JUMPSTART to growth!

1 Our current group situation

2 Identifying our challenges and celebrate our successes!

3 What are our priorities?

4 The tasks that need to be carried out each week, to run a well-managed Colony, Pack or Troop

5 Identifying roles and tasks

6 Our weekly leadership needs (each section)

7 How can tasks or roles be met

8 Recruitment methods

9 Providing great support

10 Planning templates

11 Opportunities to drive adult recruitment

12 Recruitment communications plan

13 What needs to happen next (Things to do)

What would make volunteering easier” Some typical responses

“Being Asked!”

“If someone would help me get started!”

“If family or friends were involved too”

“If I knew it would improve my skills”

“If I could do it from home”

“If it led to a qualification.”

40–45% are parents of youth members

40–45% ‘came through the movement

The majority of the remaining 10–20% have had some connection with scouting, in the past, or from through work colleagues, friends or neighbours

of those already involved in scouting.

But…

Having heard the facts, let’s start to consider ways in which we need to change our approach to adult recruitment...

To successfully recruit more adult volunteers your Scout Group must be:

open and welcoming: it should be a ‘place of doors, not a place of walls’

an energetic place, full of enthusiastic people and full of activity

making a major contribution to the community

well organised where people’s time is productive

safe (especially for children) and well managed

part of a national vibrant and successful organisation.

Being flexible Adopting a flexible attitude towards volunteering can provide lots of oppor-tunities for new adults to get involved in your scout group. More adults available to volunteer will naturally result in fewer demands on everyone and spreads the workload which, is a winning formula all round. There is no one-size-fits-all approach to volunteering and most of our roles can be tailored around an individual time commitments, motivations and skills. Some adults may only be available to give limited or irregular time. For these people there are several options available. They could role share with another volunteer with limited time, become an Occasional Helper (if they help out less than once every 31 days), or a Section Assistant (if they volunteer more than once every 31 days), or join your Group Scout Active Support Unit, depending on the type of activity or tasks they would like to be Involved in. Role sharing Some adults may not be able to commit to all the requirements of a role and may wish to role share. Sharing roles makes scouting more accessible to adults and often can produce better results, with more people inputting into the leadership team. If role sharing occurs it is important to clearly establish who is responsible for each aspect of the role to avoid confusion or anything being missed. Two volunteers jointly taking on a Section Leader role and attending on alternate weeks is a good example of role sharing in practice. Tasks not roles Another great way to offer flexible volunteering is to ask someone to take on a task rather than a role. It is sometimes the case that when someone is asked to be ‘Group Secretary’ (for example), they are mindful of the possible list of tasks and areas of responsibility this could come with. Instead think about asking them to take the minutes at the Group Executive Committee meetings. Often, in time, they will then be happy to take on additional tasks or responsibilities as and when they crop up. Scout Active Support Scout Active Support allows adults to give their time to scouting in a flexible way that suits them It provides a resource for your scout group, who can use it in whatever way you require. You can set up a Group Scout Active Support Unit to support scouting in any way your group sees fit (don’t forget to make sure the unit is set up under your group structure in Compass). In short, always be as flexible as possible, without jeopardising the usefulness of the role in the team. If a potential volunteer rejects the position you offer, do not be discouraged; perhaps offer them an alternative role or ask them to contact you when they think they might be able to help.

Section Rotas The Parents of your section members (and their extend family), are the best and most likely source of support available to you. Whether it is working with the young people or behind the scenes, helping occasionally or on a more regular basis at your weekly meetings or coming along to help on a day trip or at camp. You may have already taken on the challenge of recruiting parents to help with the task of running and organising. And there are many highly successful ways to get the parents of your members involved. Encouraging parents to get involved means being flexible and realising that not all people are able or prepared to offer their services on a weekly basis. The mum, dad, nan or uncle who can help out at your meetings every third or fifth week are still a valuable resource. Who knows, once they see for themselves how rewarding working with young people or other adults is you may be able to encourage them to give more of their time! A great way to put this into practice is by running a section rota. This means that a person can help out at a section meeting once every few week or so as suits them. It’s important that when a person agrees to join your rota that they are kept informed of what is going on and are given things to do during the section meeting. Included them as a member of your extended leadership team and not made to feel like a 'spare part.' why are they not getting involved? Whilst a lot of parents have a realistic picture of the challenges facing scouting, many parents are still picking up on the some of the myths that circulate. These include:

Scout groups are closing down due to lack of interested young people not a lack of adults.

