Soon WanRegion 1 Membership Development Chairgimsoon@ieee.org

Region 1 Leadership WorkshopRecruiting and Managing Volunteers

March 09, 2012

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Session Abstract

Volunteers are an essential part of the IEEE organization.

From many years of volunteering for IEEE, Soon Wan has noted the old generation volunteers usually don't like working with the younger generation, and the young generation does not like working for older generations.

This session will show you how to develop a volunteer organization that attracts the growing number of retiring Boomers and young professionals, and encourage them to work together. In addition, you will learn how to engage them to be more active, and improve the recruitment of volunteers in your Section.

 

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Please divide into 2 Groups

Left SideBaby Boomers

Born between 1943 – 1964

Anyone born before 1943

Right SideGeneration X

Born between 1965 – 1981

Generation Y (or @)Born after 1981

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Presentation Outline

Introduction– About Volunteers– Why IEEE Members volunteer

Recruiting Volunteers– Successful Volunteers Recruitment– Benefits of Volunteering– Best Practices

Motivating Volunteers

Conclusion with take away pointers

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What are the differences in the work ethic of the Boomers and Xers/Yers?

Left SideBaby Boomers

Born between 1943 – 1964

Anyone born before 1943

Right SideGeneration X

Born between 1965 – 1981

Generation Y (or @)Born after 1981

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Recruiting and Managing Retiring Professionals

Retiring Professionals want to make a difference

Provide opportunities to use their professional skill

Highlight the payoffs - make sure they know how their work benefits your cause or mission

Provide them flexibility

Pool of Volunteers Senior and Life Members

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Recruiting and Managing Young Professionals

They are impatient, multi-taskers, team players, think “Digital” (Retiring Professionals think “Analog”)

They are looking for causes

They don’t want to be managed; they want to be led

Be mission driven Ask “What can you do to accomplish our mission?” Get to know them as individuals and listen to their input

Be a coach, not a traditional manager A coach challenges volunteers to do their best, yet nurtures

individuals and encourages them to reach their full potential

Get them involve in decision making

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Why SOON Volunteer?Benefits of Membership and Volunteering

Keeps SOON technically current

Grows SOON’s professional network locally and internationally

Provides SOON with tools for Career Development and Advancement

Develops SOON’s critical, non-technical skills to be more effective

Enjoys the Opportunities to volunteer, and giving back to Society

Enjoys People, and love to make new friends

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About Volunteer

One who offers time and talent to do a task without pay or reward.

IEEE is a non-profit organization (driven by volunteers).

IEEE success depends on volunteers.

Volunteers shape the future of IEEE.

Volunteers properly chosen and motivated will make your Section effective in operation.

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Why IEEE Members Volunteer?

Belief in the cause of IEEE organization (Region, Section, Society, Chapter)

To learn / improve skills for personal growth, leadership

To give back to their profession

To feel useful and needed

To explore their own strengths

To form relationships and contacts

To achieve and be recognized

To satisfy their needs

To be part of the privilege organization

Recruiting VolunteersHow to find Volunteers, and motivate them

to create new activities for your Section?

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Successful Volunteer Recruitment

Understanding Volunteer

Making recruitment professional

Engaging them in meaningful works

Retaining and recognizing them

Publicizing to industry and members that volunteerism is good for business

Publicize specific volunteer opportunities more visibly and often

Match requirements to volunteer’s expectations

Propagate that IEEE volunteer structure develops one’s leadership skills

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Recruiting Volunteers

Call for Volunteers

On Section Newsletter, Website, Social Media Communities

Contact your Section’s samIEEE officer to provide your outreach volunteers with the names.

Allow non-member to volunteer, and take an active role in the Section programs and activities for 1 to 2 years.

To give the uncertain non-member an opportunity to discover and feel the benefits of becoming a member and being a volunteer.

Promote the benefits of volunteering, and mention about Volunteer achievement and recognition awards.

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Recruiting Volunteers

It should be a process, not a problem.

Before asking members to volunteer, you need to know your needs, and prepare a volunteer position description.

Volunteer position description is basic and is needed for identifying, matching, communicating to prospective volunteer.

Inspire prospective volunteers by telling common goals and visions.

To attract volunteers, explain benefits based on your personal experiences as volunteer.

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Benefits of Volunteering on Leadership Ability

Leadership ability is both nature and nurture.

