volunteer leader workshop

Volunteer Leadership:Developing and Leading High-

impact Service Projects

Presented by the Montgomery County Volunteer Center

December 18, 2010

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Learning Objectives• Define volunteer leader• Identify volunteer leader skills• Assess community needs• Identify your project• Map your project• Identify, leverage and secure resources• Manage on-site logistics, resources and volunteers

• Wrap up the project2

• Name• What part of Montgomery County are you from?

• Why here?• Organize volunteers to do …?

Introduce Yourself!

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Volunteer Leaders• Drive social change by leading well-managed, sustainable projects and programs that:

• Strengthen and leverage community assets

• Meet community needs• Provide volunteers with a positive experience so that they continue their journey of service

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Volunteer Leader Skills 1. Planning2. Managing3. Collaborating4. Mentoring5. Learning6. Visioning7. Communicating8. Mobilizing9. Decision Making 10. Facilitating

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Identify Your Passion

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Affordable Housing in an

Inclusive Community

Engaging Youth

Protecting our Health and

Environment!

Emergency Preparednes

s

Helping our Neighbors In

Need

Creating Healthy and Inclusive Communities

5: Wrap-Up

3: Map the Project

2: Decide on a Project

1: Focus on Community

Developing Service Projects

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4. Finalize the Plan

1: Focus on Your Community

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Conducting a Needs Assessment

What types of questions could you ask?• If money were not an issue, what would you be

doing that you are not doing now? • What is on your wish list?• What is on your to-do list that never gets

accomplished because you don’t have the time or resources?

• Is there a population that needs to be served that you have not been able to serve?

• Is there a program that you have been wanting to start but don’t have the resources? Are there marketing, technology, financial, training or other types of skills needed to support any of your projects?

• Others10

Research the Issue• Statistics • Background• Underlying causes• Project ideas• Community experts

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2: Narrow Your Focus

Develop Partnerships• Review potential project partners

• Mission• Resources they offer partners• Services they offer to the community

• Approach potential partner• Define roles, outcomes and resources

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Conduct a Site Visit• Search for potential projects• Involve key decision-makers and stakeholders

• Answer important questions about agency needs and how the project will impact the community and the agency

• Gather details about needs for potential projects, including special skills and materials

• Be prepared.14

What is your most memorable volunteer experience?

Why?

Elements of a Successful Project• Consider . . .

• Will the project make a difference to the organization, clients, and/or community? If so how?

• Is the project volunteer-friendly?• Will volunteers feel they have

completed something worthwhile?

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Decide on a Project• Define the scope and make a decision based on the following:

• Time • Effort• Impact • Other Factors

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3. Map Service Project

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Create a Task List• Determine what you want to accomplish

• List assignments • Decide number of volunteers needed for each slot

• Prioritize goals (if necessary) according to importance

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Create a Budget• Outline costs associated with all tasks

• Keep track of all donations:• Monetary• In-kind services• Donations

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Identify Resources

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Volunteers• Establish volunteer needs• Consider variables:

• Volunteer skill level• Volunteer age• How many?• Duration of project• Availability of supplies• Physical space available to perform the

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Volunteer Leaders• Volunteer Leaders can recruit other leaders

• Who are those skilled, trustworthy volunteers?

• Can you delegate responsibilities and trust they will be accomplished?

• Engage these individuals in the planning process

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Volunteer Leader

Site Manager Project Leader

Other Volunteer Positions• Write thank you cards for

volunteers• Pass out water, snacks,

etc.• Serve as guides and

runners • Video or take pictures• Capture volunteer quotes• Safety Ambassador

• Create and post welcome and thank you signs throughout the service site

• Write stories for local newspapers and newsletter s about the event

• Provide childcare for volunteers

• Plan and play music for the day

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Supplies• Determine the supplies, materials, goods and services you need

• Strategize about types and amounts• Think about partners and local groups/ businesses that can provide resources at no cost

• Note supplies that will need to be purchased

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Educational Resources

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• A brief overview of the issue or cause• A brief overview of the location site

• If you are carrying out a project in a community based organization then you should invite a representative from the organization to review the following:

• organization’s mission• core services provided to the community• how volunteer support is contributing to that mission• specific policies and procedures related to volunteers

Create Timelines• Project planning• Day of project • After project

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Plan for Wrap Up and Reflection

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Plan for Evaluation • Goal-based: Did you meet the goals of the project?

• Process-based: Was the project planned, managed and implemented effectively?