Leaders are paid

Leaders are 'superheroes' who know everything and have loads of spare time

It is an all or nothing approach you have to be at the section meeting every week

You have to work directly with young people.

Scouting is very 'cliquey' and you cannot help out if you have not grown up through the Movement.

You have to wear a uniform to help out.

You spend all your time doing paperwork.

They think that, “If you give an inch they take a mile”

Have the conversation

Parents are interested in finding out more about scouting and if you use a parent’s guide (either your own or one of the Association ones), it should act as the first step of their journey. It is totally up to you when you hand it out. Some leaders feel it would be best to give out when the young person attends their first meeting, others at the investiture and others when a child has been attending for a few months. You may also want to give the guide to parents whose children have been a member of your section for some time. Remember to follow the guide up with a face-to-face conversation where possible.

Include a family information and membership form in the pack and include question on how parents could help out. Encourage parents to return the family information form to you.

Parent's guides are not a 'magic wand' that will immediately solve all of your leadership problems. But, it should give you the opportunity to speak to parents about the issue of help and involvement when you distribute it

More guidance, tips and download and use tools to help you run an effective section rota can be found on the South London Scouts website at: www.tinyurl.com/sectionrota

Successful Adult Recruitment The first step towards a successful team is recruiting the right people in the. Our experience has shown us that people are more likely to get involved if:

they are aware there is a need for more adult help

their motivations, skills and interests are considered

they are clear about what they will be expected to do

they are aware of the learning opportunities available to them

the section/group conveys a sense of fun and success

the section/group is friendly and welcoming

they are asked to fill a specific role or task

they are offered the correct role or task for them

you are open about the requirements of the role/task (discuss it, show them a role description and offer to tailor the role to their needs.)

Finding the right role for the right person Asking the right questions can ensure that your volunteers are happy in the long term, Examples include:

1. Do you know about the variety of roles available in scouting? (List some of the options)

2. Do any of these options appeal to you? 3. Would you prefer to work with young people or with other adults? 4. Do you have any hobbies? 5. Would you like to use your existing skills or would you like to do

something completely different? How much time would you like to spend volunteering?

Recruiting more volunteers As adults in scouting, we all have a role to play in the recruitment of more adult volunteers. To do this we need to:

Take into account the motivations, skills and availability of the individual concerned, and tailor the role accordingly,

Promote the learning opportunities available - highlight the fact that volunteers can learn new things and develop new skills,

Let people know that their help is needed. Engage parents and let them see what scouting is all about Support and develop Young Leaders, Make people aware of the range of volunteering opportunities

available Accept that they may not want to become a leader straight away Support them Make changes when people are unhappy with what they've been

asked to do, or want a change

Flexibility is the key to recruiting and retaining volunteers, not just when they join, but throughout their time in scouting.

Our current group situation A Group Name:

. Sponsoring Authority

B. Meeting Place (address):

C. Section Meeting Times: Day Start Finish Current number

of members

Beaver Scouts Cub Scout Scouts

D Adult Appointments: Name Role

1

Group Scout Leader

2 Assistant Group Scout Leader

1

Section Leader

2

3

4

5

1

Section Leader

2

3

4

5

1

Section Leader

2

3

4

5

1

Chair

2 Secretary

3 Treasurer

4

5

6

Identify our challenges and celebrate our successes!

OPPORTUNITIES THREATS

WEAKNESSES STRENGTHS

What are our priorities?

