Tag Archives: difficult conversations

Volunteer Clicks or Cliques?

12 Wednesday Dec 2018

Posted by in integrating volunteers, Uncategorized

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One of the most prolific skills volunteer managers possess is the art of matching volunteers to not only roles, but to each other. We work hard to pair volunteer personalities that will mesh. We introduce hand picked volunteers to each other knowing that the team will “click.”

I remember getting all tingly when I dropped in on a team and they were chatting away, enjoying the camaraderie with one another. It’s a real perk to volunteering. You can almost hear the team bonding as each person joins. Click, click, click. But some teams will click so well that they shut new volunteers out.

Being a new volunteer is challenging, especially when dropped into an established group of volunteers. The group is an entity unto its own. The group has a rhythm, methods of interaction, unspoken rules and shared history.

Individually, the group members may be welcoming, but group dynamics dictate actions. So, what can we do to encourage socialization among volunteers but at the same time be cognizant of group think?

  1. 1. Do not just drop a new volunteer into the group unannounced, even if it is only temporary. I brought a new volunteer into a group one day and I thought I had walked into a meat locker, the response was so cold. Alert the group beforehand, talk to them in person, or call to keep from putting them on the spot.
    2. Play up about the awesomeness of the group to the newbie and vice versa. Let the group know that this new person considers it an honor to join such a fantastic well-functioning group.
    3. Appeal to the group’s sensibilities. Say to groups, “I wanted Doug to join you because he’s anxious to do well and I couldn’t think of a volunteer group better able to show him the ropes.”
    4. Make it temporary at first. Say, “Doug will be learning from you and I hope that he can join a group of his own once he’s ready.” Sometimes the group will just love the new person and take them in because the decision was their’s to make. If a newbie is not forced upon them, the group is more receptive.
    5. Check in often. Observing the dynamics of the group will tell you everything about how well the integration is working. Check in to let the group and the new volunteer know that you care about their success.
    6. Make it clear that the organization wants to be inclusive of new folks. I’ve used phrases like, “we don’t want to be the best kept secret,” and “we want everyone to be able to have a meaningful experience. With your help, we can do that with our new volunteers.”

But what if the group still rejects new volunteers? I’ve had groups that, when a member or two is out for extended periods of time get angry because the temporary volunteer doesn’t operate like good old Janet or Bob or whomever is missing. Then, when several newer volunteers tell me that they won’t work with that group because of the way they were treated, I know I have a problem, and it’s time for a volunteer intervention.

Have a chat about change (On their time and turf is best). Invest in members’ feelings. The members of the volunteer group may:

  • be worried that their missing member is sick and will never return.
  • be upset that their missing member is cavalierly being replaced.
  • think that new volunteers will come in and critique them.
  • feel like they’re not doing a good enough job, because if someone new needs to come in, what does that say about their competence?

Assure the group that you care about the missing member. Reinforce the group’s strengths. Make inclusion a source of accomplishment.

Here’s another part to this: Do we, volunteer managers sometimes play favorites without knowing it? It’s natural to engage volunteers who are “super volunteers,” but it’s our responsibility to look out for new people and integrate them into the team. How can we show that we are inclusive?

  • look at everyone in the room when speaking.
  • when chuckling over inside jokes, explain the context to everyone and make everyone part of the fun.
  • when discussing past events, give a synopsis of the event. (and heck, even long-term volunteers don’t know everything about every event)
  • introduce new volunteers in meetings.
  • when asking questions, call on new volunteers.
  • use welcoming and inclusive verbiage.
  • speak to accomplishing mission goals together.
  • enlist long-term volunteers into mentoring new volunteers.

There’s a delicate balance between “clicking” and “clique-ing” and integrating new volunteers into established volunteer groups takes nuanced persuasion.

But then again, ‘Nuanced Persuasion’ is our middle name.
-Meridian

This post is an update from a 2015 post, Click, click, clique

 

The Volorcist Movie Review: Terrifying

10 Wednesday Oct 2018

Posted by in difficult conversations, Uncategorized

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Wow, I’m still shaking. I just got back from a midnight screening of “The Volorcist,” that indie movie from “Magician’s Hat” production company. They’re the same group that brought us “Little Shop of Volunteer Horrors” a few years back.

Yep, my volunteer manager friends and I decided at the last minute to take in the screening. We found the theater, well, actually it wasn’t a theater, it was in the basement of an apartment building but hey, they had popcorn, so we went in and took our seats on the folding chairs. We had decided to dress up as volunteer managers for the movie and a couple of us wore magician’s hats and another carried a magic wand. I opted to wear my pack mule costume which was a mistake. I kept falling off the chair because the “junk” strapped to the back of my itchy mule costume made me top heavy.

