volunteerplaintalk

Category: volunteer retention

  • Director of First Impressions Volunteer

    director-of-first-impressions

    Director of First Impressions Volunteer: Wow. What a concise, succinct way to advertise for a front desk or receptionist volunteer. The ad then goes on to talk about how important it is for clients to experience a first impression that is compassionate and helpful. Gosh, I want to be that volunteer.

    So, what verbiage appeals to prospective volunteers? Is it silly, eye-catching titles or serious, touching the heart ads that bring volunteers in? And does the same ad appeal to millennials and baby boomers, working adults and students, community service needing and weekend warrior potential volunteers alike? And anyway, are there foolproof ads that once you’ve created them, you can then just magically sit back and answer the ringing phone?”

    Clearly, marketing has a tremendous impact on companies that sell goods and services. If we think of ourselves as selling goods (enhanced life experiences) and services (ways to help the community), then we can think of our potential volunteers as consumers who can pick and choose where they will spend their valuable time. So, how do we market to them?

    Here are just three creative ways to frame a volunteer ad:
    1. Describe the benefit to the organization.
    2. Describe the benefit to the client served.
    3. Describe the benefit for the volunteer.

    So, let’s take a simple job title such as “volunteer receptionist” and re-imagine it in the above three ways:

    “Director of First Impressions:” The word ‘director’ exudes importance, and ‘first impressions’ neatly describes how this organization genuinely cares for their clients and is striving for excellence with every paid and/or volunteer position.

    “Imagine How Hard It Is To Need Our Help:” This immediately frames the position in the eyes of the client and elicits an empathetic feeling for those who are being served.

    “Where Else Can You Feel Like You Have Thrown Out a Lifeline:” This ad goes right to the heart of volunteerism-making a difference.

    And what law says we can’t use all three ads for one position at the same time? Who knows which approach will attract the kind of person you are looking for because ads exist to quickly capture attention. All three ring true; they are just different ways of framing meaningful volunteer roles in punchy descriptions. If you can combine all three ways without becoming too verbose, then by all means, give it a go.
    But can we even go further and be even more creative?  Why can’t we inject some playfulness? How about an ad that asks, “What Intergallactic Volunteer Character Are You?” (Or another current and popular theme). Create a description for a few popular characters, such as:
    The Scavenger Captain: You’re roguish and free wheeling, this job is flexible. We won’t tie you down!
    The Robot Sidekick: You’re diplomatic and precise, this job needs your attention to detail.
    The Galaxy Princess: You’re strong and smart and destined to lead our rebellion against hunger.

    Want to advertise for a thrift store volunteer? How about “Are You the First One at Garage Sales? Come, Help Sort Through Our Treasures Where It’s A Garage Sale Everyday.”

    Do you need something very specific? Celebrate it! Web help might become, “If You Know What This Is, Call Us: 01101000 01100101 01101100 01110000.”

    There are catchy volunteer ads out there that say, “show off your basketball skills,” “do you love cats and acting,” “do you walk by homeless people not knowing what to do,” “be the role model she’ll remember always,” “50% of school age children in our town go to bed hungry.” A few great ads tell a personal story: “Meet Ed. He will sit alone in his room today unless a volunteer comes to visit. Will you be that volunteer?” “Sarah received a scholarship in part because she volunteered. If you can you use a scholarship, call us!”

    Do you have multiple locations? Tack the location onto the ad so that potential volunteers know they can stay close to home or work or school. You can say, “Be the Role Model She’ll Always Remember in Springfield” or “Calling All You Bristolians Who Dress Up Their Dogs.”

    And if your program has won an award or has been feted in any way, use that to your advantage: “Join our award-winning volunteer program!”

    Refresh your ads frequently. Keep statistics on the more successful ads so that you can start to track what is working and for whom it is working.

    You can also put together a focus group of volunteers to come up with creative ads that they believe will appeal to their peers. Marketing students are also an excellent resource for help in crafting creative and appealing ads.

    Well, then, how can we jazz up that soul-sucking Data Entry Volunteer ad? (and you know what always surprised me, there are people who want to do this kind of volunteering because it’s sort of like washing dishes by hand, it gives them a chance to just quiet the mind).

    “Monotonous, Repetitious Data Entry Volunteer Job For That Amazing Person Who Knows This Work is Critical.  Help Our Clients While Decompressing in a Calm Environment. We’ll Play Some New Age Music.”

    -Meridian

  • Bringing Home the Volunteer Kitten or Puppy

    bringing-home-the-volunteer-kitten-or-puppy

    I remember the day my husband gleefully arrived home from work with three homeless and abandoned kittens. He just beamed when the kids scooped them up and cuddled each mewing fluff ball of pending responsibility. Yes, that moment of blissful love and connection comes with a hefty requirement attached for they will grow to be cats and require a life-long commitment.