• Outcome-based: Did you achieve the objectives of the project?

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4: Secure Resources

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Volunteer Recruitment

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Funding, Products and Services• Faith groups• Foundations• Neighborhood associations and civic groups

• Nonprofits• Businesses• Colleges and universities

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Managing Your Budget• Manage expenses • Analyze budget changes weekly and adjust as necessary

• Connect with donors and business/corporate partners

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The “Ask” Strategy• Identify the correct people to contact• Appeal to their needs and wants• Map out a case for support

• Why the project is important• The impact it will create• Your ability to complete the project• How they can be a part of the effort

• Be specific!35

Connections that Count• Start with people you know• Ask people you know to engage their friends

• Talk personally with people to “sell” your project

• Know what you need and ask people how they can contribute

• Don’t be afraid to tap people’s emotions• Try creative outreach

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5: Finalize the Project Plan• Address questions• Finalize plans• Meet with leaders• Review the schedule• Discuss documentation

• Confirm all supplies• Provide food and drinks

• Make any final calls• Pack a project kit• Check on trash containers

• Create a fun atmosphere

• Check, double-check and triple-check!

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Communicating with Volunteers• Pre-register volunteers• Provide important project details

• Logistics such as date, time, address, public transportation and/or parking information

• What to wear or not wear• What to bring and what will be provided• Where to check-in at the project• Point of contact

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Safety• Review project for possible hazards• Know where emergency exits, first aid kits and automated external defibrillators (AED’s) are located

• Have a phone to call first responders if necessary

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Contingency Planning• Think through the worst-case scenarios of what could go wrong

• Create contingency plans for weather and other potential problems

• Prepare ways to expand or reduce project goals due to number of volunteers

• Know whom to contact in case of problems

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Day of Project

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Project Management At-a-glance• Wear a T-shirt or something that identifies you• Arrive early (at least one hour)• Have all tools and materials waiting at task sites• With an agency rep, provide a thorough orientation to

the project• Be a leader• Ensure a safe project site• Start clean-up at least 30 minutes before the scheduled

end of the project• Lead a reflection discussion/activity• Ask volunteers to complete an evaluation• CELEBRATE

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Sample One-day Project Schedule

8:30 a.m. Arrive at your project sitePerform necessary set up

9:30 a.m. Greet volunteersHave volunteers sign in and take a name tagLead the project orientation

9:45 a.m. Project Coordinators and Task Leaders direct volunteers in project tasks

12:00 p.m. Lunch Break

12:45 p.m. Lead and direct volunteers to completion of project

2:30 p.m. Begin all clean-up tasks

3:00 p.m. Lead a group community-building discussionHave volunteers fill out evaluations

3:30 p.m. Thank volunteers and CELEBRATE!!43

Managing Time• Arrive early and prepare for surprises• Monitor and adjust according to the progress of the project

• Don’t just work hard – work smart!

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Managing Volunteers

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The Volunteer Experience• Pre-project communication• Directional signs• Check-in• Food/beverage• Orientation

• Location of restrooms, water, etc.• Project tasks, supplies, etc.• Impact project will have on the community

and on the issue

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Safety• Educate volunteers about safety• Post signage• Communicate to volunteers where the emergency exits, first aid kits and automated external defibrillators (AED’s) are located

• Communicate where the phones are located to call first responders if necessary

• Document all incidents • Do you need a waiver?

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Creating a Fun Environment

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Project Wrap Up

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Reflection and Evaluation• Lead a reflection discussion/activity• Ask participants to provide evaluation feedback while on site

• Keep it anonymous• If you can’t get immediate feedback, contact participants later

• Communicate results to constituents

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Project Clean-up• Collect and dispose of trash/recycle• Break down tables/chairs and store in proper place

• Put away paper, pens and other supplies• Take down any signs you posted• Collect signed forms for your records• Don’t leave any personal belongings• Do a final walk-through

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Recognition and Celebration• Say “thank you”• Give recognition in a personal way• Tailor recognition to the individual• Use a variety of methods• Be clear about why volunteers are being recognized

• Continuously recognize volunteers

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Recognition Brainstorm• Form small groups• Share your most meaningful recognition experience

• Brainstorm creative ways of recognizing volunteers

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Final Report

• Share you impact• Thank You email

Questions?

Volunteer Project Guide Evaluation

Workshop Wrap-up, Reflection and Evaluation

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Three Words

• Share three words about what you will do as a result of today’s session

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