Finding and Retaining Volunteers (Based on Steve Peyrot Presentation)

Finding and RetainingVolunteers(Based on Steve Peyrot Presentation) Gabe Goldberg APCUG Region 2 Advisor CPCUG APCUG Representative gabe@gabegold.com ggoldberg@apcug.net

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

Requirements for Today • Enthusiasm…. • Occasional clapping and cheering • Cell phones off • No private conversations • Tell everyone who was not here today that they missed the best presentation EVER!!

Begin at the Beginning! • Volunteer recruitment/retention is a task for board members and current volunteers. • Document volunteer information during officer rotations. • Involve everyone!! • Small groups often have higher volunteer participation. • Social activities help people volunteer.

Today’s Resources • Introductions • Slides • Conversation • Ideas • What works, best practices • Success stories and failures • Comments • Fun

Introductions • Name • Role (member, volunteer, director, officer) • User group name, size, location • Previous positions • Interests • Something unique about your area or • Something unique about you

Before Asking for Help • Set organizational priorities • Determine what help you need • Describe responsibility (not “job”) • Be realistic…

Promote Organization Needs Meetings Website Newsletter/magazine Volunteer organizations and Web sites Community

Recognize and Exploit Diversity Volunteers, like regular members, have varied backgrounds… …so recognize diversity to include people with different skills and ideas for the “right fit”

Getting Started • Have a “more information” sheet and a short brochure at meetings for members to read about your organization’s “needs”. • Recruit members for small tasks to “get their feet wet”.

Steps to Recruit/Retain Volunteers • Set up Web site area dedicated to volunteers. Keep them informed. • Ensure volunteers understand what is expected of them. • Explain goals and tasks; be a resource if they have questions or concerns.

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

Train Sufficiently • Volunteers are excited to help. Remember, they found you and want to contribute their time and effort to your organization. • Provide tools necessary to succeed.

Record Contact Information • Name & address • Telephone numbers • e-mail address(es) • Note observed traits, passions, strengths, weaknesses – as a manager knows an employee.

Apply the Golden Rule • Make volunteers feel welcome • Introduce to other staff members • Set expectations • Train sufficiently • Provide a purpose • Be honest • Create ground rules • Show appreciation

The Approach • Honest • Personal • Consider organization’s welfare • At first, avoid using the word “volunteer” • Rather, explain a need • Be enthusiastic!

Create Groundrules • Volunteers are eager to help, but while they aren't employees, they may still need to follow general organizational policies. • Establish important rules or guidelines before volunteers get started.

Retain Volunteers • Assign responsibilities – not jobs! • Empower volunteers as needed • Support each other • Encourage fellowship • Ensure that volunteers are well informed • Keep it professional – not political

Motivate Volunteers • Start small • Praise • Recognize • Reward volunteer of month/quarter/year

Invigorate Volunteers • Be enthusiastic • Officer level volunteers • Helper volunteers • Future assignments • Follow-up and follow-through • Encourage • Know capabilities and strengths

Prevent Burnout • Plan replacements • Cross train • Rotate responsibilities • Manage “career development” • Communicate • Observe

Reward Volunteers • Priority for book/product reviews • Reserved seating • Freebies (classes, membership, Pig SIG, …) • Other (Be creative!)

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

Recap • Communicate needs to members • Start small and nurture • Deliver praise and recognition • Define tasks • Know volunteers’ capabilities • Avoid burnout • Empower volunteers into leadership

Finding and Retaining Volunteers (Based on Steve Peyrot Presentation)