    Fortunately, volunteer managers don’t bring volunteers home. (Well, sorry, but I will throw a fellow volunteer coordinator under the bus and mention that she began to take a recently widowed volunteer into her home to have dinner with her and her family and it spiraled out of control from there.)
    But, other than physically, do we symbolically bring our volunteers home when we start friending them on social media? And what are the implications for being connected to our volunteers beyond the workplace?
    Not too long ago, volunteer coordinator Tami was so stressed that she burst into tears. “I had this huge event that I worked months on getting the best volunteers for and on the day of the event, when I arrived and asked where our lead volunteer Agnes was, the other volunteers told me that Agnes had to go out-of-town last-minute with her husband. I just about died! I asked the volunteers why Agnes didn’t call me to let me know and they said that Agnes had posted it on social media and probably assumed I knew. What a horrible day that was trying to fill in for Agnes while doing all my other tasks. It was a day I never want to repeat.”
    Or how about Lena, who spent so much time involved in her volunteers lives beyond their volunteering that her evenings were spent liking posts and commenting on cute photos of Granddogs’ shenanigans.
    Or Jessup, who befriended so many volunteers on social media that he started following anyone who followed him in case he might snub one of his volunteers and ended up with a hacked account .
    Or Marley who learned one of his volunteers was cheating on his partner while innocently going through posts.

    Hmmm, it’s a great big involved world out there, so what do we do, ban all volunteers from interacting with us after hours? No, of course not, that’s not only unreasonable, it’s just not us. We care about our volunteers and realize that what happens in their lives impacts their volunteering. We don’t wish to be the cold authoritarian manager and so we come to respect volunteers as they relate to us: Associates, neighbors, peers, fellow do-gooders, and yes, friends. Then the question becomes, can we keep these relationships separate and confined to working hours?
    Connecting with volunteers on personal social media is like bringing home that first soft and warm innocent-eyed waif. But imagine bringing home 20 or 50 or 100 little caterwauling waifs. There are laws against this sort of thing for a reason. Here are a few things to consider when connecting on social media with volunteers:

    How is official information communicated? Do your volunteers rightfully think that you know they will not be able to make their volunteer committment because they posted their illness or vacation on social media? Having a policy in place on how official volunteer absences are communicated will eliminate the chaos of word of mouth or “I just figured you knew” scenarios.

    Will every volunteer be treated in the same manner on social media? What about those volunteers who don’t subscribe to social media or rarely post their children’s first soccer game or their latest duck in puff pastry with pomegranate red wine reduction recipe? Will they feel left out? What about the volunteer who posts every detail of their lives? How will you pick and choose which posts to like?

    How much valuable time and precious energy do you spend on keeping up with volunteers’ personal lives? Let’s face it, we are human and only have so much energy to expend on our jobs, our families, our friends, our interests, our education, our health and our well-being. When we start spending more and more time on keeping up with volunteer pursuits outside of volunteering, what aspect of our lives are we cheating?

    Is it possible that your social media connection can become a place to publicly whine or complain? If you are always “available” via social media, why wouldn’t a volunteer message you or worse, post a complaint? Then will other volunteers chime in until you have some real or imagined dirty laundry aired for everyone, including potential volunteers, board members, other staff and administration to see?

    What we do know can hurt us: Too much information can color the way we view our volunteers. What are their political or religious beliefs? How do they treat their family and friends? What are their attitudes towards other people and topical issues? Would this knowledge make us think more or less of them and how do we handle that?

    How much of our personal lives do we want our volunteers to know? Social media is a two-way street. Do we want our volunteers to know about the escapades we share with our close friends?

    How do we view our role as a volunteer manager? Are we friendly supervisors, good buddies, caring peers, empathetic coaches or a bit of all? In reality, we are in charge and we manage the volunteers’ experiences. The more professional our approach, the better the experience for all volunteers.

    Next time you want to bring that adorable little cuddly volunteer home with you, just keep in mind there are serious commitments and pitfalls associated with that warm and caring intention. Always striving to keep professional relationships with volunteers not only benefits them, it benefits us as well.

    Unless you really want a household full of cats.

    -Meridian

  • Patchwork Quilt or Fluffy Comforter?

    quilt

    “That is the ugliest thing I’ve ever seen,” Raelinn huffed as she stared at the cacophony of colors and fabrics hanging before her eyes. “I mean, who would ever think that was art?”

