volunteerplaintalk

Category: volunteer management

  • Moving from O2V to V2V to V2O

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    Friends, we are behind the times. Way behind. You can feel movement like cool air that flows down a mountain. Can we define it?

    Businesses are rapidly changing because they feel it and see it. They are moving out of a B2C (business to consumer) model. You know, the “hey, Target has a sale, I’ll see if they have a shirt I can wear during zoom meetings.”

    But there’s nothing I want at Target. So I look at a marketplace like Etsy for something unique. (Etsy is a C2C-consumer to consumer model). I purchase a fun shirt I love directly from a designer.

    What is our current nonprofit volunteer model?

    Organization to Volunteer or Volunteer to Organization?

    Let’s say I’m a volunteer looking to join an organization. My first experience with an organization is reading an ad, or looking at a website. What catches my eye?

    From an actual current volunteer ad:


    Have you ever wanted to do something AMAZING to change the world but didn’t know where to start? Here is an opportunity to help underprivileged children, to help under-served children, to help ALL children displaced from school due to COVID-19, and even to help many adults.

    I then look at this organization’s website and find no volunteer information. No volunteer prompt. No volunteer pictures or information on how volunteering will enhance my life. Just Crickets. But donations are welcomed.

    Above is an example of an O2V (organization to volunteer) concept. It goes like this: “We, the organization, want XYZ from you, the volunteer.” Or, more simply, “buy our product (volunteering). We designed it and you’re going to have to buy it because that’s all you have to choose from.”

    But wait, there are volunteer choices now.

    People are bypassing formal volunteering and exploring solutions through social media on their own. Why choose a volunteer job that is cumbersome and just ok when you can find real satisfaction from joining a group on social media?

    There’s a monumental shift afoot from O2V to V2V (volunteer to volunteer)

    We see this all the time. My last podcast highlighted two amazing young women who started their own organization while in high school. They are now in the process of procuring donations, creating corporate partnerships and recruiting volunteers.

    https://www.buzzsprout.com/605416/4850183-episode-11-interview-with-samantha-and-sydney-high-school-students-who-founded-balance-boxes

    The nonprofit veil has lifted.

    We see this every time a disaster strikes. Volunteers find one another on social media and they band together and act. They bypass formal organizations and change their communities by forming their own grass-roots groups. Nonprofits no longer have the monopoly on solving issues.

    Next time: Businesses are moving from B2C to C2C to C2B. What would V2O look like?

    -Meridian

  • Predicting Volunteer Flow

    Predicting Volunteer Flow

    What freezes the flow of volunteers?

    What is a volunteer flow? It is the movement of volunteers in and out of an organization, much like a cash flow in business. Like any resource, volunteers are a people-resource that is rich in skills, passions, marketing reach, knowledge, experience, dedication, and in ability to procure donations and other desired resources. As such, our volunteers must be viewed as just as valuable a resource as a donation flow.

    Can we, volunteer managers predict our volunteer flow, especially in uncertain times such as we face today? Before we say no way, (mainly because we have all experienced surprises when it comes to who actually will volunteer), let’s ask this question: Would it benefit us, Leaders of Volunteers, to create a volunteer flow statement?

    As a fan of mathematical equations (even when I mangle them), our aim is: UPV (under promise volunteer resources) < OPV (over produce volunteer resources).

    We know that there are thousands of factors that influence volunteer recruitment and sustainability and we know that challenges have increased exponentially due to the pandemic. So, how can we possibly predict how many volunteers we will gain, retain or lose in the next few months?

    We can’t predict with certainty, but we can estimate with causation. And this is actually a good time to introduce the idea that volunteers ebb and flow not only with changing times, but with any negative or positive experiences within our organizational structure. Volunteers aren’t something we “order up” or people who magically appear when needed and never question their assignments. This is the time to introduce the factors that freeze or free up a volunteer flow.

    What is our objective?

    Our aim is to create a consistent flow of highly engaged and productive volunteers who positively impact our organization’s goals, objectives and mission. Our job is to recruit these volunteers, and to develop them into contributing members of our teams. For more on development, see:

    #LoVols, This Needs to Change Now

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    Will volunteers return after being furloughed? Will more virtual volunteers sign-up and then we are caught without enough meaningful roles for them? Will corporate and other groups want to continue their philanthropy? How will virtual training affect volunteer sustainability? These are questions we don’t have all the answers for, but based on what we are experiencing, we can create a volunteer flow strategy statement.

    Next time: What goes into this strategy?

    -Meridian

  • #LoVols, Passing the Time Constructively Like We Always Do

    One thing I realized in all these years, is that leaders of volunteers are never, ever idle. We are always recruiting, talking up volunteering, hatching new ideas, and working a crowd (even if it’s only 1 person in line for a 99 cent taco on Tuesday). We never stop, even during chaotic times. Some of the things we’re doing are:

    We can’t get rusty so we practice training volunteers wherever and whenever we can. It helps to target the audience in practice, just like we do for real. You never know what civic group or club might invite you to give orientation.

