Finding and RetainingFinding and RetainingVolunteersVolunteers

(Based on Steve Peyrot Presentation)(Based on Steve Peyrot Presentation)

Gabe GoldbergGabe GoldbergAPCUG Region 2 AdvisorAPCUG Region 2 Advisor

CPCUG APCUG Representative CPCUG APCUG Representative gabe@gabegold.comgabe@gabegold.comggoldberg@apcug.netggoldberg@apcug.net

Food for ThoughtFood for Thought

““If your volunteer recruitment or If your volunteer recruitment or retention efforts are aimed at no one retention efforts are aimed at no one in particular, don’t be surprised if no in particular, don’t be surprised if no one in particular responds to them.” one in particular responds to them.”

-- Rick Lynch-- Rick Lynch

Requirements for TodayRequirements for Today

►Enthusiasm….Enthusiasm….►Occasional clapping and cheeringOccasional clapping and cheering►Cell phones offCell phones off►No private conversationsNo private conversations►Tell everyone who was not here today Tell everyone who was not here today

that they missed the best presentation that they missed the best presentation EVER!!EVER!!

Begin at the Beginning!Begin at the Beginning!

►Volunteer recruitment/retention is a Volunteer recruitment/retention is a task for board members and current task for board members and current volunteers.volunteers.

►Document volunteer information Document volunteer information during officer rotations.during officer rotations.

► Involve everyone!! Involve everyone!! ►Small groups often have higher Small groups often have higher

volunteer participation.volunteer participation.►Social activities help people volunteer.Social activities help people volunteer.

Today’s ResourcesToday’s Resources

► IntroductionsIntroductions►SlidesSlides►ConversationConversation► IdeasIdeas►What works, best practicesWhat works, best practices►Success stories and failuresSuccess stories and failures►CommentsComments►FunFun

►NameName►Role (member, volunteer, director, Role (member, volunteer, director,

officer)officer)►User group name, size, locationUser group name, size, location►Previous positionsPrevious positions► InterestsInterests►Something unique about your area orSomething unique about your area or►Something unique about youSomething unique about you

Introductions

►Set organizational prioritiesSet organizational priorities►Determine what help you needDetermine what help you need►Describe responsibility (not “job”)Describe responsibility (not “job”)►Be realistic…Be realistic…

Before Asking for HelpBefore Asking for Help

Promote Organization Promote Organization NeedsNeeds

MeetingsMeetings

WebsiteWebsite

Newsletter/magazineNewsletter/magazine

Volunteer organizations and Web Volunteer organizations and Web sitessites

CommunityCommunity

Volunteers, like regular members, have Volunteers, like regular members, have varied backgrounds…varied backgrounds…

……so recognize diversity to include people so recognize diversity to include people with different skills and ideas for the “right with different skills and ideas for the “right fit”fit”

Recognize and Exploit Recognize and Exploit DiversityDiversity

►Have a “more information” sheet and Have a “more information” sheet and a short brochure at meetings for a short brochure at meetings for members to read about your members to read about your organization’s “needs”.organization’s “needs”.

►Recruit members for small tasks to Recruit members for small tasks to “get their feet wet”.“get their feet wet”.

Getting StartedGetting Started

Steps to Recruit/Retain Steps to Recruit/Retain VolunteersVolunteers

►Set up Web site area dedicated to Set up Web site area dedicated to volunteers.  Keep them informed.volunteers.  Keep them informed.

►Ensure volunteers understand what is Ensure volunteers understand what is expected of them. expected of them.

►Explain goals and tasks; be a resource Explain goals and tasks; be a resource if they have questions or concerns.if they have questions or concerns.

Small Efforts vs. Small Efforts vs.

Long-Range CommitmentsLong-Range Commitments

Note and remember individual Note and remember individual talents; ask if they will contribute in a talents; ask if they will contribute in a specific area or would like to suggest specific area or would like to suggest an area.  Many are reluctant to an area.  Many are reluctant to volunteer but will help if asked.volunteer but will help if asked.