    Her best friend, Edna, slowed her pace and was at first taken aback. This quilt, entry #37, was indeed a mess. Irregular shapes, jumbled colors and materials ran every which way over the body of the cover, rendering it a shreeking noise in a choir of lilting quilt voices. But as she peered closer, she noticed a cat with an umbrella on a powder blue patch that had come from a baby blanket. She scanned the oddness and found another sort of large circular patch that must have been an old stained t-shirt from a wine tasting trip. It proclaimed, “Wine Not?” There was a somber black piece of cloth next to a tattered lace collar with the tiniest of stitching. She leaned in and saw the remains “Mothe” embroidered on the faded lace. Looking over the rest of the quilt, she took in the snippet of army uniform, the worn apron, the wedding dress, the graduation robe, the bloodied football jersey, the funeral attire.

    As Raelinn pulled at her arm to go, Edna felt the the ugly quilt tug back and she smiled, thinking of all her volunteers. She gave a quick nod and the smallest of curtsies to the intimately messy display of the quiltmaker’s life and followed her friend.

    When we field a request for volunteers, does the requesting person think they will get a volunteer who is a soft, new smelling fluffy comforter? Do they imagine the perfection of a perfectly laid out and sewn quilt?

    We, who work with volunteers, know that each and every volunteer is really a wildly irregular patchwork quilt. These folks who volunteer their time are the cumulation of their life experiences to date and most are looking to add another patch to their diverse collection. Some volunteers want us to sew up gaping holes in their quilts, while others want us to erase the stains that mar their perception of beauty. A few have blank spots they want us to fill with something inspiring. Once in a while. someone would like to rip apart everything on their quilt and start over, hoping that we have the skilled hands to help them sew something redeeming.

    But after all, we are a cumulation of who we are and who we have been. No volunteer is a fresh from the package down comforter that we can shake free and fluff to meet expectations. Edna, who looked into the details of the ugly quilt and found meaning in each and every patch possesses the ability to recognize the complexities of volunteers’ motivations and needs. She understands that volunteers are not manufactured fluffy comforters but are individually sewn quilts of textures and fabrics.

    That is why volunteer managers are so good at placing the right best correct most deliberately chosen volunteer in every position and situation. It is our job to see the many patches and know how they will affect a volunteer’s performance and experience. The more compounded and complicated the job, the more relevant those patches become.

    One of the greatest challenges facing volunteer managers today is enlightening our fellow staff on the nuances of volunteer recruitment and retention. Pulling a fluffly comforter off a shelf of hundreds of fluffy comforters is never what we do.

    A patchwork human being takes a lifetime of experiences to create. Reading the meaning behind those patches requires a tremendous amount of perception and skill.

    And when a quilt wraps a bed in harmonious warmth, it is then that the volunteer manager can stand aside and admire the perfect pairing.

    -Meridian

     

  • Oh BTW, Get 42 Permanent Volunteers By Next Month-Part 2 Looking Back

    Oh BTW, Get 42 Permanent Volunteers By Next Month-Part 2 Looking Back

    We have to be prepared for it. One day you’re working hard placing volunteers when bam, you’re now in charge of a new program. Your focused energy now has to be refocused. Your carefully managed time has to be completely reworked. Your priorities which you have so meticulously set have to be reset. It happened to me and I survived and here is a quick perspective regarding the project that was handed to me a long time ago.
    First off, the Good:
    Ok, I learned that I was fairly capable after I waded through all the self-defeating voices and just got on with it. I’ve found over the years that equating my work with my worth just held me back. Once I realized that no one concocted this project in order to make me fail, I could logically begin to actually put a plan in place. Tip: Personalizing thoughts can sabotage efforts, so focus on the task at hand in a logical, non-emotional way.

    Now, the Bad: So I have to admit, I fantasized about all the accolades I would receive when I accomplished this gargantuan feat. But, I wasn’t exactly crowned prom queen. Results were ongoing, fluid and expected, therefore in organizational speak, I did not go above and beyond, even though I felt that I did. Tip: Be careful as to your expectations, but don’t go all “aw shucks” and downplay the results. Frame them in terms of volunteer accomplishments and benefits to organization and clients. Then ask for a raise.

