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2010 Fundamental Five+ Non-Profit Capacity Training Series presents. The Art of Volunteer Management. Keith Ranney. Art of Volunteering, LLC. 10-20-2010. Agenda. Mahalo to our Sponsors!. Office of Hawaiian Affairs - Community Building Economic Development Grant - PowerPoint PPT Presentation

Text of The Art of Volunteer Management

  • The Art ofVolunteer Management2010 Fundamental Five+ Non-Profit Capacity Training Series

    presentsKeith RanneyArt of Volunteering, LLC10-20-2010

  • Agenda

    8:30 amWelcome & Introductions8:45 amAssessing, Representing, Engaging9:45 amBREAK & Network10:00 amSystems, Strategies, Retention11:15 pmBREAK & Network11:30 pmQ&A with Expert Panel12:15 pmWrap-Up, Post-Test, Evaluations12:30 pmSession Ends

  • Mahalo to our Sponsors!Office of Hawaiian Affairs - Community Building Economic Development GrantCounty of Maui Department of Housing & Human Concerns, Volunteer Services Tri-Isle Resource Conservation & Development - Fiscal SponsorGrants Central Station - program founderPlayBook Consulting Group - Fundamental Five+ Series Producer / Coordinator

  • Building on the PastI hear and I forget.I see and I remember. I do and I understand.-- ConfuciusReinforceSharePresentAddStructureSystemsTools

  • How many of yourepresent organizations that use volunteers

    On a daily basis Just for events Both daily and for events

  • How many of you

  • How many of youhave FUN as a volunteer manager?

    Note: Its supposed to be fun

  • What if?What if I could promise you that you could cut the time it takes to perform your most repetitive volunteer management tasks by 90%?What if I could show you how to redirect the time saved doing repetitive tasks toward the use of tools and systems that will raise the overall quality and effectiveness of your volunteer program?What if I could show you how to make volunteer management fun instead of a chore?

  • Why cultivate the volunteer spirit?To travel a great distance, its best to travel together as a group. But to get to a destination quickly, its best to go alone. With the global and local challenges we now face, we must learn to travel a great distance quickly, as one species, and rally around a common sustainable purpose, or perish. For me, volunteer management is an exercise in social artistry; mobilizing hundreds of people on behalf of a unified vision. It represents an alternative currency that supports an economy, not of consumption, but of caring and sharing.

  • Subjects to DiscussRepresenting interests of both volunteers & the host organizationEngaging your community via social mediaAssessing volunteer motivationsRegistration & Scheduling SystemsStrategies for SuccessInspiration & Retention

  • Review from 2009The Top Ten List for a Top Notch Volunteer Program

  • The Top Ten List for a Top Notch Volunteer ProgramRoadmapWhy do you need volunteers?What do you expect them to do?Where will you assign them?Who do you want?When do you want them? (and for how long?)How will you find them?

  • The Top Ten List for a Top Notch Volunteer Program

  • The Top Ten List for a Top Notch Volunteer ProgramRecruitmentWere going to take 1 Giant Leap beyond last years tried and true (tired and outdated) recruitment model and leverage social media.

  • The Top Ten List for a Top Notch Volunteer ProgramRetentionRecognitionReportingResistanceRules & RegulationsReciprocationRejoiceRemember

  • Volunteer AssessmentMotivatedNot MotivatedSkilledNot Skilled

  • Representing Your OrganizationInternally (education)To Exec. DirectorTo StaffEmploying a volunteer training program and establishing a Communications HierarchyCreating a System for FeedbackExternally (marketing)To your target audienceDifferentiating your services & organizationCreating a gratitude program that includes Perks & Benefits or access to services

  • Ultimate Goal:HostOrganizationPatronsVolunteersWin3

  • It Starts With YouOwning your programCultivating Buy In from colleaguesEvangelizing your organizationCapital DevelopmentLeveraged Capacity BuildingEngaging Future Donors

  • Volunteer ManagerClear and effective communicationswhen, where, why, what, who, howInclusiveHonoring of volunteers time & energyGratitude and acknowledgment

  • StructureWhat do we mean by Structure?

