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The Art ofVolunteer Management
2010 Fundamental Five+ Non-Profit Capacity Training Series
presents
Keith RanneyArt of Volunteering, LLC
10-20-2010
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Agenda
8:30 am Welcome & Introductions
8:45 am Assessing, Representing, Engaging
9:45 am BREAK & Network
10:00 am Systems, Strategies, Retention
11:15 pm BREAK & Network
11:30 pm Q&A with Expert Panel
12:15 pm Wrap-Up, Post-Test, Evaluations
12:30 pm Session Ends
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Mahalo to our Sponsors!
Office of Hawaiian Affairs - Community Building Economic Development Grant
County of Maui Department of Housing & Human Concerns, Volunteer Services
Tri-Isle Resource Conservation & Development - Fiscal Sponsor
Grants Central Station - program founder
PlayBook Consulting Group - Fundamental Five+ Series Producer / Coordinator
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Building on the Past
I hear and I forget.I see and I
remember. I do and I
understand. --
Confucius
Reinforce… Share… Present… Add…
Structure Systems Tools
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How many of you…
…represent organizations that use volunteers…
• On a daily basis• Just for events• Both daily and for events
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How many of you…
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How many of you…
…have FUN as a volunteer manager?
Note: It’s supposed to be fun
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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?
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Why cultivate the volunteer spirit?
To travel a great distance, it’s best to travel together as a group. But to get to a destination quickly, it’s 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.
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Subjects to Discuss
Representing interests of both volunteers & the host organization
Engaging your community via social media Assessing volunteer motivations Registration & Scheduling Systems Strategies for Success Inspiration & Retention
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Review from 2009
The Top Ten List for a Top Notch Volunteer Program
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The Top Ten List for a Top Notch Volunteer Program
1. Roadmap Why 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?
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The Top Ten List for a Top Notch Volunteer Program
ACTI VI TY CATEGORY ACTI VI TY # Rating Start End 17 18 19 20 21 Parking ManagerMaui Arts & Cultural Center - Kahului Will Call Table - 1st Shift 1 4 1:00 PM 5:00 PM x x x x x MACC Joanne
Will Call Table - 2nd Shift 1 4 4:30 PM 8:30 PM x x x x x MACC Joanne
Will Call Table - 3rd Shift 1 4 7:30 PM 10:30 PM x MACC Joanne
Celestial Cinem a - First Shift Volunteer Check in Desk 2 4 5:00 PM 9:00 PM x x x x x Blue Keith
Will Call 1 4 5:30 PM 9:30 PM x x x x x Blue Keith
Ticket Taker - Main Gate 4 4 5:30 PM 9:30 PM x x x x x Blue Keith
Ticket Taker - Pro Shop 4 4 5:30 PM 9:30 PM x x x x x Blue Keith
Pass Checker - VI P Entrance 2 4 5:30 PM 9:30 PM x x x x x Blue Keith
Entrance Director 2 4 6:00 PM 10:00 PM x x x x x Blue Keith
Usher/ Monitor 8 4 6:00 PM 10:00 PM x x x x x Blue Keith
VI P Seating Monitor 2 4 6:00 PM 10:00 PM x x x x x Blue Keith
Trash Control 1 3 6:00 PM 10:00 PM x x x x x Blue Keith
Handicart Driver 2 4 6:00 PM 10:00 PM x x x x x Blue Keith
Merchandize Tent 3 4 5:30 PM 9:30 PM x x x x x Blue Keith
Scrip Sales 4 4 5:30 PM 9:30 PM x x x x x Blue Keith
Security - ProShop 6 3 5:30 PM 9:30 PM x x x x x Blue Keith
Security - Grounds 8 3 6:00 PM 10:00 PM x x x x x Blue Keith
Celestial Cinem a - Second Shift Volunteer Check in Table 1 4 9:00 PM 1:00 AM x x x x x Blue Keith
Ticket Taker - Main Gate 3 4 9:00 PM 1:00 AM x x x x x Blue Keith
Usher/ Monitor 6 4 9:00 PM 1:00 AM x x x x x Blue Keith
VI P Seating Monitor 1 4 9:00 PM 1:00 AM x x x x x Blue Keith
Trash Control 1 3 9:00 PM 1:00 AM x x x x x Blue Keith
Handicart Driver 1 4 9:00 PM 1:00 AM x x x x x Blue Keith
Merchandize Tent 3 4 9:00 PM 1:00 AM x x x x x Blue Keith
Scrip Sales 3 4 9:00 PM 1:00 AM x x x x x Blue Keith
Security - Grounds 6 3 9:00 PM 1:00 AM x x x x x Blue Keith
Security - VI P Entrance 1 4 9:00 PM 1:00 AM x x x x x Blue Keith
Nova Award Tribute at SandDance Host-Usher-Monitor 4 4 7:30 PM 11:30 PM x WB Kathy
SandDance Theater-Wailea Beach Host-Usher-Monitor 4 3 7:00 PM 11:00 PM x x x WB Kathy
Shep Gordan VI P at Mala Busser 4 4 6:30 PM 10:30 PM x WB MokiHandstam per 1 4 6:30 PM 10:30 PM x WB MokiSet up / Busser 4 4 5:00 PM 9:00 PM x WB Moki
Tom m y Baham a - Starry Night MoonDance Ticket Taker 1 5 9:00 PM 1:00 AM x Shoppes Kathy
Pass Checker 1 4 9:00 PM 1:00 AM x Shoppes Kathy
Security-Clicker (m ale) 1 4 9:00 PM 1:00 AM x Shoppes Kathy
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The Top Ten List for a Top Notch Volunteer Program
1. Recruitment We’re going to take 1 Giant Leap beyond
last year’s tried and true (tired and outdated) recruitment model and leverage social media.