You only get better if you practise, reflect and learn!

Discover your strength and weaknesses early.

Being in the position doesn't make you a leader.

You are a leader when others recognize that you are one.

You only receive when you give.

Learn how to give.

It's probably toughest to be a leader in a volunteering environment.

It really test your ability to inspire a team towards goals.

Volunteer life cycle reflects your leadership ability. Communicate this to your interviewer and employers!

Reaching OutLocal Volunteers

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Promote Volunteering Benefits

Increased skills in managing and leadership

Opportunities to network and develop contacts

Visibility in community / organization

Doing something useful / enjoyable

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Best Practices to Recruit Volunteers

Make recruitment a year long affair

Word of mouth by existing volunteers telling their experiences

Make tasks smaller only if needed

Guide new volunteers: mentor, assist, and train

Avoid frequent / disorganized / lengthy meetings

Recognizing and rewarding good works

Maintain good work environment

Equitable sharing of workload

Listen to volunteers

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More Best Practices

Planning Ahead: Find volunteers BEFORE you need them.

Making a personal request for help.

Asking a stranger to help with a small task: Identifying a contact in their company.

Thanking volunteers generously for doing small things to help

Constantly trying new ideas and not being discouraged by failures.

Taking risks! Hosting conferences. Holding seminars. Doing things even if they may fail.

Always remembering that my Section is a service organization: What else can I do to interest, educate or entertain our members?

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Boston Section Volunteer Online Formhttp://ieeeboston.org/forms/volunteers/vol_form.php

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Boston Section Volunteer Recruitment Process

Boston Section Volunteer Online Form:http://ieeeboston.org/forms/volunteers/vol_form.php

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Volunteer Recruitment Toolkit

http://www.ieee.org/web/geo_activities/units/volunteer/index.html

Motivating VolunteersHow to retain Volunteers by Motivating them?

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What motivates volunteers

Self-Serving Motivational Drive Meet their needs such as business, friendship, belonging

Relational Drive Volunteer because of friendship When a friend personally asks, most people have a hard time

to say no

Core Motivational Drive – their beliefs Volunteer in what they believe in your cause Strongest level of commitment

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Volunteers Motivation and Retention (1)

1. Offer special Privileges and Perks

2. Send volunteers to conferences or workshops Try your best to send volunteer leaders They will come back with a new passion and vision for your Section

3. Provide on-the-job vocational training Training and development activities inspire volunteers to stay far

longer You give them additional reasons to love and appreciate your

organization

4. Be available to Volunteers

5. Provide free food

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Volunteers Motivation and Retention (2)

6. Provide tangible incentives Giveaways such as Shirts, Caps with IEEE logo

7. Accountability

8. Positive Gossip When someone praises one of your volunteers, tell that volunteer

about it (pass it on to others)

9. Huddles (Quick Meetings) To go over assignments, update communication, introduce new

volunteers Most important, take the opportunity to recognize a specific action of

a volunteer

10. Thanking families/employers of volunteers

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Volunteers Motivation and Retention (3)

11. Have fun (An amazing motivator) Reward volunteers and have fun in the process Volunteers get to enjoy their tasks, and they fell appreciated for

the work they do

12. Give Regular Feedback

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Exercise Line up on an imaginary line One end of the line is January 1 The other end of the line is December 31 Line up according to the day and month of your birthday No talking, no hand signals (cannot communicate to each

other)

January 1 December 31

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Volunteers Motivation and Retention (4)

12. Give Regular Feedback Without feedback, you don’t know where you stand Personal thank you notes are simple but effective way

to give feedback It is crucial that you provide regular and frequent

feedback Your volunteers need encouragement, thank you, and

even a little constructive criticism at times

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Volunteers Around the World

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Conclusion

Engagement opportunities for Volunteers based on their needs.

Engagement at the local level to help members find their “home” within the IEEE.

Section provides the platform and opportunities for volunteers to enhance their interpersonal skills, leadership ability and network.

Section activities should be fun.

Volunteering should also be fun.

IEEE (Section + Volunteers) should be fun+fun = more funs.

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IEEE is the Member, the Member is IEEE

REMEMBER => Re:Member

Sections Congress 2011 – San FranciscoAugust 19, 2011

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Book

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Question?

Soon WanRegion 1 Membership Development Chair

gimsoon@ieee.org