    We want to be super-prepared for the time when volunteer fairs are running again, so we pass the time by making give-a-ways – it doesn’t hurt to have something people really want.

    We don’t stop talking about our volunteer initiatives to anyone that might listen. I figured heck, we go to the store anyway, may as well use this opportunity to recruit volunteers. (in theory, but all I experienced was customers making a wide arc around me)

    Leaders of volunteers are creative, innovative people. I’m thinking, we will look back on this time as the most innovative in the history of volunteer management.

    Seriously.

    -Meridian

  • Volunteer Past, Meet Volunteer Present and Volunteer Future:

    Volunteer Past, Meet Volunteer Present and Volunteer Future:

    We are at a junction. Volunteer past is meeting volunteer present and volunteer future. How will we treat each one going forward?

    It’s too soon to know what changes will occur, but it is not too soon to start strategizing for a better present and future. Will we recruit new volunteers saying, “It’s a new day folks,” and by sweeping away the past, piss off all the volunteers who have stuck with us? Will we try to force all the new volunteers into old roles and methods and appear to not have gained any innovative insight from this crisis?

    Volunteer past is an organization’s foundation. Honoring volunteer stories and accomplishments from the past means your organization has created a solid base and has laid an infrastructure on which to continue building.

    I discovered long ago, that when seasoned volunteers spoke at volunteer orientation, new volunteers were impressed, but also thought, “Am I supposed to be like this volunteer or will I have my own volunteering path? Is there anything new to be done?”

    Moving forward, modern volunteers need to get excited about their volunteering journey. Volunteers are looking at the future instead of being content with the present. It’s a subtle, but significant shift.

    What does that mean for us then, when it comes to recruiting, sustaining and on-boarding new volunteers? It means balancing past volunteer methods, awards and accomplishments with present goals and visions for the future. It means setting the foundation and then inspiring new volunteers to put up the walls, or decorate the interior or construct another floor. It means focusing on moving forward.

    What if you’re not an exciting start-up organization with endless possibilities? Introduce expansion, new programs and future visions to volunteers who may be wondering, “why do you need me?”

    Nothing is more infectious than an inspiring vision that has movement. It gives volunteers an identity. It means that they won’t have to mimic volunteer past to make their unique mark.

    Volunteer Past infused with Volunteer Future looks something like this:

    “Our volunteers have won numerous awards for their work. But, we want to build on that and we need your unique passion.”

    “Our volunteers gave 70,000 hours in the past 5 years. That’s why we can expand our innovative programs. That’s where you come in.”

    “We’ve used this method for many years because it worked. Now, we are moving forward and you are part of the journey.”

    A well-rounded volunteer understands volunteer past and looks to make their mark on volunteer present and volunteer future.

    Our volunteers want to celebrate and understand the past, but own the future. Let’s give them both.

    -Meridian

    This is a more timely version of a past post: https://volunteerplaintalk.com/2018/10/03/volunteer-motivation-past-present-and-future/

  • Finding One Another is Our Future

    We, leaders of volunteers (#LoVols) have shared experiences, shared hopes, shared challenges and a shared future. We are a family, a team, a brother/sisterhood. We are a LoVols kindred. When one of us succeeds, all of us succeed and all volunteerism succeeds.

    Forging alliances, finding one another, speaking with shared voices (we don’t have to agree on everything) strengthens us and our volunteers. Recently, Marina Paraskevaidi, Volunteer Manager at the Old Royal Naval College in Greenwich wrote to me and wanted to share her thoughts with all of you in a LoVols kindred moment. Marina hails from Greece, has lived in Italy where she served as a volunteer coordinator with the NGO Service Civil International and since moving to the UK, she works as the Volunteer Manager at the Old Royal Naval College in Greenwich, overseeing the overall strategic direction of the Volunteering Programme.

    Each one of us can share our challenges, successes, questions, frustrations, and hopes with one another because we get each other and guess what? We support each other, want to see each other succeed, and we all are working towards the same thing: Elevating volunteerism. Here is Marina’s message:

    When joining the Old Royal Naval College a little less than a year ago, I could never have imagined our site being closed same time this year due to an unpredictable pandemic that would keep us all at home (like a sci-fi post-apocalyptic movie). But amidst the uncertainty, our communities stay strong.

    The past two weeks have been a rollercoaster of reactions and emotions for all staff and volunteers. First, the uncertainty kicked in when the news spread about COVID-19 cases rising across Europe, while we were still on a let’s-pretend-it’s-all-normal mode on site, planning volunteer-led private tours, organising group reciprocal visits to other museums, conducting volunteer recruitment interviews and preparing upcoming induction training sessions.  Then, following the announced set of restrictions, the situation escalated so quickly, and we had to make swift changes to our everyday lives. A regular day in the beginning of March now feels a distant past. We had to take the decision to close our site to the public, while still processing the prospect of many of us having to isolate for weeks, even months, thinking especially of our volunteers who are in the most vulnerable groups.