    And then, here are just a few Useables:
    Cross-training volunteers is the same as having extra volunteers. When assessing a volunteer request, I learned to look to all volunteers and not just those on a particular list. I’d ask kitchen volunteers to go into homes of patients in their neighborhood (stop by on the way home? Please?) (Mind you, all volunteers got the full patient training). Nursing home volunteers who I knew did not attend a worship service would be asked to come in once in a while on a Sunday or Saturday. Everyone was cross trained so that they could fill in when necessary.
    Volunteer staying power sometimes is really about finding each other. I learned to make sure that the members of groups working together as a team were compatible with each other instead of simply filling time slots. It took more effort and sometimes a time slot would remain open longer, but after losing volunteers due to mismatched teams, I realized the effort was crucial. Members of cohesive groups encourage each other, fill in for each other, and create that camaraderie that keeps them coming back.
    When you have a big ongoing project, you at least have something to offer volunteers who are interested in volunteering with you instead of putting them on hold. In volunteer training, I used to tell the story of two new volunteers, Della and Debbie who told me that absolutely under no circumstance would they ever work in a kitchen. Well, you guessed it, they tried it temporarily, loved it and not only gave 12 years to the kitchen project, they did fundraising, trained new volunteers and filled in for other jobs.
    Don’t pigeonhole a job: So, sure, kitchen work didn’t sound like meaningful stuff for many volunteers who wanted to work with patients, but we were able to expand the kitchen role by having volunteers take trays into rooms, and chat with families about menu choices which led to some real meaningful conversations. Some volunteers started in the kitchen and moved “up” to working exclusively with patients.
    You have to honestly believe that every job matters and not just try to “sell it”. Why did it matter that volunteers were cooking for patients? Well, heck, the meal the volunteers prepared may have been the patient’s last real meal and shouldn’t it have been made with care? Besides, the patient’s family would see the pretty garnishes on the plate, see the homey touches in the food, and see the hand written signatures on the place mat. But do those tiny actions by volunteers really matter? Oh, wow, did I learn that it’s the smallest things that matter the most. Once I began to experience the project in terms of how it impacted real people, my recruitment pitch changed drastically for the better.

    Somehow, in some way, make it your own. When you initiate a project, you already have ownership and buy-in. When you are handed a project, you need to find a way to make it your own so that your enthusiasm and commitment is akin to a project you created. Since I was handed no real guidelines to follow, I quickly made it my own by giving my project a title and mission statement, thereby taking it from the cold ‘Volunteer Dietary Project’ to ‘Homelike Meals Made by Caring Volunteers.’ It was a simple but very powerful transition from an antiseptic concept to a vibrant and purposeful one that I could get behind.

    Big results come from big work. The effort may take a great deal of time and energy, may go forward then backward, may sometimes look impossible, but with the skills already honed from managing volunteers, a project can succeed. We, volunteer managers are stronger and much more capable than we might think.

    -Meridian

  • Oh BTW, Get 42 Permanent Vols By Next Month-Part 1

     

    Oh BTW, Get 42 Permanent Vols By Next Month-Part 1

    Is this the new volunteer manager job security? A dear colleague and friend to this blog, Eileen from Volunteering Counts in Dudley borough (volunteering counts.org.uk) has astutely pointed out in one of her comments that volunteer managers everywhere should be prepared to undertake new volunteer roles when budget cuts force them to supply volunteers for underfunded programs.

    Ok, sure, but how prepared? Well, I had been on the job at a hospice for less than a year when my supervisor decided to rotate the volunteer coordinators into each other’s regions and so I found myself taking my cute inspirational signs off my newly decorated office wall and settling into a care center location. Here I would be in charge of home team volunteers,  nursing home volunteers and care center volunteers for a 14 bed facility. I felt energized, perfectly jazzed until one afternoon, I was summoned to a meeting with the care center supervisor who informed me that dietary would now be volunteer run.

    “Excuse me,” I choked out.

    “Yes, volunteers will be preparing patients’ meals and you will be in charge of meal plans with the help of a dietician, and you will also be responsible for food procurement, safety, health inspections and training of the volunteers in food management.”

    I think I wet my pants a little at that point. (Maybe that’s why I kept a pair of clean skivvies in a locked drawer all those years)

    I honestly can’t remember every emotion I experienced at that moment. I think I couldn’t feel my fingers. I mean, Saturday evening, Friday evening, Sunday morning, all the traditional time slots that were hard enough to fill on occasion-now I had to fill those permanently? Why hadn’t I listened to my mother and found a real profession?

    Here’s the thing. Volunteer managers everywhere must be ready to have these types of requests dropped into their laps at any time. For most volunteer managers, a great deal of volunteer involvement is determined at meetings in which the VMs are not in attendance. Ideas for expansion, cutting costs or projects are often hammered out in board meetings and sent careening down the slope of middle managers until the edicts land in the laps of stunned volunteer coordinators. And sometimes, these ideas are conceived as a last gasp effort to save a program-“I know, we’ll get the volunteers to do it.”

    I went home and cursed my supervisor. Why me? Honestly, I was terrified, completely afraid that I would never be able to accomplish this task. I calculated that I needed to put at least 42 permanent volunteers in place for all three meals a day, seven days a week. And the God awful hard truth was that it became a long slog.

