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How to Recruit, Lead and Manage Volunteers

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  1. How to Recruit, Lead and Manage Volunteers John A. Godzac, CPCM, Fellow Denver Chapter NCMA 5th Annual Leadership Summit Learn How to Build and Manage a Successful Chapter

  2. Objective • Maintain an effective chapter organization that provides value to members by: • Recruiting members to serve as volunteer leaders, and • Preparing them to lead the chapter. NCMA 5th Annual Leadership Summit Learn How to Build and Manage a Successful Chapter

  3. The Leadership Challenge • How can I leave the organization in a better condition than when I joined it? • How do I motivate people without applying tangible rewards and discipline? • How do I manage and lead an organization without having direct control over individual performance? • How do I ensure chapter knowledge is effectively transferred to new leaders? NCMA 5th Annual Leadership Summit Learn How to Build and Manage a Successful Chapter

  4. Mary Bill John 1959-1995.Leadership succession was orderly, with a gradual and deliberate transfer of knowledge. 1 2 3 4 5 6 7 (YEARS) There was significant overlap of leaders. Corporate knowledge was retained. Members spent years “learning the ropes”. It took 3-5 years to achieve the pinnacle. NCMA 5th Annual Leadership Summit Learn How to Build and Manage a Successful Chapter

  5. Ashley Karim Frank 1996-2006More frequent, abbreviated transfers of knowledge. In some cases, no direct transfer of knowledge. 1 2 3 4 5 6 7 (YEARS) Little or no overlap of leaders. Corporate knowledge is lost. Members assume leadership positions without preparation. Pinnacle achieved in 0-3 years. NCMA 5th Annual Leadership Summit Learn How to Build and Manage a Successful Chapter

  6. Step 1: Prepare Yourself To Lead • Understand the current environment. • What’s happening in Contract Management? • What’s the country’s economic condition? • What are your chapter’s customers planning? • Know everything about NCMA and your chapter. • Available programs and services. • NCMA policies. • Customary practices. • Develop a vision that can be shared. • Team behavior starts with a feeling of shared ownership. NCMA 5th Annual Leadership Summit Learn How to Build and Manage a Successful Chapter

  7. Step 2: Lead by Example • Exemplify integrity of character – be open and honest, every time. • Demonstrate consistency of action – do precisely what you say you will, every time. • Perpetuate transparency of decision-making – involve others, every time. • Evidence self improvement – through NCMA leadership development programs or otherwise. Show them how it’s done! NCMA 5th Annual Leadership Summit Learn How to Build and Manage a Successful Chapter

  8. Step 3: Create a Positive Environment • Have an optimistic outlook (versus complaining). • Be goal oriented (versus politically oriented). • Apply team-based problem-solving and decision-making (versus making unilateral decisions). • Foster inclusion (versus exclusion). • Provide frequent formal and informal rewards. Show them their efforts are worthwhile and valued! NCMA 5th Annual Leadership Summit Learn How to Build and Manage a Successful Chapter

  9. Step 4: Know Your Members, Their Stakeholders, and Your Volunteers • What are your members’ problems, challenges, and needs? • What are their employers’ problems, challenges, and needs? • Let members and their employers know they can influence and shape the chapter by participating as volunteer leaders. • Understand the work that must be done. • Learn the knowledge, skills, and abilities that are essential for getting the work done, today and in the near future. • Get to know the volunteers’ interests, individual knowledge, skills and abilities, and weaknesses. NCMA 5th Annual Leadership Summit Learn How to Build and Manage a Successful Chapter

  10. Step 5: Recruit Your Team • The most effective recruitment technique is asking a member to help in a small way, face-to-face. • Email, newsletter, and website calls for assistance may develop a short list of possible candidates, but you need to ask them personally to secure their commitment. • Have task descriptions – be specific, rather than job descriptions. • Break work up into smaller chunks, of shorter and more definite duration. • People will avoid adding a new “responsibility” to their workload, particularly if the obligation is unknown or open-ended (and possibly limitless). NCMA 5th Annual Leadership Summit Learn How to Build and Manage a Successful Chapter

  11. Step 6: Create a Succession Plan • Must be fluid – people come and go quickly. • Develop “agreements”, which are “moral contracts”, with key volunteers. • Do not be afraid to “fire” a volunteer. Of course, how you handle it is most important. • Don’t just “let it happen”. Not everyone is suited to lead the chapter. Recruit talent, and match it to the right job. • Put more effort into knowledge transfer – don’t just hand over files. • Utilize mentors more effectively. NCMA 5th Annual Leadership Summit Learn How to Build and Manage a Successful Chapter

  12. Step 7: Make Yourself Replaceable • Have a plan for yourself – what do you do next? • Make it clear to your team that you are moving on – following your plan. • Does not mean you cannot continue your participation as a mentor or advisor. • Let go! NCMA 5th Annual Leadership Summit Learn How to Build and Manage a Successful Chapter

  13. In summary • Leave the organization in a better condition than when you joined it. • Prepare yourself to lead. • Lead by example. • Create a positive environment. • Know your customers. • Know your team. • Create a succession plan. • Make yourself replaceable. NCMA 5th Annual Leadership Summit Learn How to Build and Manage a Successful Chapter