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Recruiting Retaining and Rewarding Volunteers . Bruce W. Wilson Past Director, Western Region. Managing Volunteers: Plan, Recruit, Reward & Redirect. Plan: identify volunteer needs and position descriptions What will you accomplish? What is the job? - PowerPoint PPT Presentation


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Recruiting Retaining and Rewarding Volunteers Bruce W. WilsonPast Director, Western RegionBruce Wilson

Recruiting, Retaining and Rewarding Volunteers

Associate Fellow

Past Section and Regional officer

Served six years on the AIAA Board of Directors as Director of the Western Region

Other volunteer experience includes servingthe Boy Scouts of America, American Youth Soccer OrganizationMusical groups1Managing Volunteers: Plan, Recruit, Reward & RedirectPlan: identify volunteer needs and position descriptionsWhat will you accomplish? What is the job?Identify volunteering costs and benefits

Recruit: identify potential volunteers, set the bait and hook themTask them

Reward and RedirectInformal RecognitionFormal RecognitionReward appropriately and timely2One year I was responsible for the nominating committee. I had to develop a competitive ballot for all positions. I needed help.

I asked several inactive members with varied experience and organizational levels to help out. I told them what we were trying to do to staff these positions with people who could perform well and benefit from the experience.

3 1-hr in-person meetings plus phone work in between.

Provided office descriptions and membership roster, and asked them to first review the roster and identify potential candidates.

Coordinated on who would call whom.

Lastly, we finalized the slate, with confirmed candidates for each position.Volunteers received thanks during meetings, and some pizza. We also thanked them in the section newsletter.21. PLAN33Create a written Volunteer position description Provide a title that gives the volunteer a sense of identityOutline the work that needs to be done by the volunteerDescribe qualifications and training Identify a specific time commitment be realistic Define the Volunteers ImpactPurpose of the overall project and/or program How the work will impact the project's outcome, clients, or mission How the work will help the volunteerDefine the Cost of VolunteeringTime away from family, friends, and workExpenses for travel, meals, parking, babysittingWhat is Expected? Why Do It? What Will It Cost? 4Many volunteer positions are already available in the AIAA Leadership Manual.

For short-term assignments, just jot down what is expected.

Focus on desired outcomes, or more narrowly, the specific tasks that must be performed.42. RECRUIT55Finding VolunteersIt is About Relevance to that First Job Select meaningful assignments where the volunteer can succeed. . . They will want more!Connection with people, information, opportunities, etc.

Attract new member involvement by:Creating short term assignments with an obvious Start and END dateProvide the volunteer with the opportunity to see how they like working as an AIAA volunteer

6Volunteer expert Tom McKee calls this the Dating Method of volunteer recruitment. Your objective? A second date and the freedom NOT to have a second date if the first doesnt work out!

Remember the Nominating Committee example I gave earlier? That was a short-term assignment.

6Three Types of VolunteersAffiliation - Volunteers primarily to socializeAchievement - Volunteers for rewards & recognitionPower - Wants position of power or leadershipExamples:

Charles M never did anything except come to meetings and pontificate. Nice guy.

Dean D always sent emails with thought you would want to know I got this award

You know the Power types.7Identifying CandidatesWhom can you ask to volunteer?Members who regularly attend meetings /Students / Subject matter experts / Local Industry leadersHow do you get connected to them?Provide information in the newsletters or websitePersonal connections ask your friendsRecommendations from other volunteersStep out reach out / make a personal pleaSome may feel that participation is only available to the inner circle Their involvement helps to sustain the SectionTheir abilities and experiences will help set the Sections direction.Volunteer activity can enhance their learning, decision making and leadership8Friend Paradox: On average, your friends have more friends than you do. (per Fuld, 1991). So ask people you know to help identify potential volunteers.8Recruitment StrategiesExamine Volunteer positions to be filledWhat are the qualifications for the position?Evaluate the OptionsWho will be able to meet the time requirements of the position?Where will you find these people?What motivates them to serve?What is the best way to approach them?Types of RecruitmentTarget Recruitment is specific and focused for a specific skill or eventBroad-Based Recruitment can be effective for positions that can easily be done with minimal trainingRecruitment needs to be year roundMake use of Existing Contacts99Implementing Your Recruitment PlanBe sincereAbout the needAbout their skillsAbout the rewardDisplay your passionAbout the jobAbout the subjectAbout the benefitsProvide ROI -- return on investmentIn kind support / returnInformationRecognition