  • Role(s) of Volunteer ManagerSalesCouncilorSupervisorEnergizerPlannerInterfaceTacticianTrainer

  • Engaging Your CommunityAttraction FactorCompetitionBrandingCollaboration

  • Segmenting VolunteersWWII1928-1945Boomers #11946-1954Boomers #21955-1965Gen Xers1965-1980Millennials(Gen Y)1981-2010

  • SystemsWhat are the tasks that take up most of your time?

    Maintaining accurate contact informationAssessing your volunteers skills and motivationScheduling, rescheduling (last minute cancellations)Training, orientingSupervisingRetention / Appreciation / Acknowledgment

  • Tools: Personal Development

  • Tools: Personal Development

  • Tools: Personal Development greater carrying capacity more space more compassion for yourself more compassion for others * Hooponopono may be the most valuable tool in your interpersonal communication skills tool kit.

  • Social Media Twitter LinkedIn Facebook

  • Social MediaFacebook

    The most effective way to engage the volunteer community in 2010 (which also considers cost) is developing a social media presence and getting to know your community through this globally interconnected multimedia platform.

  • Facebook: Personal

  • Facebook: Organization

  • Facebook: Wall

  • BREAK10 minutesNext up: System Tools

  • Tools: Database ResearchAndar Web-Based Volunteer Management, from HelixCount Me In (for sports league volunteers)CiviCore Volunteer ManagementCiviCRM, open source and freely downloadableDonorPro, by TowerCare Technologiesebase, free single-user downloadeteambuilderFundRaiser Select and FundRaiser Professional, now a part of BlackbaudGiftMaker Pro Volunteer Module/Campagne AssociatesGiftsFriends&TimeGiftworks integrated donor and volunteer databaseGolden Futures Foundation 501(c)3Homeworks, by CernerIncome Manager v.5.1Metrix (free -- uses MS Access)OrgAction Online Volunteer DatabaseRaiser's Edge by BlackbaudROVIR, the Retriever of Volunteer Information and ReportingSalesforce.comSamaritan Technologies (eCoordinator)ShiftBoardSon of Service (SOS) (free)Tapestry, by VisionLinkTools for Organizations/Habitat SchedulingThe Registration System (TRS), developed by Simply HospitalityV-Base, Developed by do-it and YouthNet UK (United Kingdom)V2/Volunteer2/Volunteer Squared***VolCentreVolgistics, Red Ridge SoftwareVoltraxVolunteer Coordinator/InfosoftVolunteer Event Management (VEM) from Volunteer Solutions Volunteer Management System (VMS) , a free MS Access database by Wright Information Technology SolutionsVolunteer Reporter (formerly RSVP Reporter)Volunteer Works, Red Ridge SoftwareVol - TrackVSys OneWhen to Help

  • Tools: Volunteer Impact Volunteer Profiles Find Volunteers Create Activities Activity Profiles Scheduling Communicating Tracking Hours Reporting

  • Admin: Contact

  • User: Contact

  • Admin: Qualifications

  • User: Qualifications

  • Admin: Custom Fields

  • User: Custom Fields

  • Admin: Committees

  • Admin: Interests & Availability

  • User: Interests & Availability

  • Admin: Schedule

  • User: Schedule

  • Admin: Exporting Data

  • Measure & Report on ActivitiesPDF - best for printing to emailing to othersExcel - handy for combining with other data or doing additional data analysisMHTML - for publishing text and graphics together in a web page formatJPG - for cropping out graphs for use in your websiteTIFF - for creating an image for use in print materials

  • Measure & Report on ActivitiesCreate lists of volunteers according to; InterestsAssignmentsQualificationsCustom fieldsDates on the scheduleNumber of hours worked, orAny combination of the above

  • Find A Volunteer

  • Find A Volunteer-by qualifications

  • Find A Volunteer-result

  • Create Activities

  • Create Activities-dates

  • Create Activities-Regular Schedule

  • Create Activities-Volunteer View

  • Manage Activity Profiles

  • Manage Activity Profiles

  • Manage Activity Profiles

  • Manage Activity Profiles

  • Manual Scheduling

  • Art of Volunteering-Register Now

  • Channels of CommunicationWebsiteVolunteer Page with links to;Registration SystemNewsletter Sign-UpFacebook PageScheduling SystemOnline Orientation Media (Training Videos)Registration System (www.myvolunteerpage.com)eNewsletterFacebookScheduling SystemOrientation MediaVolunteer Program Mission Statement