    Ten days later, our new home-based routine is the norm and it looks like we are adapting to new virtual ways to keep in touch and support each other in the best way we know: sharing the love. 

    From volunteers asking about their peers’ wellbeing and sending personal warm wishes, to our staff mobilising team efforts to produce resources that can be accessible remotely; from our CEO’s reassuring message, to people going beyond and above to show solidarity and help each other while working remotely with limited resources. 

    It’s the same warm welcoming feeling that sparkles around in the Visitors Centre when volunteers put on their best smile to greet our visitors, it’s this shared love for what we do and who we are that drives solidarity among our communities.

    A lot of things remain uncertain and yet to be figured out: how do we keep in touch with those not online? How do we ensure we look after our staff and volunteer’s mental health? How can we be creative using virtual technology to communicate, offer online learning opportunities and organise local initiatives? How can we continue sharing our history and engage the public while closed? Can we think outside the box and create remote volunteering opportunities?

    The most difficult times might be yet to come, but I have always been a strong believer in the power of communities (and that’s also why I have chosen to work with volunteers): through the challenges we will learn, pave new paths and come out stronger on the other side. 

    Spread the love, Marina

    Thank you Marina for reaching out to all of us. We appreciate your courage, your conviction and your connection. I appreciate your LoVols kindred spirit.

    Spread love, knowledge, support, a shoulder to cry on, a tip on recruitment, a success story, a cautionary tale, an innovative project with each other. Find one another and use this time to build momentum. Volunteers are counting on us.

    It’s not easy, building a movement, but we are in this together.

    -Meridian

  • Top 6 Volunteer Manager Lies We Tell Ourselves

    Volunteer Manager Lies We Tell Ourselves

    We all hate lying. It’s dishonest and harmful. It sucks. But it seems like we are ok with telling ourselves lies because well, we can take it or maybe because we think the truth is too scary to face or maybe we just like messing with our own heads or heck, I’m no psychologist, I honestly don’t know why we do it.

    A lot of volunteer managers, myself included have been lying to ourselves for years. And how do these lies manifest themselves? With stress, frustration, passive-aggressive behavior, shutting off, self-doubt. Lying to ourselves is destructive.

    So let’s just examine some of the top volunteer manager self-lies and put them to the volunteer manager Truth o’ Meter test. The volunteer manager Truth o’ Meter is foolproof. I know this because I paid no attention when I asked it if I should announce at the volunteer luncheon that “you volunteers should go on strike and hold out until all staff tattoo ‘we couldn’t do this without our volunteers’ on their arms.” Yeah, the Truth o’ Meter was right on that one.

    The top 6 lies we tell ourselves are:

    1. “Volunteers need my undivided attention or they will leave.”
    2. “When I can’t provide a volunteer, I’ve failed.”
    3. “If I just give it some time, problems will work themselves out.”
    4. “I have no business asking for resources or a raise or a promotion.”
    5. “I can’t make others see how important volunteering is.”
    6. “No one wants to hear my version of leadership.”

    So let’s go over these lies and see why that little voice that whispers in our ear is destructive and wrong.

    To #1,”Volunteers need my undivided attention or they will leave,” I’m thinking no. (Well, wait, when volunteer Dottie comes in and recounts her serious accident for the fifteenth time, the one that happened 10 years ago, it’s because she needs to voice her feelings and…woah, there’s that voice again..) No. Stop the voice. Volunteers are with us because they want a volunteer experience that enhances their lives. Enabling long non-productive volunteer interactions (or gabby staff for that matter, am I right?) accumulates and robs other volunteers and clients of your time. We don’t have to hear and invest in every personal story over and over. We can listen for a few moments and redirect the volunteer to their volunteering. The Truth o’ Meter proclaims this 89% false.

    To #2, “When I can’t provide a volunteer, I’ve failed.” Ok, so sometimes we’re busy doing something else and sometimes we are in a funk or can’t remember the name of that volunteer who told us during that long conversation like the ones in #1 that he played the bongos and now staff wants to get a bongo playing volunteer. Sure, once in a while it’s actually our fault and we can own that, but it’s time to realize that not every task will be filled and that doesn’t detract from the tremendous impact made by our volunteers. The Truth o’ Meter proclaims this 98% false.

    To #3, “If I just give it some time, problems will work themselves out.” Do we need to talk about avoidance? We can hope all we want that Clarence in accounting will stop calling volunteers “little nuisances” and will see the light or volunteer Ed will stop interrupting staff to tell multiple old elephant jokes, but we’d be wrong. Meeting challenges head-on saves us from bigger headaches down the road. Tactful mediation ensures solving challenges so that all sides can satisfactorily work towards meeting mission goals. The Truth o’ Meter proclaims this 99.5% false.

    To #4, “I have no business asking for a resources or a raise or a promotion.” Hmm, have you told the CEO she doesn’t know what she’s doing lately? I thought not. Why can’t we ask for a promotion or resources or a raise? We manage a huge amount of human capital that positively impacts people, have mad engagement skills and know our organizations inside and out and have ideas that will work. Yeah, we need to keep our heads down and keep telling ourselves we’re not good enough. The Truth o’ Meter proclaims this 99.8% false.