Anyway, the synopsis is:

In a quiet non-profit, a pleasant volunteer Rebin, begins to change. She signs her name on the sign in sheet as “wouldn’t you like to know.” Normally soft-spoken, she starts loudly reprimanding other volunteers and pointing out their “mistakes.” She yells at one fellow volunteer for “arriving 4 minutes late,” and screams at another for “bringing in those communist homemade kolachkes for everyone to eat.”

Good volunteers quit in frustration.

Staff seeks answers from the newly hired volunteer coordinator, Darrius, who can’t believe things are that bad. He calls Rebin into his office for a chat. An inexperienced Darrius offers her a cup of coffee and flippantly says. “I hear you’ve been mistreating other volunteers.” He chuckles at the absurd notion.

Enraged, Rebin shouts as she slams her cup down, “well if you did your job, then I wouldn’t have to step in!” A spray of coffee spittle hits Darrius, who takes out his handkerchief and wipes his face. Rebin continues, her eyes wild with anger. “I’m the only one here who does things right.” Just then, the room grows icy cold when the ancient building’s heater unit stopped working again. Puffs of icy breath billow in front of Rebin. The ringing of the desk phone shatters the silence but Darrius ignores it, because he knows who it is (It’s the executive secretary who always calls him when something in the building breaks). Rebin growls at him and walks out.

The next day, Rebin comes up behind a volunteer, Buck and snatches papers from his hand. “You filed the 525 project under P,” she screams, “it goes under 5 you moron!” Shaken staff run from the room. Buck storms out and heads for Darrius’ office.

Overwhelmed and unsure how to handle the situation, Darrius calls the former volunteer coordinator, Lannie, a crusty older woman who agrees to drive her 20-year-old camper where she’s been living since retiring on a non-profit pension back to town to help.

She arrives with a satchel full of worn books on management the following day. Clutching the book her former boss gave her, “Workers Are Wrong, But You Can Make Them Obey,” Lannie suggests a strategy involving using the sandwich method of reprimanding (you know, the one where you praise the volunteer first, then point out that he/she has done something wrong, well, wait, now that you are here with those volunteer eyes looking at you, not really wrong, but maybe just misunderstood, or well, honestly what they did wasn’t so bad, no…wait it was actually justified, or needed and they were actually right all along and what were you thinking criticizing this perfect volunteer and then you wrap up with how great they are and how you are not worthy to have them, so nothing is ever resolved) They call Rebin in.

She arrives, spewing accusations at them and with fear in their eyes, they ask her to sit down. Darrius begins to read out of the policies and procedures manual while Lannie attempts to use healing touch to calm Rebin down. Rebin resists. She pulls away from Lannie, her nervous leg bouncing wildly, causing her chair to move beneath her. It rattles on the floor, making an unearthly sound as she shouts, “I’m that extra layer of caring!”

The Executive Director sticks her head in the door, asking “what is all this noise about,” and Rebin’s head whips around so quickly, it looks like it swiveled on her neck. In an other worldly voice, she hollers, ” It’s not fair! It’s Darrius’ fault! He told me I had leadership potential!” The Executive Director shuts the door and scurries away.

All heck breaks loose. Rebin looks for Darrius’ weak spot. “You’re new. You don’t know anything at all, do you,” and for a moment Darrius freezes, feeling completely inadequate until Lannie snaps him out of it by whacking him with his ‘zen office worker’ mug. Darrius resumes reciting the policies and procedures manual while Rebin laughs maniacally.

Together, Lannie and Darrius repeat over and over, “we have rules, we have rules.” Rebin suddenly growls, “fine, I quit,” and gets up so fast that Lannie falls off her chair. At that moment, Darrius realizes that he needs to step up because he is the best person to make this situation better. He knows what he needs to do.

He runs to Rebin and puts his hand on her shoulder, flinching because she is electric with rage. He gently says to her, “Rebin, I’ve had some volunteers and staff come to me with complaints. I really want to hear your side of the story and work with you to make this right for you and for everyone else. Will you come back and we’ll sit down together and figure this out?”

Rebin relaxes, and Darrius can feel all the anger leave her. She nods, and Darrius promises to call her the next day. Rebin hugs him as she leaves.

An exhausted Darrius helps up his fallen colleague Lannie, who  mutters, “Welcome to volunteer management.”

I would recommend this movie to any volunteer manager who:

a) thinks they can’t work with volunteers who get into trouble

b) thinks they have little control over volunteer engagement

c) is not confident in their abilities to mediate challenging situations

Please join Lisa McDee and me for a twitter chat tomorrow, Thursday, October 11th at 8pm Uk time, 3pm ET, 2pm CT, 1pm MT, 12noon PT on “Dealing with difficult volunteer behavior.” #ttvolmgrs

We are all going to encounter difficult volunteer behavior, but it doesn’t have to be scary.

-Meridian

For more information on mediating difficult behavior, see my July post: Difficult Conversations with Staff or Volunteers

 

 

 

 

 

 

Is Making Volunteers Likable Our Objective?