  • Have You Hugged YourWebmaster youll need to update website contentCopy writer youll need approved content in context with organizations mission for use in eNewsletters and other web based campaignsGraphic Designer youll need maps to identify parking, volunteer check in, etc.Videographerthis is the best way to clone yourselfIT Managerthey keep you connectedVolunteer Management Consultant youll need encouragement, inspiration and trainingKeep communications fresh, timely, informative, effective, compelling and engaging.

  • RetentionIf volunteer recognition begins when volunteers first come on boardIf you use social media as a means of getting to know your volunteersIf your volunteer program is effective in communicating your organizations needs and matches them with volunteer skills and interestsIf volunteers are empowered to manage their own profiles and schedule themselvesIf your team members respects your varied roles and support you in your missionIf your organization continues to provide an essential community service

    You will not have a problem with retention.

  • Quick Wrap-UpList your Major Take-AwaysCalls to ActionApply for a capacity building grant through Hawaii Community Foundation and fund expansion of your volunteer program and implementation of an internet communications plan that includes;eNewsletter campaignSocial MediaOnline Volunteer Management database systemTraining videos

  • Test Your KnowledgeOur funder (and we!) want to know how effective this workshop was for you.This 5-minute Post-Workshop Quiz helps us gauge your progress and our success.

    Mahalo.

  • Help Us Serve You Better!Please take 5 more minutes to complete the Workshop Evaluation so that we can improve this and future offerings

    Mahalo.

  • More Free Workshops on Maui!Upcoming Fundamental Five+ workshops

    11-16-10Financial Literacy & Bookkeeping12-07-10Strategic Planning01-11-11Board Development Training02-22-11Legal & Insurance Issues03-08-11Fundraising & Development

  • MahaloFor More Information or to Register for an Upcoming WorkshopLeslie Mullens (808) [email protected] Five+Nonprofit Capacity Training Series

    Last years workshop was titled The Top Ten List for A Top Notch Volunteer Program and covered roadmap, recruitment, retention, recognition, reports, resistance, rules & regulations, reciprocation, rejoicing and remembering. This year were going to reinforce thatshare some examplespresent different ideas (because of a different instructor), andmost importantly, were going to add a layer of structuresystems, and tools In other words, rather than being simply inspired by the possibilities offered here, I want you to walk away with the confidence that you can actually do it or at least know who to call if you need help. Whether youre personally responsible for 5 volunteers or 500 volunteers on behalf of a unified mission, there is information here that will help you.How many of you represent organizations that use volunteers On a daily basis Just for events Both daily and for eventsHow many of you

    Serve on the board of an organization that has a volunteer programHave supervision responsibilities but dont have volunteer management responsibilitiesHave volunteer manager or coordinator as your primary responsibility for your organization? In other words; it is a structured part of your job?Have volunteer manager as a secondary responsibility? Drew the short straw at the last event planning meeting and have never been a volunteer coordinator before and are biting your fingernails in anticipation of your first assignment?How many of you have FUN as a volunteer manager?!Im here to help you make it both fun and effective.What if I could promise you that you could cut the time it takes to perform your most repetitive volunteer management tasks by 90%?What if I could show you how to redirect the time saved doing repetitive tasks toward the use of tools and systems that will raise the overall quality and effectiveness of your volunteer program?What if I could show you how to make volunteer management fun instead of a chore?

    They say that to travel a great distance, its best to travel together as a group. But to get to a destination quickly, its best to go alone. With the global and local challenges we now face, we must learn to travel a great distance quickly, as one species, and rally around a common sustainable purpose, or perish. For me, volunteer management is an exercise in social artistry; mobilizing hundreds of people on behalf of a unified vision. It represents an alternative currency that supports an economy, not of consumption and waste, but of caring and sharing.