    To #5, “I can’t make others see how important volunteering is.” Ok, sure, it’s hard, no, actually it is really hard. There’s so much to engaging volunteers and how do we put that into an elevator speech or a sound bite? But our passion to see volunteers respected will lead to better ways of showing impact and as we all work towards professionalized and elevated volunteer management, it will become more clear. Hang in there for The Truth o’ Meter proclaims this 99.9% false.

    To #6, “No one wants to hear my version of leadership,” Uh huh. Yeah, why would they? We don’t inspire anyone. We don’t lead volunteers to do amazing things. Nah, who would want to hear that anyway? If your comfort zone (you know the one where fluffy pillows embroidered with “I’m just the volunteer coordinator” lay atop bean bag chairs filled with ‘keep a low profile’ nuggets and ‘no risk zone’ signs adorn the zen green walls) is holding you back, then venture out of it, one toe at a time. Speak up at a meeting, enter into discussions, offer to present some findings and showcase your style of organic leadership. You have so much to offer. The Truth o’ Meter proclaims this 100% false.

    There you have it. The top 6 lies volunteer managers tell ourselves has been debunked.

    And remember, the Volunteer Manager Truth o’ Meter never lies.

    -Meridian

     

  • When Staff Doesn’t Like a Volunteer Part 2: A Success Story

    adult art conceptual dark
    Photo by Pixabay on Pexels.com

    What happens when staff doesn’t like a volunteer? Does the volunteer quietly quit because they never get called or do staff begrudgingly put up with a volunteer they dislike and work suffers? What can we, the volunteer program leader do in these situations?

    A leader of volunteers, who is a good friend and colleague recently shared this experience with me:

    I remember one of our volunteers, Steven. Staff would run the other way when Steven came in because Steven always had an idea or a plan to improve our organization and the way we operated. It would frustrate already overworked staff to listen to all these critical ideas.

    But what they didn’t know about Steven was he would take the assignments other volunteers wouldn’t take. He actually volunteered for a lot of shifts, ones that needed filling. He was both annoying and indispensable at the same time.

    It was exhausting, knowing how dependable Steven was and yet being frustrated at his frequent sharing of plans to improve our organization. But then one day, a solution came in a most unexpected way.

    A staff member, Allie who was in charge of a large project involving the creation of a detailed cataloging system needed volunteer help. The assignment meant working in a basement on a very cranky machine. Most volunteers wouldn’t want to tackle such a cumbersome project in a dingy basement so I thought of Steven. I asked my boss if I could approach him with the proposal and fortunately, she agreed.

    The staff member in charge of the project was willing to give Steven a try so I approached him, saying, “look, Steven, saying no is ok. I’m asking you to work on a temperamental machine in a basement here, but it is crucial work that needs to be done.”

    To my surprise, Steven replied, “I would love to do that.” And the interesting thing that happened, was Steven got to see behind the scenes at our organization and by working directly with staff, began to realize how little time they had for all these ideas and projects he had been pushing on them.

    I knew that pairing Steven with this assignment was a success when all on his own, he recruited another one of our volunteers to help with the project. I even overheard him one day pipe up when hearing a group of volunteers grouse about how slow it was taking to get an answer to a question and say, “you don’t realize how busy the staff is here.”

    With Steven I knew that I could either sit back and just let him drive me crazy or I could understand how much he cared about the mission. I realized his complaints and ideas came from his desire to support our mission, not from some need to complain.

    I remembered something I heard from a very wise peer that stuck with me: “That one unhappy worker might be the lone voice in the wilderness telling us something we need to hear. We need to ask: Why are they miserable? Maybe, they have a point.”

    When dealing with complaining volunteers, we have to examine whether or not it is the message or the way it is presented that irks us. And staff must realize that a volunteer’s role is not to make staff happy.

    Just as every staff member needs direction from their supervisors, volunteers need direction from the person supervising them. We can’t expect volunteers to read our minds, so as leaders of volunteer programs, we need to train staff and show them that volunteering is a two-way street. That’s where the successes lie.

    So, from this experience, we know we can salvage a staff/volunteer relationship that has soured. Let’s look at the volunteer manager toolbox and pick out some tools that work in these types of situations:

    Mediation: One of the most important tools a volunteer manager possesses. Stepping back and thinking about three basic things helps us to mediate.

    1. What is the best outcome for our mission?
    2. How will volunteer A satisfactorily arrive at the outcome?
    3. How will staff member B satisfactorily arrive at the outcome?

    By focusing on outcome, (a capable volunteer and a reasonable staff member will find a way to work together to further mission goals) we can then create a mediation plan.

    Look for the interests of each party. For a volunteer, it may be they believe they have good ideas and need to be heard. For a staff member, it may simply be they need quiet time to get their work done. How then, can these two interests be addressed to the satisfaction of each party?