    When handed a huge project, especially with deadlines, every last millisecond of a volunteer manager’s time, energy and creative focus shifts away from other crucial duties and to the project exclusively. In order to maintain the ongoing programs, a VM has to find some balance and deputize seasoned volunteers into leadership roles.

    When you can’t do everything, you can’t do everything. Identifying key volunteers in preparation for the possibility a big project will materialize is proactive volunteer management and will save your sanity. Ease volunteers into taking leadership roles in existing programs and by ease I mean work alongside them until they are comfortable and you are comfortable in how they handle their roles. But, in my experience, don’t “turn over” a program to someone else if you are in charge. The VM must still be the ultimate person in control and checking in continuously (asking questions, offering support, intercepting challenges) establishes your leadership continuum.

    So, did my project succeed? Yes, it did. It’s still going 20 years later in multiple care centers.

    Was it bone crushing hard?  Oh, goodness, yes, even the smallest of things. I still get throbbing headaches when I smell spilled Ensure and when I see food handlers without gloves.

    Did it take time? I think I missed my son’s graduation from middle school, but he won’t say.

    Would I do it again? If I was younger, yes.

    Was I blissfully optimistic or sadly pessimistic about the possibilities? It depended upon the day I was having. Or whether or not I took my medication.

    Did I learn anything of value? Oh, goodness, so much about so many things.

    Can you share these things? Of course, I will, I promise-the good, the bad and the useable-next time:

    Coming in part two,  A perspective: Takeaways from a huge arse-busting project.

    (At least at this point, you know I survived intact!) (Well, maybe physically anyway.)

    -Meridian

  • Thank You, Thank You For That Silly Answer, Any Answer!

    painting

    Recently I went on a tour of a historical site with some friends and family. From start to finish, I made sure to ask questions of the tour leader and I frequently poked my group members in their sides so they would answer the questions he threw out. Why was that so important to me? Well, I was actually thinking of volunteer manager Jonas.

    “And then the silence was so awkward,” Jonas said one day, recalling the time he took a large, prospective group of volunteers on a tour of his organization’s headquarters. “I really, really pitched the benefits of volunteering with us. I showed them all the great opportunities to volunteer, I stopped staff in the hallway to say hi, I mean, I was passionate and threw out lots of anecdotal stories to get them thinking. But, then, when we stopped back at the lobby, I asked them what they thought and crickets! No one said anything, they just nodded and looked like they were ready to get their things and leave. I felt like a big balloon had popped.”

    Ahhhhhhhhhh, the silent group. We’ve all had them. Now, it’s not that they’re evil, or mean, or out to make us look bad, these are just groups that have a quiet dynamic. It makes it harder to connect with them, and in my humble experiences, I have found the groups that engage in honest give and take will bond with each other, with you and with the mission. But it takes skill to facilitate a group and real effort to create an atmosphere conducive to meaningful conversation.

    So, what can we do to encourage participation by the groups we train, or speak in front of, or tour with? Here are just a few methods I’ve toyed with over the years:

    Begin by establishing your expectations: Tell your group that you are not a lecturer, you are the group facilitator and that you are extremely interested in their comments and questions.

    Don’t wait until the end to ask questions: Ask several immediately and establish the give and take.

    Make it about them: Do research on their group if you can and speak to that or…
    Be an ignoramus: Ask questions about the group itself and let them school you on their interests, reason to be, etc. But keep in mind, it only works if you show genuine interest in them.

    Never start with hard questions: No one wants to be the first to be wrong. And then, when someone answers the simple questions, you can say, “see, you know more about us than you think!”

    Try a simple yes or no polling question and go around the room, capturing everyone: (thereby making everyone verbalize an answer but without having to be put on the spot) Then you can mentally calculate the stats and ask another question about the results. “Are you surprised at the results?” You can compare your group’s results to other groups or national stats to pique curiosity.

    Look for people who speak to each other and ask a question for the two of them to answer.

    Offer “This is one of the questions other groups have asked” and throw out your own question: Follow up with “what do you think?”

    Use humor and be self-effacing: Let them know you are approachable and not authoritarian.

    Break them into smaller groups: Have them discuss a topic then present to the others if you have time.

    I remember one training group I had. No matter what I did, they would not talk. It was just the wrong roll of the group dynamic roulette wheel. These were the hardest hours (over the course of six sessions) of my training life-my voice went hoarse, I started to babble and finally when I was just about to dismiss them ridiculously early, one of the group members raised their hand. “Thank you, thank you,” I silently breathed, not caring if the question was silly or redundant or even, “do you know that you have a piece of spinach in your teeth?”