    For a volunteer program to be successful, you really have to take the time to walk through your organization or event with the eyes of each volunteer. This takes time and planning. I use an excel spreadsheet to identify every volunteer position and use the columns to create a matrix to break down the activity category, its actual title, how many are needed, what volunteer rating is required for that activity, start and stop hours, days of the week, where they part, who they report to.For a volunteer program to be successful, you really have to take the time to walk through your organization or event with the eyes of each volunteer. This takes time and planning. I use an excel spreadsheet to identify every volunteer position and use the columns to create a matrix to break down the activity category, its actual title, how many are needed, what volunteer rating is required for that activity, start and stop hours, days of the week, where they part, who they report to.This is a pretty simple snap assessment, but for it to be optimally useful, it needs to be used as part of an ongoing system of assessment. Motivation can be increased based on the effectiveness of your programs. Skills can be learned with proper training.Organization cultures vary and along with that, attitudes toward volunteers and their coordinators also vary.

    I like to use a Real estate agent analogy in which you are representing both the buyer and seller.

    Internally: You are getting your managers on the same page and standing up for the interests of the volunteers making sure shifts are a reasonable length, that they have shelter, water, snacks, supplies, etc.Externally: Marketing the merits of your organizations services and the benefits of volunteering while representing the policies of your organization to the volunteers..The goal of the Art of Volunteer Management is a win3 (win to the third power) in which a positive experience is had by the host organization, the volunteers and the public served by the host organization.

    Some of you may represent an organization whose volunteer policies feel stale or restrictive, even primitive. You may feel that you need permission to own your volunteer program. For you I would say that the posturing of ownership begins with you and when you present your ideas to your team leaders, your inspired determination will elicit buy in from your organizations directors.

    What if your organizations management viewed your volunteer program as the front lines ofCapital DevelopmentLeveraged Capacity BuildingEngaging future donors

    Do you think you might get a bit more support, respect, cooperation, etc.?What if your host organization looked to your volunteer program as an adjunct to your marketing department; a branding opportunity. Would you receive more buy in? Better T-Shirts? The potential impact a thoughtfully designed volunteer program can have for an organization is mostly overlooked when, in fact, the volunteer manager or coordinator is the face you put in front of your potential donors. If the volunteers experience;clear and effective communicationswhen, where, why, what, who, howa sense of inclusionhonoring of their timegratitude and acknowledgmentthe volunteer then experiences the support you receive from your host organization - demonstrated by your ownership of your program. This not only supports retention of that volunteers services, but potentially leads to the addition of a new board member, a new donor, even an endowment that supports the organization for years to come.

    Its preparing your host organization or your team with an understanding of what the volunteer program will bring to the organization, along with;(for your colleagues) how to best communicate their volunteer needs(for your volunteers) protocols of conduct(for your colleagues) policies for interacting with YOUR volunteers

    Sales PersonPlannerTrainerCouncilorSupervisorEnergizerInterfaceTactician & Strategist (problem solver)

    You need to be able to walk through a volunteer activity as if you were the volunteer and anticipate their experience.CompetitionThere are many non-profit services seeking volunteer resources. This places great emphasis on how your organization markets its services and how it uses the branding opportunities in all of its communications channels.How do you differentiate your programs from others? How do you identify volunteer candidates?

    BrandingYour brand, along with your volunteer recruitment message should be present on all media that targets beneficiaries.

    CollaborationIts important to present a collaborative attitude when seeking financial or volunteer resources. Each service organization in your community has something of value to offer. In my board work with a performing arts non-profit, I tend to keep my message generic: support the performing arts in our community knowing that there are several organizations in that niche.Each demographic was shaped by certain memorable events and are identified by certain key characteristics