    Picture a continuum: On one end the staff member would give the volunteer complete attention at all times. On the other end the volunteer would work in silence at all times. Begin to move the ends toward the middle-what would that look like? Maybe staff could spend 5 minutes with the volunteer when they arrive and update the volunteer while listening to any new thoughts. Maybe the volunteer could be instructed to bring all new ideas to the volunteer manager who would present the ideas in official ways.

    The point is to craft the movement of the two sides towards one another, keeping the mission as the goal.

    Story crafting: A skill that serves volunteer managers well. In the above Steven story, our volunteer manager deftly created a story. By thinking of volunteers and staff members as stars of a story, we can more clearly ‘write’ the ending in our heads. We can envision ‘reading’ that volunteer Steven was paired with staff member Allie which resulted in a mutually beneficial relationship. It helps us to step back from the situation and look at it logically with a positive outcome or ending in mind.

    Another use of story crafting is to present each side in mediation with the story of the other side’s point of view. Telling Steven how much work needed to be done was a story meant to educate him on the enormous work load on staff. Telling Allie how volunteer Steven would take assignments no one else would take was a story meant to inform Allie that Steven was committed to getting the job done.

    Positive identification: The tool volunteer managers use daily. Let’s look at Steven’s success story. How did staff view Steven? They saw him as a hypercritical, over-simplifying volunteer who continually offered up unwanted ‘solutions’ to problems that either did not exist or were being addressed in other ways. What did they not see? They did not see Steven’s passion for the mission, his willingness to help in any manner, nor his desire to more fully understand organizational workings.

    Tapping into volunteer’s motivations will yield clues to their behavior. Maybe the needy volunteer just went through something tragic and is hurting. Maybe the talkative volunteer is isolated. As volunteer managers, we can humanize our volunteers so that staff sees them as more than just temporary help. We can highlight the volunteer’s character by sharing the positives we witness. Sometimes our humanization needs to use the word ‘but.’ For example:

    Volunteer Millie lost her husband of 45 years a few months ago and is a little raw but she is so grateful for her husband’s care that she is committed to learning our system so she can further our work. She wants to be a help to us, not a burden.

    Volunteer Asher lost his job due to cutbacks but he is passionate about helping end hunger and actually considers this an opportunity to make a difference in the world. He says he feels privileged to learn from our staff.

    Matching: The volunteer manager tool that is always sharp. By pairing Steven with staff insiders, he was able to see first hand how overburdened staff were. He was able to integrate into the bigger picture and thus became a champion for not only the mission, but for the very staff that had rebuffed him before. And by choosing a staff member who was willing to work with Steven and most likely had a personality that would benefit Steven, our volunteer manager made a successful match.

    Now here is the really interesting part in all of this. Experts say that behavior is the outward expression of attitudes, but that if behaviors are modified, attitudes can change. Look at the Steven example. His attitude changed. And as his behavior changes, staff’s attitude towards him and possibly other volunteers will slowly change as well. So, if we can mediate behavior changes in staff and volunteers, we may just end up with attitude changes.

    Next time: Part 3. Laying the groundwork for volunteer engagement that takes into consideration personalities, character, attitudes and behavior.

    -Meridian

  • Volunteer Managers: Extroverts or Introverts?

    Are volunteer managers extroverts or introverts

    Are most volunteer managers introverts or extroverts? Does it matter? Is an extrovert a better leader and better able to influence people? Is an introvert more empathetic and better able to get the best out of volunteers? Should we care?

    Sometimes, we need to take an honest look at our personality tendencies in order to understand why we do what we do and how we can become better at our jobs. And by being better at our jobs, I mean not just better for volunteers and our organizations, but also better for our own emotional health so we don’t get stuck in an emotional rut. Understanding our own motivations or personalities can help us analyze our strengths while reviewing the areas that keep us from attaining our goals.

    We are the hub of a complicated volunteer system, one swirling around us. How do we manage all the moving parts? Is it better to be an introvert? Or do we need to have an extrovert’s personality?

    See if this sounds like you:

    • You spend a lot of time carefully planning meaningful volunteer roles and carefully interviewing volunteers so you can skillfully place them where they will do the most good
    • You can easily stand back and let the volunteers shine. You feel proud when viewing their accomplishments
    • You spend a lot of time cheer-leading your volunteers so that they reap the enormous benefits from volunteering because you see the greatness in them
    • You don’t manipulate a volunteer meeting with directives; instead you prefer to encourage volunteers to share, to feel part of something awesome and you take to heart their suggestions and concerns
    • You don’t toot your own horn in front of others and usually try to deflect praise onto the volunteers
    • You make sure all the volunteers are acknowledged. You run from table to table at volunteer functions, chatting with every volunteer present
    • You can be lighthearted around the volunteers and enjoy joking with them and seeing them have a good time

    Does this sound like you? Then you’re basically an introvert. But wait. You also exhibit extrovert behavior. So are you an extrovert? Well, more likely, you fall under the category,  ambivert or outgoing introvert.