►Volunteers are excited to help. Volunteers are excited to help. Remember, they found you and want Remember, they found you and want to contribute their time and effort to to contribute their time and effort to your organization. your organization.

►Provide tools necessary to succeed.Provide tools necessary to succeed.

Train Sufficiently

►Name & addressName & address►Telephone numbersTelephone numbers►e-mail address(es)e-mail address(es)

►Note observed traits, passions, Note observed traits, passions, strengths, weaknesses – as a manager strengths, weaknesses – as a manager knows an employee.knows an employee.

Record Contact InformationRecord Contact Information

►Make volunteers feel welcome Make volunteers feel welcome ► Introduce to other staff members Introduce to other staff members ►Set expectations Set expectations ►Train sufficiently Train sufficiently ►Provide a purpose Provide a purpose ►Be honest Be honest ►Create ground rules Create ground rules ►Show appreciation Show appreciation

Apply the Golden RuleApply the Golden Rule

►HonestHonest►PersonalPersonal►Consider organization’s welfare Consider organization’s welfare ►At first, avoid using the word At first, avoid using the word

“volunteer” “volunteer” ►Rather, explain a needRather, explain a need►Be enthusiastic!Be enthusiastic!

The ApproachThe Approach

►Volunteers are eager to help, but while Volunteers are eager to help, but while they aren't employees, they may still they aren't employees, they may still need to follow general organizational need to follow general organizational policies. policies.

►Establish important rules or guidelines Establish important rules or guidelines before volunteers get started.before volunteers get started.

Create GroundrulesCreate Groundrules

Retain VolunteersRetain Volunteers

►Assign responsibilities – not jobs!Assign responsibilities – not jobs!►Empower volunteers as neededEmpower volunteers as needed►Support each otherSupport each other►Encourage fellowshipEncourage fellowship►Ensure that volunteers are well Ensure that volunteers are well

informedinformed►Keep it professional – not politicalKeep it professional – not political

►Start smallStart small

►PraisePraise

►RecognizeRecognize

►Reward volunteer of Reward volunteer of month/quarter/yearmonth/quarter/year

Motivate VolunteersMotivate Volunteers

Invigorate VolunteersInvigorate Volunteers

►Be enthusiastic Be enthusiastic ►Officer level volunteersOfficer level volunteers►Helper volunteersHelper volunteers►Future assignmentsFuture assignments►Follow-up and follow-throughFollow-up and follow-through►Encourage Encourage ►Know capabilities and strengthsKnow capabilities and strengths

Prevent BurnoutPrevent Burnout

►Plan replacementsPlan replacements►Cross trainCross train►Rotate responsibilitiesRotate responsibilities►Manage “career development”Manage “career development”►CommunicateCommunicate►ObserveObserve

►Priority for book/product reviewsPriority for book/product reviews

►Reserved seatingReserved seating

►Freebies (classes, membership, Pig SIG, Freebies (classes, membership, Pig SIG, …) …)

►Other (Be creative!)Other (Be creative!)

Reward VolunteersReward Volunteers

Know/Appreciate/RecognizeKnow/Appreciate/Recognize►Learn volunteers’ names Learn volunteers’ names ►Send birthday cardsSend birthday cards►Recognize anniversariesRecognize anniversaries►Acknowledge special effortsAcknowledge special efforts►Do off-the-wall, fun, simple things Do off-the-wall, fun, simple things ►Send notes, personalized items, etc.Send notes, personalized items, etc.

RecapRecap

►Communicate needs to members Communicate needs to members ►Start small and nurtureStart small and nurture►Deliver praise and recognitionDeliver praise and recognition►Define tasksDefine tasks►Know volunteers’ capabilities Know volunteers’ capabilities ►Avoid burnoutAvoid burnout►Empower volunteers into leadershipEmpower volunteers into leadership