    World War II cohort (born from 1928 to 1945) Memorable events: sustained economic growth, social tranquility, The Cold War, McCarthyism, drug culture Key characteristics: conformity, conservatism, traditional family values Baby Boomer cohort #1[citation needed] (born from 1946 to 1954) Memorable events: assassinations of JFK, Robert Kennedy, and Martin Luther King, political unrest, walk on the moon, Vietnam War, anti-war protests, social experimentation, sexual freedom, civil rights movement, environmental movement, women's movement, protests and riots, experimentation with various intoxicating recreational substances Key characteristics: experimental, individualism, free spirited, social cause oriented Boomer cohort #2 - "Generation Jones," born 1955-1965 Memorable events: Watergate, Nixon resigns, the cold war, the oil embargo, raging inflation, Disco, gasoline shortages Key characteristics: less optimistic, pragmatic, general cynicism Generation X cohort (born from 1965 to 1980) Memorable events: Challenger explosion, Iran-Contra, Reaganomics, AIDS, Star Wars, MTV, the home computer, safe sex, divorce, single parent families, end of cold war-fall of berlin wall, desert storm Key characteristics: quest for emotional security, independent, informality, entrepreneurial Millennial Generation cohort also called Generation Y (born from 1981 to 2010) Memorable events: rise of the internet, September 11 attacks, cultural diversity, two wars in Iraq, Global financial crisis of 20082009 Key characteristics: quest for physical security and safety, heightened fears, acceptance of change, technically savvy, environmental issues

    It occurs to me that every one of these generations has had to endure war. As a result, warfare terminology has a strong foothold within most corporate cultures. I make a conscious effort to avoid such terms, however, warfare terminology sometimes taints a perfectly useful word like; mobilize.

    Your recruiting strategy must take into account the preferred methods for communicating. If you require everyone to come to a fixed location and fill in a schedule book, youre going to miss the younger volunteers. If you require that everyone respond to a cell phone text message, youre going to miss the older volunteers. The internet has become pretty much ubiquitous as a communications tool, so there is no sense in denying its essentialness. Some of your volunteers are going to resist embracing social media and other forms of connectivity, however, as a volunteer manager whos job is a form of social entrepreneurship, resistance is futile.What are the tasks that take up most of your time?

    What would you do with that time if that task was done for you?

    What do you lose if you have your volunteers update their own contact information and schedule themselves? ControlOpportunity to get to know your volunteers better

    What can you do to regain the perceived loss?Control: Use an online registration and scheduling system that allows you to rate your volunteers which contextually changes which volunteer activities are seen and available to each registered volunteer.Get to know your volunteers through social media (Facebook)

    In 2010, an effective volunteer manager is a heart centered social entrepreneur with an extensive and growing social media presence and they are skilled at creating effective media campaigns, or, delegating the technical tasks to their support team.

    Of these volunteer management tasks, which one would you characterize as most in need of an upgrade within you volunteer program?

    Turn to your neighbor, hopefully someone you dont work with, and share something about your volunteer program that you feel works really well. (1 minute each)

    Who wants to share?

    Volunteer Management is ultimately a personal growth path, a path of self discovery. Its an accelerated path when you have lots of volunteers because you have lots of mirrors to see your self in others. Consider that we judge what we reject about our own unconscious beliefs and behaviors.If youre not passionate about self discovery via the opportunity to engage humanity in pursuit of a common goal, volunteer management is probably not an ideal vocation for you.One of the greatest gifts Ive received from being a Hawaii resident since 1998 and from my experience with the host culture through many of its leaders is the understanding and practice of hooponopono. Im not a qualified cultural practitioner, but I can take what I know of this ancient wisdom, combined with the information that is available about the quantum nature of the universe, and begin deprogramming myself from the limiting belief that I am powerless to create my reality and separate from other people. In 10 years of managing 200-300 volunteers for the 5-day Maui Film Festival event in Wailea, I have learned (sometimes the hard way) not to project a value judgment on either the volunteers or the management of the host organization. As soon as I changed my story from why is this happening to me? to what is this apparent external manifestation reflecting about me? my effectiveness as a leader increased and my on-the-job stress decreased.With that shift of perspective, the task of engaging with humanity, as another aspects of YOU, becomes an exciting adventure in self discovery. Rather than dreading an encounter with a difficult volunteer, you will have a system in place that buffers you from having to deliver bad news (Im sorry, youre not qualified for that job) and tools you can access to keep you balanced (to use another Hawaiian metaphor) in the canoe.In fact, its critical, especially with time sensitive event management, to have a variety of tools to help you stay in the canoe along with the awareness that you are out of the canoe and tools to help you get back into the canoe when the waves of chaos [next slide] throw you into shark infested waters.

