Chris harmon director annual giving gettysburg college charmon@gettysburg edu
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Chris Harmon Director, Annual Giving Gettysburg College [email protected] AGENDA. Recruiting the best volunteers Training your volunteers in person and remotely Managing your volunteers in person and remotely Keeping your volunteers motivated and on task

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Chris harmon director annual giving gettysburg college charmon@gettysburg edu

Chris Harmon

Director, Annual Giving

Gettysburg College

[email protected]


Chris harmon director annual giving gettysburg college charmon gettysburg

AGENDA

  • Recruiting the best volunteers

  • Training your volunteers in person and remotely

  • Managing your volunteers in person and remotely

  • Keeping your volunteers motivated and on task

  • Common volunteer challenges and solutions

    • How not to accept a volunteer for a certain committee or position

    • How to remove a volunteer from a particular assignment

    • How to use moves management to keep your volunteers involved in different roles

    • How to ensure your volunteers are doing what they’ve agreed to do

    • How to identify what primary responsibility your volunteers can handle

  • Forum on your challenges

  • Learning Outcome:Improve your alumni relations and annual giving volunteer management with recruiting, support, and engagement practices.


Chris harmon director annual giving gettysburg college charmon gettysburg

Tools for Recruiting the Best Volunteers

  • Clear information on volunteer roles

  • Acknowledge volunteer interest immediately

  • Assess proper communication;

    • mass vs. personal

  • Assess capability and commitment

  • Identify realistic timeline for the volunteer role or initiative


Chris harmon director annual giving gettysburg college charmon gettysburg

Tools for Recruiting the Best Volunteers

  • Build the volunteer opportunity first then recruit the volunteer – what’s the job description?

  • Know your campus partners’ needs

  • Start with who you know – hand selection is not a bad thing


Chris harmon director annual giving gettysburg college charmon gettysburg

Tools for Recruiting the Best Volunteers

  • Be smart with your marketing and segment where possible

  • Develop online sign-up options

  • Social media is a great way to market opportunities


Gettysburg college volunteer strategy

Gettysburg College Volunteer Strategy

Looking Back:

  • Volunteer opportunities spread throughout university

  • Lack of cohesion OR whatever you realized that made you want to put together the Summit

    Looking Forward:

  • Realized need to connect volunteers with each other

  • Energy from all volunteers together in one space

  • Recruiting tool

  • Great way to retain volunteers / steward volunteers


Menu of fundraising opportunities

Menu of Fundraising Opportunities


Menu of fundraising opportunities1

Menu of Fundraising Opportunities


Menu of fundraising opportunities2

Menu of Fundraising Opportunities


Menu of fundraising opportunities3

Menu of Fundraising Opportunities


Menu of fundraising opportunities4

Menu of Fundraising Opportunities


Menu of fundraising opportunities5

Menu of Fundraising Opportunities

  • SUPPORTING VOLUNTEER ENGAGEMENT AND SOLICITATION

  • The focus of this team is to support the Office of Annual Giving with alumni volunteers to assist in recruiting volunteers and securing Gettysburg Fund gifts.

  • The team’s task will be primarily phone calling: reunion calls, affinity group calls, peer solicitation calls, and welcome calls to new volunteers. In addition, this team may work closely with the Gettysburg Fund Call Center and our students. This team may also be asked to assist with the mentoring of class agents using the Gettysburg Fund Volunteer Guide that provides the explanation and instruction of the class agent role. The team member’s commitment will be a minimum of 2-3 hours 2-3 times a year, but more time is gladly accepted and appreciated.