    The outgoing introvert (OI) is basically an introvert who is social when circumstances call for being social. They enjoy people, especially on a deeper level. For volunteer managers, this means being a terrific host at functions, feeling comfortable with the volunteers, letting small talk beget deeper conversations, wanting to get to know volunteers on a personal level and feeling exhausted from all the emotional attention you spend on others.

    Sounds like a pretty great way to be, right?

    Especially when you consider how the outgoing introvert (OI) takes the time to position volunteers and volunteer programs for the future. The OIs carefully analyzes situations in order to make the best decisions not only for the organization, but for clients and volunteers.

    But since the OI is primarily an introvert, here is where the frustrations can mount up.

    They get overlooked…. a lot…. and they can be perceived as not moving fast enough, when in reality they are spending the necessary time to craft solid programs, ones that don’t need retooling later.

    Extroverts dominate meetings, dialogue and policies. Introverts struggle to be heard, thinking that their dedication, track record and accomplishments speak as loudly as the extrovert’s voice. Sadly, it doesn’t usually work this way. And since an OI is extroverted when comfortable with the surrounding people (such as volunteers), they may not be comfortable in a staff meeting and therefore, will be less inclined to speak up.

    As an introvert with outgoing tendencies, the volunteer manager is more thoughtful and plans for volunteer staying power. The OI volunteer manager pays close attention to each volunteer’s story, questions and concerns. The OI volunteer manager quietly works to enact meaningful volunteer engagement. The OI volunteer manager listens carefully, in order to formulate intersecting paths benefiting clients, volunteers and the organization. The OI volunteer manager sometimes appears awkward and shy and sometimes bold and full of fun, depending upon the circumstance.

    The frustrations come in when the introverted volunteer manager side thinks no one else sees what they see. After all, isn’t it obvious to everyone how amazing every volunteer is? Can’t everyone see the beauty in volunteering? How can they not see that time and effort must be taken to assure each volunteer is properly engaged?

    Explaining volunteer management is an area where tapping into the outgoing side can help. Since complaining or directing attention to one’s self is not something the introvert is comfortable with, then how can an OI volunteer manager get their points across?

    By shifting focus. Think of the passion you convey when approaching new volunteers. You believe in volunteerism, and the mission, right? You convey the power of volunteering without ever feeling like the focus is on you personally, right?

    Use that same mindset when speaking in front of your peers. Focus on presenting your volunteer program in the exact same way you present volunteering to prospective volunteers. View yourself as the mouthpiece for a program you know is incredible, just as you know volunteering is incredible.

    The introverted volunteer manager side has to feel comfortable in a situation for the outgoing side to emerge. You view volunteers as receptive to your message and perhaps you view staff and upper management as skeptical of your message. Your comfort level can diminish when speaking at staff meetings or with senior executives.

    Imagine that your peers and senior management are actually receptive, just like new volunteers and they are looking for inspiring messages, positive steps and motivating presentations from you. Staff and upper management are people too, and just like volunteers, will respond to a persuasive argument, especially when those arguments showcase how it will benefit them and the mission. With emphasis on benefit, your message will be heard.

    We, volunteer managers tend to hone our communication skills with volunteers in mind. Applying these same skills to interactions with staff and upper management is really not any different. It’s our comfort level that holds us back. We view staff and upper management in a separate category, one we may not feel empowered to engage.

    Speaking confidently about volunteer issues can be a big step for the OI volunteer manager. It’s about removing the personal reluctance hindering our voices and tapping into the outgoing side we use so effectively on volunteers. It’s about focusing on the points we believe deeply in and communicating those points, just as we do with volunteers.

    Confidence is infectious and it grows with each usage. The OI volunteer manager skills are already there, having been sharpened by interactions with volunteers. These skills are waiting to be fully unleashed.

    We are who we are, personality, tendencies, foibles and all. But, when you start to analyze how each personality trait can aid in attaining your goals, then those traits will work for you, instead of holding you back.

    Whether or not you’re an extrovert, introvert or an OI, your people skills bring out the best in your volunteers. These same skills can bring out the best in you, too.

    -Meridian

     

     

     

     

     

  • Do Volunteers say ‘they’ or ‘we?’

     

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    Photo by Bahram Jamalov on Pexels.com

    Niko looked down at her t-shirt that read “Children’s Zoo Volunteer.” She forgot that she still had it on. The older lady in front of her in the checkout line, had turned and smiled. “I like your shirt. Have long you volunteered there?

    “Thank you.” Niko shyly replied. “It’s been about three years.”

    “I take my grandkids there all the time,” the lady said as she put her groceries on the conveyor belt. “They especially love the polar bear habitat. I’m excited about the new interactive childrens’ corner. Do you know when that opens?”

    Niko moved up. “I think they’ve scheduled it for this fall.”

    “Maybe we’ll see you there sometime.” The lady pushed her carton of orange juice forward. “It really is a wonderful zoo.”

    “It is.” Niko returned. “They do a great job, don’t they?”

    Do our volunteers use the term “we” when referring to our organizations? Do they include themselves when speaking of organizational accomplishments, or fielding praise and questions? Or do these words come out of them? “I’m just a volunteer.”

