a way that otherscatc re and

4. C ited. People say yesto p p hey kno a

ersonal Recruitment Memory:

best experience you have had being recruited to volunteer..

2. What attributes/qualities/message did the recruiter have that persuaded you tolook into the volunteer opportunity?

Volunteers who are:atisfied with their volunteer work with the organi

tired o king for replacements).

usiastic about their volunteer work.rticulateand able to express thei

h the fi wish to volunteer, too!

onnected with the person or group being recrueo le t w nd respect!

P1. Think about the



25/26

Training Busy Staff to Succeed with Volunteers:The 55-Minute Training Series Evaluation Form

____________________________________________________________________________________

ing the time to share yo evaluation of todays seminar. Your critique is valuedand w striv rove our support to all personnel who team with

volunteers.

1. Che bo icate you met , partially met, or did not meet thefoll ctive work

rec is and the impact of doing it well.

no tst some objections and barriers that people might have to volunteering at theirrganization and some strategies to overcome them.

met partially met did not meetc. Design an effective recruitment message.

did not meet

d. Describe the characteristics of effective recruiters.

met partially met did not meetomments:

YES NOProvocative: YES NOPractical: YES NOToo short: YES NOToo long: YES NO

omments:

Participant Evaluation FormThank you for tak ur

ill be considered as we continually e to imp

ck the appropriate x to ind whetherowing learning obje s for this shop:

a. Understand what ruitment

met partially met did t mee b. Li

o

met partially met

C

2. This session was:

Helpful:

Well-paced: YES NO

C

H-10(a)Volunteer Recruitment 2007 Betty Stallings Energize, Inc.


26/26

2tg volunteer recruitment

Documents