Do now Plan to do

‘In the bin’ Justify

The tasks that need to be carried out each week, to run a well-managed Colony, Pack or Troop

1

2

3

4

5

6

7

8

9

10

11

12

13

14

15

How these can be managed / distributed

1 Task Owner

2 3 4 5 6 7 8 9

10 11 12 13 14 15

Identifying the role / task

A volunteer role or task description helps to clarify exactly what you need a volunteer to do and what the boundaries are, for example in terms of time, geography or limit of responsibility. Write or revise volunteer role descriptions for each main area of volunteer work. Not all of the issues listed below will be relevant to all tasks, but the list will serve as a checklist for those who look after volunteers or people on a rota, to make sure that nothing gets overlooked.

Main tasks: What do you want done?

What might be helpful to know about doing the task?

Who will take responsibility for supporting the volunteer?

Why does the task matter?

What skills, experience, attitudes or qualities are required?

Time: Set hours or flexible?

Place: Location of role?

Estimate min/max time commitment per month

Are there access implications?

Working with: As a team or alone?

Accountable to?

Is a DBS required?

Are expenses paid?

IIs uniform required?

Is training mandatory?

Benefits: What will a volunteer get out of this?

What might motivate someone to do this?

Our weekly leadership needs (each section)

Have

Have

Need

Need

Have

Have

Need

Need

How can tasks be distributed

Recruitment Methods

Providing a warm and informative welcome

Once you have the right person to carry out a task or role the next step is a warm welcome and induction, which means helping them to become a part of your group.

But the hard work has just begun... It’s important that you make them feel welcome, valued and part of the team and by following a few simple steps you can.

As soon as possible run through the planned programme for the weeks ahead and provide an overview of the programme for the term. This is also a great opport-unity for you to talk to them about what you would like them to get involved with and this will help them settle in quicker if they know what to expect and it’s a chance to ask questions away from the noise and chaos of the meeting.

Welcome behavior Whether your new adult is someone who has experience of scouting or not, it’s fair to say that having come through the door they’re now thinking ‘argh – there seem to be more young people here and they’re shouting and running around, I’m not sure I can do this.’

It’s crucial to act quickly at this point – a welcoming smile, an introduction to the leader team, a reminder of the programme and a cup of tea should help them relax.

During the first couple of weeks let them soak up the atmosphere and get used to how the meetings run. Make sure that they are getting involved with activities and learning the young people’s names; not standing on the sidelines.

Throw them in at the deep end and you’re in danger of scaring them off. Breaking them in gently will pay dividends as confidence grows and soon they’ll be able to run games and activities on their own.

Show you care District meetings are the perfect opportunity to meet fellow leaders, swap ideas and realise the whole network of support available. When you feel its appropriate invite your new adult along.

As appropriate, talk about the importance of training and the different options they have for completing the necessary modules within time scales.

Demonstrate the Group’s commitment to them by asking your Group Scout Leader to come to a meeting and invest them, in recognition of the important role they’ve undertaken.

And the end of all that, just four little words show that the time and effort you’ve put in has paid off – ‘see you next week.

What is integration? Integration is the next step after someone says yes. It is about welcoming them and getting them started in Scouting and moving forward. This involves:

Agreeing their role

providing information

meeting people

having a go

Induction plans It is important when someone agrees to take on a task or role that they are not then just left to get on with it. They need to be welcomed, and given the tools, support and contacts to help them get started. Put together a simple induction plan for all adults taking up new tasks or roles. Things to consider including are:

Who do they need to be introduced to?

Who needs to know them and who do they need to know?

What information do they need to get started?

Who will actively help support them in that early stage?

What resources do they need access to get started?

Are there meetings they need to attend, who will take them the first time, do they know where the meetings are held?

Who do they contact with questions or problems?

The induction plan should address these issues in a sensible timescale.

Who will take responsibility for supporting the volunteer?

To deal with any organisation and administration e.g. Information form, DBS Check, rotas!