    Further, we typically experience discomfort, even pain, when our projected expectations are met with something other than cooperation and willingness, especially when the other is projecting something on us that we swear isnt true. In these incidences, its quite helpful to acknowledge that your canoe is being carved deeper (without anesthesia) and that your willingness to go through the experience with a hooponopono attitude will ultimately give your personal canoe greater carrying capacity, more space, more compassion for yourself and the other selves that make up the whole of humanity.

    At the 2006 MFF, I went out of my way to accommodate a last minute volunteer for which I received a copy of a letter sent to the festival director which basically described me as a person devoid of aloha and full of prejudice. This was certainly a hard reflection to take in since I perceive myself as quite the opposite. Fortunately, I took the opportunity to do some introspection. Six months later I received a letter of apology.

    The grace of hooponopono will come in quite handy, particularly when you have to transition an aging or incompetent volunteer.The social media landscape can be overwhelming. However, when you narrow the field to your specific interests or passions, it can be a rich experience in connecting with like-minded people.Im only going to identify 3 social media platforms and speak to just two of them.How many of you have a Twitter account? (When was the last time you looked at it?)How about LinkedIn? I recommend LinkedIn for any professional who is interested in networking with fellow professionals.YouTube is a vital social media platform for me because most of my work in video production. The ability to upload and distribute HD video is a quantum leap from the days of VHS tapes I had to endure back in the 80s and 90s.How many of you have a Facebook profile?For those that dont have a Facebook profile, Why?If youre a volunteer manager whos success is tied to the quality of your relationships in the community, you cant afford not to have a Facebook profile.

    The most effective way to engage the volunteer community in 2010 (which also considers cost) is developing a social media presence and getting to know your community.

    Its important to differentiate your personal Facebook page and your professional page. I use my personal page for connecting to former classmates, teammates, colleagues, family and friends, old and new, from around the world. I use a separate (but connected) Fan Page for Art of Volunteering. It broadcasts the company overview, mission and products.The Fan Page for Art of Volunteering is a place to show both community support and provide a platform for sharing fans experience. Its also another channel to put out the call for events of which Im providing volunteers through the Art of Volunteering database, which currently hosts around 700 registered volunteers.

    Before we shift from the touchy-feely to the techy, lets take a 10 minute break.

    This is when I connected the dots between donors and volunteers, but the donor centric systems I found didnt have the flexibility and depth I wanted for volunteer management. Ultimately, the system I purchased was developed by Volunteer Squared of Burlington, Ontario, and I adapted it to serve our local community through the website at www.artofvolunteering.com. In fact, I adapted it so quickly that the company founder and lead engineer, Tony Goodrow, invited me to represent and support the software within the Pacific region. Thats my disclaimer. But whats important here is not which system you choose but what a system can and should do for you.A useful volunteer management system should help youCustomize volunteer profilesHelp you find volunteers by specific criteriaAllow you to create activity profiles and post them to the publicAllow you to control how activities are scheduledFacilitate communications to individuals or selected groups based on criteria that can be customizedTrack volunteer hoursExport reports in a variety of file typesInformation About Each Volunteer Each volunteer profile is made of several different sections. You can easily customize every section (except the contact information) to gather the specific information you require to best manage your volunteers. These sections include: Contact information Volunteer membership information (approved, active) Committee participation Qualifications and qualification levels Miscellaneous custom fields Activities or Activity Categories in which the volunteer has indicated an interest Schedule dates and confirmation status

