Building Volunteer Capacity and Planning for the Future

A Workshop for Sports Clubs

Sports Partnership Trust Conference

April 19th 2012

Outline of workshop

Understanding your volunteering workforce

Where are you now?

Planning for growth

Where do you want to be?

Recruiting for the future

How do you get there?

The Value of Volunteers

Volunteers don’t get paid, not because they are worthless but because they are priceless.

Junior coach 6 hours/week=24 hours month =£240 per monthClub Secretary 2 hours/day=8 hours/month =£80 per monthCommittee member 1 meeting/month for 10 months =£200 per monthChair 1 hour/day=28 days a month =£280 per month

A club with only 4 volunteers is receiving £800 of expertise every month. How much cash value do volunteers add to your club?

Recognise any of these volunteers?

“ Ask Tom- he’ll know……….”Can obstruct new  volunteers  from  taking  on  key  jobs Possibly resistant to  new  challenges and passing on skills Organisation may fail

I’ll stay for one more season………” Can prevent new  volunteers  from progressing and may make succession  planning difficult. Often  difficult  to  change  working  pattern  and  behavior  ”We’ve  never  had  to  do  that  before……….” Organisation  can  only  grow  to  the  capacity  of  the  skills  and   abilities  of  those  in  post Can be destructive  and  undermining Threatens survival   “I can’t do that…………” Limited vision beyond abilities I don’t know about it so we can’t do it and don’t need it May cause problems if legislative issues are not met

 

Understanding your volunteering workforce

Doing a SWOT analysis for your club

• Assessment of your Strengths • Evaluation of your Weaknesses • Identifying Opportunities• Considering potential Threats

Planning for growth

Development Plan v To Do list• Where are we now (Audit)

• Where do we want to be (Aims)

• How will we get there? (Plan/Actions)

• How will we know we have got there?(Review)

Tips on Planning• Inform and involve the members

• Not a one person job

• Don’t procrastinate

• Keep members updated

• Keep it simple

Recruiting new volunteers to support your future plans.

• Where can you find new volunteers?

• First impressions-the difference between gaining a volunteer and losing a volunteer?

• How a volunteer coordinator can help make a good club great.

What kind of volunteers do you need?

• Draw up SHORT basic role descriptions to keep yourself on track.

• Be realistic about volunteer roles-volunteers are part time and unpaid

• Identify any roles which need very specific skills

• Be flexible.

Where to find new volunteers from outside your club

• Volunteer Centre

• Advertise Locally

• Advertise through Sports Bodies

• Word of mouth

• Recruiting younger volunteers

• Recruiting older volunteers

New Volunteers

The difference between losing a volunteer and gaining a volunteers.

.

How to lose a volunteer

How to gain a volunteer

First contact with the club

Can’t get through to anyoneCan’t get the information you needPerson you need to speak to is not there/not availableMessage/letter/e-mail not replied to quicklyPerson you speak to doesn’t know anything about volunteeringPerson you speak to is unwelcomingInformation about volunteer role unclearToo much or too little informationNot clear what to do next

Quick, efficient response to enquiriesFirst point of contact is friendly, helpful and well-informed – frontline staff or volunteers are welcoming and encouraging and understand the processQuickly given clear information about the role and expectationsClear information about what to do next

Recruitment and application process

Process is too formal or complicated, or is impersonalToo much paperwork or bureaucracyProcess takes too longLong delay before startingLack of explanation about delays or processes (e.g. CRB checks)Not made to feel welcome or wantedFeeling that volunteers aren’t really needed/Made to feel like a nuisanceInflexible about roles or commitmentPressure to take on a role that doesn’t interest you

Application process is quick, efficient, relaxed and proportionate to the role - a ‘light touch’Any delays or checks are fully explainedVolunteer kept informed throughoutMade to feel welcome and wantedVolunteer is matched to a role which fits their skills, motivations and availability

Can you identify a volunteer coordinator?

Help with recruiting

Gets the welcome process right

Ensures volunteers are settling in

Keeps on eye on drifting of tasks (ie a volunteer being overloaded with more and more work)

Plans for the future (ie has an ear to the ground and know when gaps will appear)

Makes volunteers feel appreciateted

Helps to identify issues before they become problems

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Get your volunteering right

Volunteer Coordinator