    From that day forward, I made a promise to myself to never let a facilitator suffer through the silent treatment. Engaging with groups is an art form. You paint a picture and hope they can find something worth admiring or critiquing or just plain talking about. Sometimes you paint in silence, but that doesn’t mean the connection is not there.

    It just may take your best skills to bring that connection out.

    -Meridian

     

     

     

  • They Laughed at My Wall of Binders Until…

    binders

    “I took over from a really nice older lady,” volunteer manager Meghan says, “but one thing I couldn’t understand is why she kept all these reports and sign-in sheets from meetings that were two and three years old. I shredded those in an attempt to keep a cleaner office. Then one day we needed to find a volunteer log from a couple of years ago. I had to admit that I got rid of it.” Meghan’s eyes got bigger, “I mean, what were the chances that we would need it?”

    Oh, the stacks and stacks of paper we create. Information on prospective volunteers, sign-in sheets from meetings, policies reviewed, applications, surveys, new volunteer interviews and volunteer logs are just some of the records kept in volunteer management. But are they necessary?

    For years I was teased about my “pack rat” behavior and folks laughed at my bookcase full of binders that held all the signatures and information I gathered. The binders were in addition to the personal files on past, present and future volunteers that were kept under double lock and key in several file cabinets. These files included background check results,  addresses and phone numbers.

    Did I need it all? Most of the time, no, but once in a while, it proved pretty handy,

    So here are just a few of the occasions when my “pack rat” binders helped out.

    Lawyers for a family needed access to care center front desk sign-in sheets to see if a prohibited family came to visit a client.

    A volunteer was reprimanded for breaking new policy. She claimed she and other volunteers were never informed until the policy she signed at a volunteer meeting was produced.

    The executive director wanted to know if his neighbor actually came to a volunteer informational session.

    A new volunteer insisted that she came to an advanced training but remembered that it was a meeting when shown the sign-in sheets for that training.

    Auditors arrived unexpectedly and requested proof of volunteer trainings. (the actual signatures of volunteers)

    Odd stats concerning volunteers were needed to apply for a grant application.

    A representative from a group of workers that volunteered wanted to know who actually signed in so that they could recognize those employees at the annual company picnic.

    Newer volunteer reporting systems have replaced many of the old binder systems. But the point is, the proof that signatures provide may just come in handy one day. Keeping records of meetings and asking volunteers to sign new policies help keep track of those who are and those who are not yet informed of important regulations. And if a volunteer does not attend an important informational meeting, then a copy of the meeting minutes and policies can be mailed or emailed to the absent volunteer with a request of acknowledgement. (and a friendly encouragement to ask questions or give feedback so that you can explain those regulations).

    While reports and sign-ins may not be flashy volunteer management, they do serve a useful purpose. Signatures are legal proof that you have done your due diligence when it comes to the proper training, conducting educational meetings for and providing necessary information to your volunteers.

    It’s no easy day when you have to prove something and you cannot. Binders and folders on hard drives do not take up that much room.

    Besides, when the CEO wants to know if her second cousin once removed was informed of the new dress code, those boring but carefully maintained wall of signatures will give you the answer in a pretty impressive short amount of time.

    Who’ll be laughing at the binders then?

    -Meridian

     

     

     

  • Huggable Book of Volunteering Stats or Why a Kiddie Pool Can’t Explain the Ocean

    kiddie pool

    “Stats, reports, time management sheets, I’m sick of all of them,” Clara lamented. “None of these truly depicts my day. When I include activities for volunteer retention on my day book, the entries look so superfluous. Unless I write paragraphs as to why spending time with a volunteer is necessary to retain them, it just sounds like I’m having a coffee break all day.” Clara laughs, “sometimes I think I’m just viewed as a caffeine junkie.”

    Yes, stats,  the way we justify our actions. If you, like I, have struggled with showcasing the complex work involved with attaining, training and retaining volunteers, you feel Clara’s pain. Volunteer managers everywhere keep stats on all sorts of activities-impact, volunteer retention, volunteers trained, return on investment (ROI), clients served, events staffed, recruitment efforts, etc. We include anecdotal stories, quotes, pictures and anything else to illustrate the impact of our volunteers on organizational missions and the efforts required to support that work. (Sometimes it feels like bringing a kiddie pool filled with water to describe the ocean.)

    In a recurring fantasy, my Day book  is covered with glittery gold stars and smiley faces and called, “The Doing the Right Thing Day Book.” It is frayed and loved and cherished by the CEO because she believes in doing the right thing above immediate numbers and simplistic reports . Of course in this fantasy I’m also 30 years younger and I actually know how to catch a Pikachu, but I’m off topic here.