To show the volunteer the ropes initially, including answering any questions they may have

To thank them for what they are doing

To help them understand the purpose of the task and to continue to see its importance

Who will be the main contact if there are any suggestions or problems

More information, tools and templates to help you plan effect welcomes and inductions can be downloaded from the tools and resources pages in the members area of our county website at www.southlondonsvouts.org.uk

Planning to provide great support

Who will take responsibility for supporting the volunteer?

To deal with any organisation and administration e.g. rotas!

To show the volunteer the ropes initially, including answering any questions they may have

To thank them for what they are doing

To help them understand the purpose of the task and to continue to see its importance

Who will be the main contact if there are any suggestions or problems

This may be one person or several.

Equipment

Will any equipment be used for this task?

Is any relevant equipment safe for use?

Who will check that the volunteer knows how to use the equipment?

Administration and Formalities

Who will check that the PCC insurance covers the volunteer for that role?

Have you done a risk assessment?

Is a DBS check needed? How will a DBS check be organised, if needed?

Annual programme overview

Quarter Badge / Event / Activity Venue Notes

January

February

March

Trips /

camps

April

May

June

Trips /

camps

July

August

September

Trips /

camps

October

November

December

Trips /

camps

Half term leadership team rota

Each half term establish, at least, a six week team rota to help plan and run the sections programme (ensure

that the next half term rota is established at least three weeks before the current rota ends):

Date Name Role Programme overview Notes

1

Evenings Lead

2

Evenings Lead

3

Evenings Lead

4

Evenings Lead

5

Evenings Lead

6

Evenings Lead

7

Evenings Lead

8

Evenings Lead

9

Evenings Lead

Our section management plan of action

What (Action) Where Led By Supported

by By when

Parent rota

Month:

Date Name Activity

(to help with) Venue

Start /

Finish time Things to bring

Parent 1

Parent 2

Parent 1

Parent 2

Parent 1

Parent 2

Parent 1

Parent 2

Parent 1

Parent 2

Adult recruitment action plan

Area of Activity We need help with… Who could help us? Who’ll ask them?

Communications plan

A communication plan includes:

Who –

What –

When –

How –

Whom –

the target audiences

the key messages that are trying to be articulated

timing, it will specify the appropriate time of delivery for each message Why – the desired outcomes

the communication vehicle (how the message will be delivered)

the sender (determining who will deliver the information and how they are chosen)

Area of Activity Who (audience) How (channel) When (date) What (message) Whom (sender)

Dealing with the way people respond

“I don’t have the skills to help out”

“I don’t want to be a leader”

“I don’t have the time to help out”

“I’m not needed”

“I don’t want to wear uniform”

TOP TIPS… Don't confuse recruitment with publicity

Be clear on what you want people to do before you recruit them

Be honest!

Define the training, supervision and support the volunteer will have

Identify and express the positives of being involved from their point of view

Explain why you decided to ask this particular person to help.

Give them responsibility and involve them!

Support, support, support new adults

Our to do list

Action Who By When

Recruitment priorities

Encourage flexibility in volunteering

Friendly welcome and induction

Active involvement

Provide effective training

Earlier and more frequent recognition

Make it easier for volunteers

Early engagement is key

Spend time with new parents

Include helping out in your joining agreement?

Breakdown roles (recruit adults not leaders)

Don’t be afraid to ask ANYONE

There’s lots of recruitment support and resources on

the County Development Service web pages

which, can be found in the

‘our districts and growing scouting’ section of the

members area of the County website

www.southlondonscouts.org.uk

How can your Development Service help with adult recruitment?

They can… …provide generic and tailored recruitment leaflets and resources

…loan you pop-up banners and displays

…facilitate meetings, workshops and discussions

…support you at recruitment events

…attend recruitment events you can’t make

…help promote adult volunteering opportunities you have identified

…help drive adult recruitment using their existing channels

…help drive adult recruitment using the methods you have decided

…provide advice and inspiration