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3. Retention4. Recognition5. Reporting6. Resistance7. Rules & Regulations8. Reciprocation9. Rejoice10. Remember
The Top Ten List for a Top Notch Volunteer Program
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Volunteer Assessment
Motivated
Not Motivated
SkilledNot Skilled
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Representing Your Organization
Internally (education) To Exec. Director To Staff Employing a
volunteer training program and establishing a Communications Hierarchy
Creating a System for Feedback
Externally (marketing) To your target
audience Differentiating your
services & organization
Creating a gratitude program that includes Perks & Benefits or access to services
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Ultimate Goal:
HostOrganization
PatronsVolunteers
Win3
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It Starts With You
Owning your program
Cultivating “Buy In” from colleagues
Evangelizing your organization Capital Development
Leveraged Capacity Building
Engaging Future Donors
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Volunteer Manager
Clear and effective communications
when, where, why, what, who, how
Inclusive
Honoring of volunteer’s time & energy
Gratitude and acknowledgment
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Structure
What do we mean by “Structure”?
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Role(s) of Volunteer Manager
Sales
CouncilorSupervisor
Energizer
Planner
Interface
Tactician
Trainer
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Engaging Your Community
Attraction Factor Competition Branding Collaboration
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Segmenting Volunteers
WWII 1928-1945
Boomers #1 1946-1954
Boomers #2 1955-1965
Gen X’ers 1965-1980
Millennials (Gen Y) 1981-2010
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Systems
What are the tasks that take up most of your time?
Maintaining accurate contact information
Assessing your volunteers skills and motivation
Scheduling, rescheduling (last minute cancellations)
Training, orienting
Supervising
Retention / Appreciation / Acknowledgment
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Tools: Personal Development
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Tools: Personal Development
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Tools: Personal Development
• greater carrying capacity• more space• more compassion for yourself• more compassion for others
* Ho’oponopono may be the most valuable tool in your interpersonal communication skills tool kit.
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Social Media
• Twitter• LinkedIn• Facebook
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Social Media
• 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.
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Facebook: Personal
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Facebook: Organization
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Facebook: Wall
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BREAK10 minutes
Next up: System Tools
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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.com
Samaritan 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
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Tools: Volunteer Impact
• Volunteer Profiles• Find Volunteers• Create Activities• Activity Profiles• Scheduling• Communicating• Tracking Hours• Reporting
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Admin: Contact
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User: Contact
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Admin: Qualifications
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User: Qualifications
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Admin: Custom Fields
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User: Custom Fields
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Admin: Committees
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Admin: Interests & Availability
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User: Interests & Availability
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Admin: Schedule
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User: Schedule
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Admin: Exporting Data
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Measure & Report on Activities
PDF - best for printing to emailing to others Excel - handy for combining with other data or doing
additional data analysis MHTML - for publishing text and graphics together in
a web page format JPG - for cropping out graphs for use in your website TIFF - for creating an image for use in print materials
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Measure & Report on Activities
Create lists of volunteers according to; Interests Assignments Qualifications Custom fields Dates on the schedule Number of hours worked, or Any combination of the above
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Find A Volunteer
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Find A Volunteer-by qualifications
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Find A Volunteer-result
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Create Activities
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Create Activities-dates
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Create Activities-Regular Schedule
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Create Activities-Volunteer View
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Manage Activity Profiles
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Manage Activity Profiles
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Manage Activity Profiles
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Manage Activity Profiles
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Manual Scheduling
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Art of Volunteering-Register Now
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Channels of Communication
Website Volunteer Page with links to;
Registration System Newsletter Sign-Up Facebook Page Scheduling System Online Orientation Media (Training Videos)
Registration System (www.myvolunteerpage.com) eNewsletter Facebook Scheduling System Orientation Media Volunteer Program Mission Statement
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Have You Hugged Your…
Webmaster you’ll need to update website content
Copy writer you’ll need approved content in context with organization’s mission for use in
eNewsletters and other web based campaigns Graphic Designer
you’ll need maps to identify parking, volunteer check in, etc. Videographer
this is the best way to clone yourself IT Manager
they keep you connected Volunteer Management Consultant
you’ll need encouragement, inspiration and training
Keep communications fresh, timely, informative,
effective, compelling and engaging.
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Retention
If volunteer recognition begins when volunteers first come on board… If you use social media as a means of getting to know your
volunteers… If your volunteer program is effective in communicating your
organization’s needs and matches them with volunteer skills and interests…
If volunteers are empowered to manage their own profiles and schedule themselves…
If your team members respects your varied roles and support you in your mission…
If your organization continues to provide an essential community service…
You will not have a problem with retention.
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Quick Wrap-Up
List your Major Take-Away’s Calls to Action
Apply 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 campaign Social Media Online Volunteer Management database system Training videos
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Test Your Knowledge
Our 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.
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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.
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More Free Workshops on Maui!
11-16-10 Financial Literacy & Bookkeeping
12-07-10 Strategic Planning
01-11-11 Board Development Training
02-22-11 Legal & Insurance Issues
03-08-11 Fundraising & Development
Upcoming Fundamental Five+ workshops
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Mahalo
For More Information or to Register for an Upcoming Workshop
Leslie Mullens (808) [email protected]
Fundamental Five+Nonprofit Capacity Training Series
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