    So what if we could report stats that revolved around doing the right thing, even if that meant traditional reporting occasionally fell short? How would that huggable soft leather day keeper look? (Sorry, in my fantasy, the day book is paper based, ’cause you can’t hug excel)

    Here is an excerpt from Week 26 in the “Do the Right Thing” Day book:

    DAY 1 at 9AM:     Trusted my instincts to spend extra time with a 5 year volunteer whose partner has just been diagnosed with cancer. I can see he needs to take some time off and I have placed him on the inactive list thus reducing the number of active volunteers. He may or may not resume volunteering, but, due to his positive experiences volunteering so far, will remain a friend to our organization forever. I will be spending some time to check in on him periodically because I truly hope he returns to volunteering, but also, because I care about him as a person.

    Day 2 at 2PM:  Realized that a situation requiring a volunteer was overwhelming for just one volunteer so took the extra time (three days) to find and enlist the right two volunteers who could support one another while dealing with a very difficult and challenging assignment. Did not meet goal of finding a volunteer in 24 hours, but instead, created a workable solution that avoided one of our excellent volunteers becoming embroiled in a difficult situation, thus retaining two good volunteers for the future and ensuring our client received excellent care.

    Day 3 at 11AM: Temporarily removed a marketing volunteer from staffing events because of recent health challenges. Although volunteer insists that he is physically able to carry boxes, his wife informed me that his doctor has prescribed no lifting or standing for three months. As a result, I reduced the number of available marketing volunteers but salvaged this volunteer’s future potential and eliminated the substantial risk for a workman’s comp situation should this volunteer injure himself while under his doctor’s orders. More importantly, we sent a message to all volunteers that their health and well-being is important to us and we view them as valuable assets. 

    Day 4 at 3:15pm: Spent 45 minutes with a prospective volunteer who admittedly can’t volunteer until sometime next year. This prospective volunteer’s father was helped by our organization and she is interested in giving back, although current commitments are preventing her from taking training. I have set reminders in my calendar for scheduled contact with her throughout the year as I perceived her as an excellent future volunteer. Rushing her at this time will only increase her overload of responsibilities and will cause her to quickly quit. As a result, no new volunteer stat has increased but time spent will pay off in future because this potential volunteer also belongs to several key civic groups that I have been recruiting.

    Day 5 at 6pm: Attended funeral of long-term volunteer who retired due to health reasons more than two years ago. No stat will be affected, but please folks, this is the right thing to do.

    When you think about it, this fantasy Day Book is really a book about trust-trust that volunteer managers everywhere know how to spend their time wisely. VM’s know what to do and how to do it in order to ensure a volunteer program built on excellence, not just for the present, but for the future as well.

    If Executive Directors and CEO’s would just trust their volunteer managers to do the right thing, then stats will fluctuate at times, but will also naturally increase due to the good and hard work put into a volunteer program.

    It’s a huggable fantasy, isn’t it?

    -Meridian

     

  • Volunteering Ointment While the Wound Heals

     

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    I was reading this article on how volunteering helped a volunteer through her grief and it gave me this warm, familiar feeling, like the cracked and stained coffee cup I reach for every morning. It makes me think of all the volunteers with a story similar to this young woman’s who have applied volunteering as an ointment of sorts on their wounds while they heal.

    I think of Paul, whose beloved wife died so young. His gaping open grief was covered by a thin bandage of keeping busy. Helping others, focusing on someone else’s pain and being surrounded by kind people allowed him a chance to slather on the soothing volunteering ointment each time he came. And he stayed for almost ten years as the  ointment became less necessary, but more of a routine that he was used to and so so good at.

    I think of Judy, whose loss was long ago, but unresolved and ever fresh, who talked about the death of her son as though it had happened twenty minutes before. I think of how she instinctively avoided working with any clients, as though she knew her rawness would just get in the way. But while volunteering behind the scenes, she smeared herself in the listening ears of ever patient staff and volunteers who heard her pain and with encouragement, Judy sought out grief counseling.

    I think of Claire, who had been let go from a long-term and secure job. Her wound was to her psyche, and her face showed the lines of deep self-doubt. Every skill she possessed was slashed open, and each job rejection opened her wound again and again. Claire sought out volunteering like a lost pet who puts its nose against a stranger’s patio door in desperation. Her feelings of worth grew very slowly, but steadily until she shook the mantle of worthlessness and viewed each job rejection as a sign of the times. Eventually she gained employment and was more prepared to walk into her new place with confidence on the mend.

    It’s ironic, because each one of these volunteers was not “retained.” Each one of these “wounded healers” used volunteering as salve while delivering extraordinary work to the organizations they served.