    We, volunteer managers often say, “we want our volunteers to feel included.” This is a little bit like saying, “I want my child to think I love him.” Creating an atmosphere in which someone feels something does not guarantee those feelings are based on something tangible. Rather, those feelings could be based on surface ideas and token gestures instead of deeply ingrained truths.

    Maybe instead, we should state, “we want our volunteers to know they are included,” or “we want our volunteers to be included.” It’s a subtle, but important difference.

    Perpetuating outdated ways of thinking will not move volunteer engagement forward. Inclusion is not about the emotions involved and whether or not we imagine that volunteers feel included. It’s about knowing they are included. It’s about stepping up and putting words into action and creating a foundation of inclusion versus symbolic gestures.

    It’s about a commitment to shifting our paradigm.  It’s about going beyond the appearances of inclusion that typically include:

    • Yearly volunteer thank you luncheons (as a separate group)
    • Volunteer mentions in the newsletter (as a separate group)
    • Volunteer awards (as a separate group)

    If volunteers are part of the “team,” then we have to ask: Why are they always referred to as an aside? Just for the heck of it, let’s look at a different kind of team and consider this recap of a baseball game.

    The Otters beat the Pelicans 5-4 in a wild game on Saturday. Addison (Shortstop) and Javier (Second Base) turned an incredible double play with the bases loaded, robbing the Pelicans of a chance to take the lead in the 9th inning. Two of the Otters’ starting lineup hit home runs in the 5th: Jason (Right Field) and Billy (Left Field). In the 7th, Ron (Third Base) dove headfirst ahead of the tag into home plate on Ernie’s (First Base) perfectly placed bunt. The pitcher, Fergie had 11 strikeouts and credited his catcher, Wilson for calling a great game. Afterwards, manager Leo said of his team, “We got the job done. I’m proud of the way the team worked together.”

    So, what does this baseball analogy have to do with volunteering? Well, what if each position on a baseball team was treated as a separate entity? The reporting would look like this:

    • In shortstop news, Addison made an incredible play.
    • In second base news, Javier made a great play.
    • In Right Field news, Jason hit a home run in the 5th.
    • In Left Field news, Billy hit a home run in the 5th.
    • In Third Base news, Ron scored a run.
    • In First Base news, Ernie executed a perfect bunt.
    • In Pitching news, Fergie had 11 strikeouts.
    • In Catching news, Wilson called a great game.

    Doesn’t sound so much like a team effort anymore, does it?

    Truly integrating volunteers into the team means including them as partners in our accomplishments. Sure, we can identify them as volunteers, just as we identify a baseball player’s position. And including them in our accomplishments in no way detracts from the accomplishments of hard-working staff.

    It simply indicates that our organization is a team, working together. It shows we are generous with our credit and that we want to expand our support in the ongoing effort to accomplish our goals. It shows that outcomes are the objective, not ownership or martyrdom or personal praise. Inclusion shows potential volunteers, staff members, board members, clients and even donors that we are the very essence of charitable.

    When we send out our glossy newsletters, is there a volunteer spotlight within or are the volunteers incorporated into the meaty stories about how the team has made inroads into stopping illiteracy, or providing meals to vulnerable populations? Do volunteers’ names appear in the same sentence as staff members or donors?

    We can plead that “our volunteers should feel included,” until we are hoarse, but until our volunteers are included, we will be stuck with balloons and t-shirts and volunteers who say “they.”

    -Meridan

     

     

  • Helicopter Volunteer Management

    photo of helicopter on flight
    Photo by Alex Broski on Pexels.com

    Yvonne looked at her watch. “Oh my gosh, it’s 12:30, I have to get up there.” She hastily threw the rest of her lunch away, closed her office door and headed upstairs to the workroom. Her volunteer, Angie was just settling in for her Thursday afternoon work recording client surveys. Angie picked up the rubber banded stack and opened the computer program on the aging desktop.

    “Hey, Yvonne, how are you?” Angie asked. This corner of the workroom, designated for volunteers was quiet, a bit dark, since the clouds outside threatened rain.

    “Great, now that you’re here.” Yvonne turned on the lamp a few feet from the desk. Do you have everything you need?”

    “I think so,” Angie said, looking around. “I’m not sure if all the new surveys are here, but I can work with these.”

    “Oh,” Yvonne put her hand on Angie’s shoulder. “I’ll go find out where the new ones are and bring them to you.” She headed back to her office. After several phone calls, Yvonne tracked Garth in compliance down and was able to retrieve the latest pack of surveys and bring them to Angie.

    Helicopter volunteer management. When does making sure that volunteers are engaged border on hovering and intrusion?  When does the desire to give volunteers a meaningful experience devolve into swaddling them in bubble wrap?

    We, volunteer managers can often walk an emotional tightrope when we “hand over” a volunteer to a department. We can feel like the typical proud parent, especially when we have spent precious emotional time cultivating a volunteer. We recruit with an impassioned plea. We interview with laser focus, zeroing in on the volunteer’s strengths and desires. We train with patience, allowing enough time and questions to ready the volunteer for greatness. We instill in them what a great experience they will have.