    When new volunteers fill in an online application form linked from your web site, their information goes directly into the database that you will access so you don't have to type it in. The software won't treat them as approved volunteers until you indicate the approval. Anytime volunteer needs to update their profile, they won't need to contact you to do it. They can make the changes online and your data will automatically become current. You can choose to have some profile information visible but not editable by the volunteer or not visible to the volunteer at all. Qualifications You can create your own list of qualifications and your own terminology related to different levels for each qualification. (The ones illustrated below are examples only.) Any number of volunteer qualifications can be recorded for each volunteer. When you are assigning activities, the software will compare the qualifications for each volunteer to the minimum qualifications required for the activity. For each qualification you add to the software, you have four choices about how it will behave in MyVolunteerPage.com: Volunteers cannot see the qualification information recorded Volunteers can read the qualification information recorded but they cannot change it Volunteers can read and edit the qualification information recorded but changes they make will require your verification Volunteers can read and edit the qualification information recorded and your verification is not required Custom Fields For information that is not recorded anywhere else in the software, you can create an unlimited number of custom fields. (The ones illustrated below are examples only.) These fields can be grouped and ordered in any way you wish. For each of the miscellaneous custom fields you add to the software, you have four choices about how it will behave in MyVolunteerPage.com: Volunteers cannot see the custom field information recorded Volunteers can read the custom field information recorded but they cannot change it Volunteers can read and edit the custom field information recorded but changes they make will require your verification Volunteers can read and edit the custom field information recorded and your verification is not required Committees Volunteer Impact will help you make committee communications more efficient. You and/or other administrators will be able to email specific committee memberships with just a few clicks. With each individual committee, you can also permit inter-committee emailing which will allow any member of a committee to email the rest of that committee without having to keep track of email addresses. Any number of Committees can be created in the software. (The ones illustrated below are examples only.) Interests and Availability A volunteer's interest in volunteer activities and their availability for specific shifts (where applicable) is recorded in each volunteer's profile. Volunteers can indicate the interests and availability through MyVolunteerPage.com and when they do, their profiles in your software are automatically updated. Volunteers can specify a general interest in a type of activity and they indicate their availability for specific shifts. If you have selected the option to automatically lock an activity once a specific number of volunteers have signed up, the activity will show up here as 'locked' once that number is attained and no new volunteers will be able to sign up for it. Schedule A volunteer's individual schedule is recorded in each volunteer's profile.Volunteers can see their own schedule in MyVolunteerPage.com and send a confirmation massage right back into your software. Finding Volunteers in Your Database Finding the right volunteer is a breeze. You can locate a single volunteer or a group of them by searching on information related to: Contact information Qualifications and qualification levels Custom fields (fields that you can easily add to the software to fit your needs) Activities or activity categories in which the volunteer has indicated an interest Schedule dates and confirmation status Number of hours volunteered in total or between two dates or by the last date they volunteered Committee membership Volunteer membership information (approved, active)Listing Volunteers by Qualifications and Qualification Levels Listing Volunteers by Qualifications and Qualification Levels

    You can also list by hours logged or by committee.Creating Activities Helps Recruit, Schedule and Track Hours Customizing the software with your own activities is very easy. With one single process, adding an activity into the software will add it to: the schedule template, the volunteer profile section in Volunteer Impact, MyVolunteerPage.com for your volunteers to see (optional), *a community database of activities (optional - The Community Hub software must be in place in your community). Activities can be grouped together in categorizes for reporting. An activity category report will show the total hours and number of volunteers in the category along with subtotals for all the activities in the category. You can manage different types of activities with Volunteer Impact, including: activities with no schedule associated with them, activities done on the volunteer's own time but within two specific dates, activities that occur only once on a specific date, activities that recur based on some pattern (daily, weekly, monthly). You can schedule recurring activities by days, weeks or months.Volunteer's View of Activities Volunteers can indicate their interests and availability through MyVolunteerPage.com and when they do, their profiles in your software are automatically updated. Volunteers can specify a general interest in an activity and can further indicate their availability for specific shifts. If you select the option to automatically lock an activity once a specific number of volunteers have signed up, the activity will show up in MyVolunteerPage.com as 'locked' once that number is attained and no new volunteers will be able to sign up for it. Volunteers will then tend to fill in the activities still requiring people.

    This graphical overview of your volunteer needs allows you to encourage a mindset of See a need, fill a need.