10Asking a Volunteer to HelpHave the right person extend the invitationPersonalize the invitationProject the right imageBe enthusiastic, not apologetic, dont begBe realistic with expectationsBe courteous Is this a good time to talk?Bring closure to the conversationWhen can we talk after you have considered this opportunity?Follow up quicklyAccept No graciouslyI understand. Thank you for considering it. Can I ask again later?Or help them perform

85% of the people who are asked to help, do11How often do you hear people recruit with, We desperately need volunteers

113. REWARD and REDIRECT1212The Job is Done. Close the Loop.13

Your section goals are the setpoint. What does your section want to accomplish?

You convey this to your volunteer. They are the actuator.

They do what they feel is needed to achieve the output.

We sense the output member feedback, personal observation, etc, and correct the actuating signal we give to the volunteer.

Sometimes that actuating signal is to STOP.

Dont let them run open loop, doing nothing or too much of the wrong thing13Ideas for Recognition Formal Recognition During the eventAcknowledge the volunteerProvide free entryGive a small giftCertificates / AwardsLocal to the sectionInstitute level awardsPlaquesSpecial Service CitationSustained Service Citation


14Ideas for Recognition Informal RecognitionDay-to-Day InterchangesSaying thank youAsking about volunteers family & outside lifeSend a note of appreciation To the volunteerTo the volunteers familyTo the volunteers employerRecommend the volunteer for a promotion To more responsible position within the organizationTo a larger role in the next eventOr release

15Make the Volunteer feel like part of your teamA release can be a thanks for your service award

15Recruiting SummaryIdentify the opportunities (jobs) Describe exactly what is neededUnderstand the motivationExplain the impact

Find the right personMatch opportunities (jobs) to people (needs)Ask others for leadsAsk the person directly to do the job they cant say yes if they havent been asked

Recognize and Reward AppropriatelyRecruiting Good People and Fostering LeadersIs the Most Important Thing You Can Do for AIAA1616

1717Affiliation: Volunteers primarily to socializeProvide with team projectsProvide socializing timesPublish team names, photos (website, newsletters, Bulletin)Put these people in front of members, if appropriateProvide affiliation recognition through shirts, pins, letterhead, biz cards18Achievement: Wants rewards & recognitionParticipate in goal-setting meetingsProvide opportunity to advance in rank and responsibilityProvide recognition from top management, acknowledging achievementProvide assignments that include benchmark points of success, quantifiable assignmentsProvide opportunity to provide input and advice and challenge decisions.19Power: Wants position of power or leadershipProvide assignments that allow them to rub shoulders with persons of authorityProvide opportunities for innovationAllow to teach or train othersPublicity about the individualSeek the persons advice and suggestionsInclude them in decision-makingProvide awards and letters of commendationProvide tasks offering increasing responsibility and authority20Why Do People Volunteer?Here are some more great tips from the AIAA Leadership Manual (available at for getting people to step in and help with your programs. Here are some reasons why a person may want to volunteer:

* To help a particular organization/society* To share a skill* To demonstrate commitment to a cause* To gain leadership skills* To get to know the community/peers* To explore a career* To earn academic credit* To have an excuse to do what they love* To build a resume* To share personal experiences* To meet new people and make new friends* To improve interpersonal and professional skills* To challenge yourself* To have fun* To make a difference in the lives of others* To contribute as a leader* To capture industry news21Reasons Members Give for not Volunteering and Ways to Respond to those Reasons... Not enough time...Maybe you could give us an hour each month by being a greeter at our Section meetings. OR Could you help us out by spending an hour calling or emailing to welcome our new Section members and invite them to our meetings each month. OR We could really use some help contacting members whose memberships have expired. Can you e-mail or call these members to remind them to renew? We will even provide a script to help you. (Available in the Leadership manual Section 7.8)

Topics at meetings aren't of interest to me...We are always interested in re