    But they did not stay forever. Their retention lasted as long as the ointment helped them to heal enough that they did not need us anymore. Yes, they left not because we did not need them anymore but because they did not need us anymore.

    And just as we celebrate the release of a rehabilitated injured bird back into the wild, we can celebrate the fact that these volunteers were ready to fly. And we can take some solace in the fact that volunteering helped these wonderful hurting people begin to heal.

    So, should we continue to say that volunteer retention is our end game?  I don’t think so, because personally, I’ll take a soul on the mend over retention any day.

    -Meridian

  • The Conversation We Dread: Pain or Opportunity?

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    Or, in reality, “The Horrible, No-Good, Very Bad, Completely Upsetting, “Don’t Make Me Do It,” “I Think I’m Going to Be Sick” Day. Yes, that should pretty much cover it.

    Having that conversation with a volunteer-you know the one, the one where you have to discuss a complaint during that mean chat that will forever label you a terrible, cold person for hurting the helpless volunteer. You may as well burn the volunteer’s house down too while you’re at it-that’s how soul-less you are.

    So, how do we start a difficult conversation with a volunteer after a complaint has been made? And how do we prepare ourselves to have the confidence to do the right thing without melting down into mush? For what it’s worth, here are a few suggestions that I hope help you.

    Remember that you are the best person for this challenge: You have recruited and cultivated this volunteer. You care about them and will do what is necessary to see them succeed. And leaving them to fail is ultimately more cruel than helping them remain on track. Tip: Keep reminding yourself that clearing the air and guiding a volunteer is a growing experience for all of you and you will get through this.

    Practice your opening line: “I wanted to sit down with you today and chat about how things are going,” is fine, but volunteers really need us to get to the point. The more you dance around the topic, the more uncomfortable it becomes for you and the volunteer. It’s better if you nicely state the complaint up front. “Emma, I wanted to meet with you today, because one of the visitors to our museum called us to say that last Friday you were too busy to show their disabled son where the bathroom was located. You are one of our finest docents and have been for over five years now and I want to hear your side of the story. Do you recall this particular incident?” Tip: Tell yourself to use the exact words of the complaint-don’t water them down because the volunteer deserves the opportunity to respond to the exact charges that were brought.

    Don’t apologize for the conversation: Starting out with “I’m so sorry to call you in for this,” or “I hate that we have to talk about this” creates the impression that your organization’s ethical standards are meaningless. Tip: Tell yourself that being neutral, not apologetic helps the volunteer think and respond more clearly.

    Assure the volunteer that you are open-minded and fair but don’t put words in their mouth: “Emma, we want to hear your side of the story,” or, “Emma, let’s talk about what happened,” is better than saying, “I’m sure the complaint is unfounded,” or “this must be a misunderstanding.” Tip: Tell yourself that if the complaint is indeed a misunderstanding, then it will surely become obvious and not to worry. If the complaint is well founded, then you have an amazing opportunity to help this volunteer regain their footing.

    Don’t diminish the person(s) who made the complaint: Saying, “don’t worry, this person complains about everyone,” or “they probably just had a bad day,” negates the actual complaint. Tip: Tell yourself that bridging relationships is one of your strong skill sets and seeing both sides validated is a chance to bring both sides together.

    Allow ample time for discussion: Here is the area in which you will excel at nice-guy volunteer management. These conversations ebb and flow-but the savvy volunteer manager rides the spoken waves with the recurring message that the volunteer’s time and effort is invaluable and their concerns are worth hearing and discussing, even if their actions are in the wrong. Tip: Trust your instincts to tell you when you know the volunteer is satisfied that their feelings, opinions and aspirations are validated. That is when you can move forward with a resolution.

    Follow up with diligence: This step takes you from a manager to a leader. Speak with both parties after your initial conversation to ensure that the resolution works for both and that there are no lingering issues. Tip: Use your best mediation skills to assure both parties that your goal is to provide the finest volunteer involvement possible and that you believe in each person. Keep following up periodically until you see the resolution has been met.

    We can view difficult conversations in the same way we view traveling to a new place. We can tell ourselves that we will hate the new place by thinking things like “It’s going to be too hot,” “I will hate the food,” “the people are too strange,” etc. That usually becomes a self fulfilling prophecy. Or, like the person who welcomes traveling somewhere out of the comfort zone,  we can entertain the idea that this new experience will help us grow, both as a manager and leader.

    Choosing to grow and embrace challenging conversations will strengthen not only your program, but yourself as well. So, while it is perfectly normal to dread a difficult conversation, don’t let the opportunity to excel go to waste.

    You’re not the bad guy, you’re the leader.

    -Meridian