    Activity General Information Manage your volunteer activities efficiently and provide volunteers with the information the need to become involved. a public description that is visible for prospective volunteers so they can determine if the activity is right for them a private description that is seen only by volunteers who get assigned to the activity flexibility to control whether the activity can be viewed by potentially new volunteers or only by registered volunteers functionality to prevent too many volunteers from signing up time saving automation to schedule qualified volunteers automatically as they sign up (optional)Activity Schedule You can add single or multiple shifts to a recurring activity without having to recreate the activity. Each shift can be edited independently for maximum flexibility.Qualifications Required for an Activity Volunteer Impact makes it easy to track volunteer qualifications and to match the properly qualified volunteers to your activities. You can create your own list of qualifications and your own terminology related to different levels for each qualification. (The ones illustrated below are examples only.) Any number of minimum qualifications can be associated with each activity. When you are assigning activities, the software will compare the qualifications for each volunteer to the minimum qualifications required for the activity.Activity Classifications Activity classifications can assist with internal recruitment and in communities that adopt our Community Hub volunteer matching software, they will help new volunteers to learn about your volunteer activities.If you want to manually schedule volunteers for whatever reason, they can indicate their availability and then you can manually assign them.To save time in the creation of new activities, you can take a similar activity that might have the same qualifications, same hours, etc., and simply copy it, then rename it then tweek as needed.Once you have your online registration and scheduling system populated with activities, its time to flow potential volunteers into your system. Volunteer Impact will generate the code that your webmaster can place as a link to any word(s) on your organizations website. The code identifies the web visitor to your organization within the myvolunteerpage.com international database.eNewsletter: For smaller to medium size volunteer departments, there is a wonderful email system called MailChimp that offers free email delivery for up to 500 people in your database and up to 3000 emails per month (that would be up to six eNewsletters to 500 volunteers each month)Larger organizations might look at iContact or Constant Contact. You can also create a series of automated messages that are sent to new people on a customized schedule through services like GetResponse.Facebook: Some larger organizational cultures may place restrictions on access to social media sites. This would be a big mistake for the volunteer manager. They should be encouraged to make as many local friends as possible and have a separate Like page (formerly called a Fan Page). You can have Facebook automatically send you a weekly report on the number of new likes so you can monitor marketing / community engagement effectiveness.Orientation Media: If you want to really upgrade your volunteer department, create a YouTube channel and populate it with professionally produced, 3-5 minute recruitment, organization orientation and volunteer training videos. The upfront investment in time and money will more than pay for itself in the caliber of volunteers you deploy on behalf of your cause.Mission StatementWhy create a strong mission statement for your volunteer department?The mission statement for a for-profit company is evident in its tax status. Its purpose is to make a profit. In this day and age, the profit motive appears to override any concern for the future of humanity or our home in the natural world. In response, there is a move toward embracing the wisdom of our indigenous ancestors a body of experiential knowledge that we now call sustainable practices. I feel it would be irresponsible of me not to emphasize the inclusion of sustainable policies and practices in the development of a long term volunteer program.Ive had the privilege of serving as president of the board for the Maui Academy of Performing Arts for the past 2 2/12 years. Its given me unique insights into the evolution and growth of a 501c3 while MAPA reaches its stride in its fourth decade of service to our community. Their mission: Enriching individuals, building community and connecting our world through the performing arts very much speaks to what they do; enriching, building and connecting. Without a strategically succinct mission, non-profits tend to fall back on a default for profit strategy, especially in uncertain economic times. Im suggesting that these times are the result of buying into unsustainable ideologies and that volunteerism is one of the most important components of sustaining future growth not growth in a bottom line that is driven by blind consumption growth that is measured in the amount of services delivered to the community, the quality of the care and nurturing of the volunteers, the paid staff and the people served by the organization.Why? Because you will need their support in keeping communications fresh, timely, informative, effective, compelling and engaging.RetentionIf volunteer recognition begins when volunteers first come on boardIf you use social media as a means of getting to know your volunteersIf your volunteer program is effective in communicating your organizations needs and matches them with volunteer skills and interestsIf volunteers are empowered to manage their own profiles and schedule themselvesIf your team members respects your varied roles and support you in your missionIf your organization continues to provide an essential community service

    You will not have a problem with retention.