Christine DeVere, SPHRWA State Council Diversity Dir.Human Resource Principal
1. Volunteer Leader Webinar Series, September 29, 2011
9. Volunteer Leader Situations Situation – We were excited to get Charlie on our Board but now he dominates the meeting with stories from his personal life. Our other board members are beginning to feel that the meetings are a waste of time and our meetings are running long.
What to do?
Set aside time for “Around the Room”
10 minutes after the meeting adjourns
Board members on tight time schedules do not need to stay
Timed Meeting Agenda
Set times for each agenda item
8:00 – 8:05 Call to order/Welcome
8:05 – 8:10 Reading of the minutes
Distribute the agenda before the meeting
Stick to the agenda – use it as a tool to stay on task –
10. Volunteer Leader Situations Situation – Becky, who has had great past performance is now missing meetings and deadlines. I can no longer depend on her to do what she commits to do. She has contributed so much in the past that I am trying to overlook her current behavior. Other board members are starting to notice that Becky is not pulling her weight.
What to do?
One on One meeting at Becky’s convenience
Accentuate great past performance
Acknowledge the changed behavior
Offer short or long term solutions
Help from another board member such as President Elect
11. Volunteer Leader Situations Situation – We just finished the board meeting and Karen said she would contact the local college about out College Relation Initiative. Karen always volunteers for these things but never follows through. Other board members have to step in at the last minute to get it done and there is a mental eye-roll whenever she volunteers.
What to do?
Take Action – The Action Item List
Secretary keeps Action Item List on Excel Spreadsheet
All actions needed are listed on the spreadsheet along with the volunteer and the date to be completed by
Action Item list is reviewed at each meeting – kudos for those projects completed on time and roadblock removal for those not completed
Completed items are hidden on Excel when the new items are added
Commitment – Asked and Answered
When Karen volunteers next time politely reinforce the deadline for completing the task. If she confirms that she can complete it and doesn’t, it may be time for a One on One meeting.
12. Volunteer Leader Situations Situation – It is hard to fill our board with only HR professionals and our Chapter is made up of others in HR related fields. John, who works for a local training company, is currently serving on our board. Some of John’s comments and suggestions makes me think that he is here to recruit clients. I am not sure if this is true and only one other board member has mentioned it to me.
What to do?
Use your mission statement
Print the mission statement at the bottom of your meeting agenda
When suggestions come up that could be a conflict of interest refer to the mission statement. The board can discuss if the suggestion supports the Chapter mission and if it should be acted upon or dismissed.
Code of Ethics Statement
Make sure your Code of Ethics Statement encompasses all members of your Board including those in non HR professions.
13. Volunteer Leader Situations
Situation – Our new Board members are excited and have lots of ideas to share. We recruited a variety of personalities to be on the Board so we could get different views and new ideas, but Nellie has had a very negative response to these new ideas. The new board members are starting to shut down.
What to do?
Address Nellie’s concerns one at a time during the meeting
Nellie may shed light on actual roadblocks. Addressing each point she brings up may help develop the idea or project.
Establish meeting guidelines such as
Present positive ideas
No Side Conversations
Stay on Agenda Topics
Keep a Professional Attitude
No Personal Attacks
Listen Without Interruption
Turn of Cell Phones and Pagers
Support our Mission
14. Third Panelist
Paula H. Harvey, MBA, SPHR, GPHR
NCSHRM State Director
K & P Consulting
16. How To Avoid Difficult Volunteers Set Expectations
Give Detailed Job Descriptions
Have Back-ups or Dual Roles
Have Open Door Policy
Allow them to un-commit if needed
17. Communication Skills Negotiation
Get attention of other person
Don’t bend rules
Insist that other person defend their position
Be willing to bargain
18. Building Trust with your Volunteers Show respect
Meet (or exceed) expectations
EI and moccasins
19. Listen Effectively Non-judgmental
Feelings and meaning
Restate what you heard
State your position
Agree on actions
20. How Will You Deal with Difficult Volunteers Devote attention to a problem person
Address the situation early to benefit everyone
Sometimes showing compassion is not approved of
In some situations leaders must spend more time on model volunteers
21. In Summary Plan to devote time, effort and sensitivity to difficult volunteers (up to a point)
Do not avoid problem behavior
Use communication techniques to respond to difficult volunteers
Build trust, accept feedback and listen to others
Know when to seek outside help
Your SHRM Regional Team
Other members of your volunteer board