New Volunteer Administration Improvements

Work Samples

Arden J. Zich

FOX VALLEY

WILDLIFE CENTER

As a volunteer at Fox Valley Wildlife Center, I became aware of

opportunities to improve new volunteer orientation sessions, reference

materials, and record-keeping.

I developed and implemented creative solutions that addressed

enhancements for new joiner presentation materials, session delivery,

required handbook updates, and the overall administration process.

NEW VOLUNTEER ORIENTATION AND

ADMINISTRATION

NEW VOLUNTEER ORIENTATION

DESIGN & DELIVERY IMPROVEMENTS

ISSUES IDENTIFIED

SOLUTIONS

1. Some presentation content was too detailed for a 1 hour

general information session

2. Content was missing some big-picture concepts

3. Content lacked personalization of connecting with the

individual

1. Removed non-essential information from the session

2. Added key concepts and processes about the wildlife

center and the overall volunteer opportunity

3. Added animal photo examples and stories to

personalize the volunteer experience

Supports main objectives, processes and expectations

NEW VOLUNTEER ORIENTATION

DESIGN & DELIVERY IMPROVEMENTS

1. Only two group sessions were offered early in the

year

2. No agenda to set expectations for the session

3. Sessions often went significantly over the

scheduled time of 1 hour

1. Additional group sessions were added over several

months, giving more individuals the opportunity to

learn about the role

2. An agenda was added to set expectations and keep

the session focused

3. Sessions were edited for: 30 minute presentation,

30 minute tour/questions/registration

Reduces confusion; helps improve commitments

ISSUES IDENTIFIED & ADDRESSED

SOLUTIONS

NEW VOLUNTEER ORIENTATION

DESIGN & DELIVERY IMPROVEMENTS

1. Assumption that attendees would register immediately

2. Those unable to make orientation went straight to training, leading

to some confusion and unanswered questions

3. Dated paper-based handbook not regularly distributed after

orientation

4. How-to videos were not regularly distributed

5. Document reference and editing had to be done in-office

1. Attendees are asked if they are ready to join or would prefer to wait

on registration (to improve commitments)

2. Individuals can listen to an on-demand recorded orientation

3. Revised handbook sent to new volunteer via email after orientation

and prior to first shift

4. How-to videos are distributed through email with the new joiner

handbook prior to each individual’s first shift

5. Online document management allows offsite reference and editing

Updates support compliance; saves time & money

ISSUES IDENTIFIED & ADDRESSED

SOLUTIONS

CONTENT EXAMPLE - HANDBOOK REVISIONS

No table of contents for reference

Disconnected sections of information throughout

the document

Brief Staff Only section followed

immediately by cleaning products

Table of contents created

Content edited, created, and regrouped by related topics

or tasks

A better connection is made by having cleaning

products under Room Procedures, which includes

cleaning and maintenance activities

DELIVERY EXAMPLE – SESSION OFFERINGS

2 sessions offered for the year

Limited in-office tracking of sign ups

No targeted reminders of session

Unknown tracking of updates after sessions

Additional 5 sessions added to support new joiner

interest

Session tracking available online; anyone can add and

track registrations

Reminder sent to registrants 3-5 days prior to session

Attendance, required paperwork, handbooks, and

training recorded post-session

DELIVERY EXAMPLE - PRESENTATION

IMPROVEMENTS

No agenda and inconsistent time management of

session delivery

Some information too detailed for general session;

missing big picture concepts

Agenda added to set presentation expectations and

keep to to scheduled time

Non-essential information removed; general guidelines

expanded and expected behaviors added

PROCESS EXAMPLES: VOLUNTEER

LIFECYCLE MANAGEMENT

One outdated spreadsheet of Active Volunteer

information; no documentation for new joiners or

session planning

Document only accessible from organization laptop

New Excel workbook captures data on Active

Volunteers, New Volunteers, Orientation Scheduling,

Inactive Volunteers

Documents accessible from anywhere

New Joiner Orientation Improvements: Arden Zich

Presentation content review and revisions

Process reviews and revisions

On-demand recorded orientation

Implementation

MORE INFORMATION

Presentation Photos: www.morguefile.com

Mconnors

Dantada

Keyseeker

BryanHanson

Creative solutions for information needs