Menu of fundraising opportunities6

Menu of Fundraising Opportunities

Focal Points

  • Mentor class agents (establish contact and assist them) and reunion chairs (younger classes)

  • Contact affinity groups

  • Identify possible class agents and reunion chairs for the College

  • Lead by example with continuous giving

  • Promote continuous giving with calls to previous donors (ex. end-of fiscal year calling to obtain gift)

  • Focus on calling donors in the $500-$750 range

  • Script examples of phone calls and elevator speech for Alumni Board using Volunteer Guide (Marsha)

  • Deliverables from Annual Fund Office

  • Ask phonathon leaders to visit February meeting

  • Provide Class Agent list


Chris harmon director annual giving gettysburg college charmon gettysburg

  • Highlights for the weekend include:

  • Luncheon hosted by President Riggs and Board of Trustees Chairman, featuring keynote speaker Claire Gaudiani, former president of Connecticut College and champion for American philanthropy and citizen engagement

  • Cocktail Party and Dinner; Celebration of the Commission on the Future

  • Informative sessions and workshops

  • Fun activities and tours

  • A special presentation by President Riggs

  • Parents Advisory Board, Alumni Board of Directors, and BOLD COUNCIL meetings

  • Celebrating our Volunteers cocktail reception and dinner with Cupola Society and 1832 Society

  • Breakfast hosted by President Riggs and Board of Trustees


Training in person over long distance

Training in Person & Over Long Distance

  • Volunteer Training Guide

    • Class Agents

    • Board Members

    • Reunion


Chris harmon director annual giving gettysburg college charmon gettysburg

Credit Card

Automatic Monthly Payment

By Mail

By Corporate Matching Gifts

Securities and Mutual Funds


Chris harmon director annual giving gettysburg college charmon gettysburg

MORE

Residential Life

Spiritual Life

Off Campus Study

Endowment

Financial Aid

Majors and Programs

Student/Faculty Ration

Average Class Size

Tenured and Tenure Track

Honor Societies

Library

Academic Facilities

Computing Facilities

Career Development


Chris harmon director annual giving gettysburg college charmon gettysburg

Successful Strategies for Keeping Volunteers Focused, Motivated and Dedicated

  • Realistic timeline for volunteer involvement

  • Encourage feedback throughout process

  • Thank and recognize


Chris harmon director annual giving gettysburg college charmon gettysburg

Take A Volunteer Centric Approach

  • Volunteer should express what they want

  • Benefits and recognition are important

  • Capture best "knowledge capital"

  • Volunteer is challenged

  • Develop mutually satisfying relationship

  • The volunteer is your best ambassador


Tracking and coding your volunteers

Tracking and Coding Your Volunteers

  • Develop tracking system that:

    • records "moves" or actions on volunteers

    • assigns "rating" for volunteer

    • assesses/quantifies knowledge capital


Tracking and coding your volunteers1

Tracking and Coding Your Volunteers

  • Develop tracking system that:

    • flags/reminds you to take actions (e.g., "check-in" with volunteer and volunteer client)

    • ties into other prospect management systems and volunteer relations module


Tracking and coding your volunteers2

Tracking and Coding Your Volunteers

  • Develop tracking system that:

    • flags/reminds you to take actions (e.g., "check-in" with volunteer and volunteer client)

    • ties into other prospect management systems and volunteer relations module


Career pathing thanks and recognition

Career Pathing: Thanks and Recognition

  • Private recognition:

    • From volunteer client (campus partner)

    • From organization

  • Public recognition:

    • Print, electronic, events

  • Leverage every opportunity

  • Be creative; web spotlights, Twitter, LinkedIn


Chris harmon director annual giving gettysburg college charmon gettysburg

Volunteer Challenges and Solutions:

Your Problems & Queries

How do you gracefully excuse a volunteer who is

related to a Trustee (or other major donor/high potential donor)?

How can we get more men to volunteer?

Are on campus training programs “dead” in lieu of online, and/or on demand sessions?

How do we empower our volunteers to do

the drudge work—the agenda setting, event

organizing, budget managing?

Please address recognition: How often?

When?

How much is too much? What are reasonable expectations for volunteer roles?

Does this vary by age?


Chris harmon director annual giving gettysburg college charmon gettysburg

Final Questions?

Chris Harmon

Director, Annual Giving

Gettysburg College

[email protected]


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