    And unfortunately, we carry scars, too. We’ve turned over excellent and ready volunteers, only to see them leave due to being under utilized or given confusing directions or not contacted quickly enough. We see all our upfront work wasted, our emotional investment dashed and we think of “what could have been.”

    Sometimes, we just want to pick our battles. We know that if we complain that certain staff members don’t take working with volunteers seriously, we will be rebuffed, or labeled “negative” by senior management. And so, we pick up the slack, or follow a volunteer about, making sure that he has everything he needs. And maybe it’s not even that. Maybe we realize that departments are just not going to cuddle our volunteers and that scares us a bit.

    While we have the best interests of the volunteer and organization at heart, does helicopter volunteer management have its drawbacks? What might they be?

    • We perpetuate the stereotype that volunteers are low-skilled. By running around making everything ok, we send a message to the staff working with them that volunteers are not capable of doing the job without our help.
    • We create volunteer dependence. When we subtly say to our volunteers, “you need me in order to succeed,” we create a dependence on us and rob the volunteers of using their common sense and being able to forge a relationship with the departments they work for.
    • We use precious time better spent elsewhere. When we follow volunteers around, we miss opportunities to recruit other volunteers, or create new programs.

    So, how can we let go of helicoptering?

    • Pull a new volunteer if a department doesn’t reach out to them within 3 days. Re-assign that volunteer to another department, or better yet, keep that volunteer and ask them to help you with your projects. Don’t chase a department, begging them to call the new volunteer. And don’t be so quick to get them another one, but explain that if they cannot contact new volunteers in a timely manner, then volunteers won’t wait.
    • Prepare volunteers as well as you can and give them instructions to call you if they need you.
    • Praise staff who work well with volunteers. Create awards for key staff, Trust the time it takes for them to forge relationships with volunteers.
    • Expect some amount of failure. Unfortunately, failures will occur. It’s important to not blame yourself, or to fall back into the helicopter mode.
    • Appoint seasoned volunteers as mentors. Ask them to take new volunteers under their wing and to check in with new volunteers often at first.
    • Gather feedback, especially from new volunteers. Prepare a “new volunteer report,” and include their comments, both positive and negative. Share with senior management.
    • Prepare departments individually to work with volunteers through a “new volunteer integration plan.”
    • Continue to educate staff. Create training through in-person, video, manuals, posted tips or cheat sheets. Help staff learn how to work with volunteers.

    Our desire to hover over our volunteers is understandable since it is most often based on experiences we’ve had when helplessly watching volunteers leave due to being under utilized or due to the amount of effort we put into cultivating and readying new volunteers.

    Instead of hovering, which simply band-aids any problems, we can begin to work on fixing our tendency to helicopter by addressing the underlying issue: What do we think happens to volunteers once they leave our cocoon of cultivation?

    • Do we assume they will be mistreated?
    • Do we assume they are not capable of handling themselves?
    • Do we think that once volunteers ask questions, or need something, they will be labeled “difficult?”
    • Do we secretly desire to be the only person who can get the best out of the volunteer?
    • Is it more than just doing our jobs for us?

    We have to be careful in how we view volunteers and our role. If we operate in an “us vs. the rest of the organizational staff” bubble, then we are going to helicopter our volunteers. And we’re going to take any shortcomings by staff personally. Stress will follow us everywhere.

    If, instead, we open up and begin to work within the system, (good and bad) we can start to clearly see where challenges lie and then, in a professional way, find solutions.

    One of the areas that may need tweaking is in that zone where a new volunteer joins a department. Before a new volunteer is assigned, help your organization’s departments answer these questions and formulate a “new volunteer integration plan:”

    • Does my department have a plan in place for new volunteers?
    • Do we have a departmental staff member to mentor new volunteers?
    • Do we have someone designated to answer questions?
    • What is our course of action should the volunteer need more help than we can give or is not working out?
    • How do we help the new volunteer succeed, but continue to get our work done?

    Once these questions are adequately addressed, a new volunteer should fit into a department more comfortably, thus removing a lot of the anxiety felt by the volunteer manager who placed the volunteer in good faith.

    Cultivating volunteers is a highly emotional experience. We get caught up in the volunteers’ passion and desire and sometimes their issues. We want to help them. While noble, this desire to see them flourish can take an emotional toll on us.

    Can we set aside our emotional investment and let them fly? Can we forcefully, yet professionally advocate for top-down respect for volunteers and their time? Can we partner with other departments to set up a system for integrating new volunteers? Can we meet out consequences in a solution-related manner when departments fail our volunteers?

    We, volunteer managers invest heavily in our volunteers with our time, energy, mentoring, and passion. It’s time we also invest in our own emotional health by setting our organizations up to successfully integrate new volunteers so that we can refrain from helicoptering and move forward to recruiting and creating innovative programs.

    -Meridian