Volunteering Systems and Processes (main presentation) @ Convestival 2013

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Volunteering Systems and Processes Programme

Version 3.0

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Two things…

The 2020 ambition:

Volunteers in every aspect of our work

All staff confident and capable of working with volunteers

The 2013 KPI target:

67% volunteers strongly recommend volunteering with the National Trust (2014 – 70%)

Our Volunteering Vision


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40%Systems

&Processes

40%Capability

& Confidence

20%New offers

Systems &

Processes

Capability

& Confidence

New offers

Systems &

Processes

Capability &

Confidence

New Offers

Years 1 - 3 Years 4 - 6 Years 7 - 9


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Improvements needed now

• Poor organisation and management of volunteering is a blocker of the VR KPI

• A review of current management processes reveals they are informal and inconsistent and lack definition and execution

• As a result staff are forced to waste time and volunteer effort is not efficiently managed. For example, we don’t quickly and efficiently manage an expression of interest into a meaningful contribution

• Inconsistent processes also lead to risks in relation to health & safety, data protection, duty of care and reputation

Introduction to the Programme


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The need to future proof

Volunteering of the future needs to offer greater

• choice • flexibility • ease of participation• fulfilment and enjoyment• diversity• recognition

Our systems and processes must help us manage these new kinds ofvolunteering, as well as the volunteering we offer now

Introduction to the Programme


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Programme Principles

Interest

• The volunteer journey is at the heart of everything we do in terms of people, processes and technology

• The journey should be tiered in complexity to fit the needs of volunteers and volunteer managers at any given property

• The definition and implementation of the programme will be collaborative and inclusive

• The Trust is diverse and therefore the programme will avoid delivering processes and technology aimed at “one size fits all”

• Technology development will be broken down into component parts so that “burning issues” can be prioritised and delivered in agile manageable phases


7Volunteering Systems and Processes Programme

Programme Board

Programme ManagerMike Elliott

Processes Workstream

Mark CrosbyNational Volunteering and

Community Involvement Manager

Technology Workstream

Denise TaitIT Project Manager

Implementation Workstream

Mike ElliottProgramme Manager

Consultation Group

Programme Governance

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Understand your needs

DesignOffer

MarketOffer Select Induct ManageUnderstand your

audienceBroaden Support Exit

Planning Recruitment Manage Broaden Support


The Volunteer Journey

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Planning Recruitment Manage Broaden Support

Understand your needs

DesignOffer

MarketOffer Select Induct ManageUnderstand your

audienceBroaden Support Exit


Four priorities

System to hold volunteer data

Volunteer recruitment system

Automated expenses for volunteers

System to support the scheduling of volunteers

10Volunteering Systems and Processes Programme

MyVolunteering as a Portal

System to hold volunteer data

Volunteer recruitment system

Automated expenses for volunteers

System to support the scheduling of volunteers

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Where will volunteers be able to access the system?

Interest


The system will be web based and accessible from home, property or office on any web enabled device including mobiles and tablets

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When will it be available? Interest


The Executive Team have decided that the new system will be a mandatory roll out during 2014. Each region will develop a plan for when individual properties will come ‘online’. The current top level programme is detailed below -

Summer 2013 – System development and pilot planning / prep

Autumn 2013 – Planning for implementation at individual properties

Winter 2013/4 – Pilot delivery (Nov 13 – Feb 14). Prep elsewhere

Spring 2014 – Begin full system roll out at all properties

Summer 2014 – Continue implementation

Autumn 2014 – Continue implementation

Winter 2014/5 – Evaluate and close down programme. Move to BAU