Developing and Leading Effective Volunteer Teams

Diana Stegall, CSP, CFPS, ARM, ALCM, CPCU

RVP Region 5 - Northwest Chapter – President 2013-2014

Pam Perrich, CIH

RVP Region 4 - Pensacola Chapter – Past President 2004-6

Objectives

Understand why people join Understand why people do and do not volunteer Identify areas of opportunity for you and your chapter Identify tools and resources to assist in your efforts

Why Do People Join

Because their boss told them to Wanted to pad their resume Need the CEU’s Looking to enhance their career They are new safety are to be more

connected Want to have an impact on their profession They have friends with the organization

People Join …

Why Do Members Volunteer?

I Started Volunteering Because…

Felt I could make a difference 53% Saw things that needed to be

improved/changed 47% Hadn’t thought about it until I was asked to

volunteer 27% Wanted to help the group be better 27% Wanted to give back to ASSE 24% Other 20%

Networking 8% (included in the “other category)

I wasn’t asked I didn’t know what was required of the positions Thought I had to be able to attend chapter

meetings to be involved I didn’t know what opportunities were available I didn’t think I had time Employer wasn’t supportive Didn’t feel I was needed

What prevented you from Volunteering Sooner…

I Would Volunteer if…

I could be given short term assignments I have more info about opportunities available

to me The volunteer organization would train me to

do the work My employer supported my participation as a

volunteer I knew it would make a difference in my

profession or my work I was actually asked to volunteer

I Would Volunteer If…

I knew I had the skills to do a good job I could volunteer electronically or virtually I was recognized and appreciated for my work

as a volunteer I was not disappointed with volunteering in the

past I was reimbursed for expenses such as meals

or gas allowance.

Chapter Analysis

Hadn’t thought about it until I was asked to volunteer

Who to ASK Within two years of becoming a member – 38% Between 2-5 years of becoming a member – 21% Member more than 5 years – 40.6%

Who to ASK

New members Regular meeting attendees Someone who was involved in the past but

had to back off due to job/personal change Others in your industry

Asking for Involvement

How to ASK

AnnouncementsPersonal InvitationPersonal conversation

Get to Know Your Members

Know their interests/abilities/and/or skills they are hoping to develop

Know their time limitations Don’t limit yourself to those who come to

chapter meetings

Because their boss told them to Wanted to pad their resume Need the CEU’s Looking to enhance their career They are new safety are to be more connected Want to have an impact on their profession They have friends with the organization

People Join …

How to ASK

Didn’t feel I was needed…

How to ASK

Specific tasks with a specific time frame specific expectations that has an impact that builds confidence that they do have time to get

more involved

I didn’t know what opportunities were

available or what was required of the positions…

Toe Wetting Opportunities Meet and Greet Membership Calling

Tree Article for

newsletter Moderator at

chapter PDC Staff Registration

booth at chapter outing

Call organizations to be sponsors

Look for optional facilities for meetings

Speak at chapter meeting

Photographer at chapter functions

If I knew I had the skills to do a good job or the

volunteer organization would train me…

The Art of Delegation

Delegation does not take away your ultimate responsibility for

the task YOU still own it

Their success is your success . . . Their failure is your failure

lend itself to every task Some things simply can not be delegated

Delegation Pitfalls

Every delegator must Assign tasks to the right people [Selection] Clearly define the task [Job Description] Ensure they have the ability (Skillset) to achieve

They = individual or group Coach the Volunteers

(evolving style (prescriptive to performance) reflects V’s skillset)

Empower Maintain project oversight

Delegator Responsibilities

Exercise #1

What are some of the barriers to delegation that you have experienced? Spend a few minutes and make a list.

1 Define the task 2 Select the individual or team 3 Assess ability and training needs 4 Explain the reasons 5 State required results 6 Consider resources required 7 Agree on Milestones and Deadlines 8 Support and communicate 9 Feedback on results

Keys to Successful Delegation

Exercise #2

What kinds of duties or tasks within the realm of a chapter officer or chapter operations can reasonably be delegated? Spend a few minutes and generate a list.

Exercise #4

To enable someone else to do a job for you, you must ensure that: they know what you want they have the authority to achieve it they have the ability (skillset) to achieve they have the incentive they know how to do it.

These all depend upon communicating clearly the nature of the task, the extent of their discretion, and the sources of relevant information and knowledge.

Understand schedules and availability

Preferred communication styles Action items Technology solutions Make it easy to ask

Tips and Tools to help lead and manage

I was recognized and appreciated for my work

as a volunteer

Public chapter newsletter chapter website region newsletter/website Society Update

Private Personalized “thank you” note Personal “thank you”

Other Special perks

Recognition

Members who bring guests to meetings New members Visitors Committee members Speakers Members who recruit new members Members who have provided extraordinary service to

the chapter, region, or society  

Who to Recognize

Sincerely Respectfully Verbally In writing Certificate Gift

Plagues ASSE logo items Insignia and recognition items)

How to Recognize

Don’t forget to have FUN!!!

Throughout Year: New member joins – through initial contact/needs assessment

expectation to volunteer is

created/information on different opportunities

is provided

Beginning of Chapter Year – appointment of committees

Coaching and Mentoring of committee members – positive Volunteer Experience

Volunteers commit to

responsibilities if elected or appointed

Those Elected

commit to uphold

responsibilities during

officer installation

N/E provides prospective

board members with specific

responsibilities and

requirements of position

Nominations and Elections Committtee

talks to prospective

board members who have

demonstrated successes and commitment

Prior Officers mentor new officers

Throughout Year: New member joins

– through initial contact/needs assessment

expectation to volunteer is

created/information on different

opportunities is provided

I was not disappointed with volunteering in the

past

Review

Keep in mind why people volunteer Ask Provide a positive experience Use the tools that are available

Questions?