29 Wednesday Aug 2018

Posted by in difficult conversations, Mission centric volunteer engagement, staff and volunteer relationship, Uncategorized

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I remember my first days as a volunteer coordinator. There was this one volunteer, Addie. She was a tiny, fit ball of northeastern, direct confrontation, piercing eyed judgmental “I’ve been here since the forefront” terror. Staff couldn’t stand her. But she roamed the halls wielding her trusty sword “Gotcha,” slicing apart our ineptness. She was your crusty grandmother, your 87-year-old history teacher and your noisy neighbor all rolled into one, and oh, with a grip of steel. I know because she would grab my arm to make a point. Yep, I still have phantom bruises there.

I danced lightly around her. Although staff didn’t like her, she was, I thought, untouchable. They didn’t ask that I do anything about her, so I figured their eye-rolling was the way we dealt with disliked volunteers. After all, she’d earned her right to be a disruption, to be tolerated, to interpret our policies as anything that suited her purpose. She was, (da da daaaaahhhh) emeritus!

So, what crippling reasons cause us to hide under our desks instead of addressing volunteer behaviors?

  • Lack of specific policy indicators? (for example, policy states theft or inappropriate language is an offense. Policy doesn’t include arrogance or chatty-ness as an official offense)
  • Fear that delivering feedback to a volunteer will be misinterpreted as criticism and the volunteer will quit?
  • Our general fear of confrontation?
  • Volunteer status, such as emeritus? Or staff seems to “put up” with volunteers?
  • Our belief that volunteers are giving of their time, so we should be more accepting of their behavior?
  • The perception that a volunteer is older, wiser, more accomplished, more educated or skilled than we are?
  • Our belief that our jobs are no more than coordination?

The above reasons hold power over us, power that cripples us and prevents us from truly leading volunteers. How can we then make adjustments so we don’t simply going to continue to sidestep situations that can be remedied?

The first step is to prioritize the why. Why is this volunteer here? We know there are multiple underlying and nuanced reasons, all of which we take into consideration when matching volunteers to assignments.

But what is the primary, down to basics reason a volunteer shows up? To complete a task, or fill a role that furthers the mission they believe in. How is this being accomplished?

Taking the focus off of staff’s and volunteer’s personalities allows us to examine the work being done and by doing so we can analyze how behaviors are affecting work quality.

Communicating mission focus to everyone, staff and volunteers alike, lays the groundwork for intervention. How do we do that?

In volunteer orientation or onboarding, emphasize the expectation of excellence. While creating a welcoming atmosphere, stress the importance of volunteers being able to fit within a busy organization. Illustrate the enormous workloads put upon staff. Make clear that while staff appreciates volunteers, the work is most important. Ask your most productive volunteers to speak to and hopefully mentor new volunteers.

Create policy that gives you an opportunity to mediate. Although we obviously can’t write policy for every little behavior, especially if behavior is opinion based. (one staff member believes a volunteer chats too much) We can, however include six month probationary periods, infractions for inappropriate behavior and the specific understanding that it is in the power of the volunteer manager to determine fit. Fit means that a volunteer’s performance will be evaluated on fit within a specific department and the volunteer can be moved to another position. (This is a two-way street; it also protects the volunteer from being stuck with very demanding or uncooperative staff)

Communicate your commitment to supporting staff. Before placing a volunteer, speak with staff about your readiness to intervene if a volunteer is behaving in ways that hinder production. Get the idea out in the open that your focus is on helping staff be more productive and you are leading volunteers, not simply placing them.

Ditch the idea that volunteers will stay because we are nice to them. Instead, remind yourself that volunteers will stay because they are doing work that is meaningful and in order to engage in meaningful work, behavior must align with mission centric goals.

Bravely follow-up and be willing to intervene. Feedback is not always criticisms that will drive a volunteer away. Mediation means taking into consideration the needs of both sides and finding solutions that best benefit the organization. Being on top of situations ensures that volunteers are valued, not tolerated. Ask both sides questions that direct them towards accomplishments, such as “what path do you envision us adapting to increase our survey input results,” or “what small thing right now will help us improve our client satisfaction?”

Be willing to be a leader who can do the hard stuff. Just because a volunteer is emeritus, or wiser, or more accomplished does not mean that you are their subordinate. Your volunteer program is a reflection on you. In your organization, are volunteers valued or are they simply considered a necessary nuisance? Are volunteers given juicy tasks or are they relegated to boring minutia? With courageous leadership comes respect for the program.

Educate staff on working with volunteers. Humanize the volunteers. Stress their character and commitment to the mission. Emphasize their desire to help staff, not hinder them. Highlight volunteer accomplishments with a caveat to staff who embraced them. The more we make staff feel as though they “have to accept volunteers,” the less they will actually accept them. Instead, as leaders, we need staff buy-in and it takes some staff ego massaging to get that buy-in.

Listen to other volunteers. If volunteers are complaining about a volunteer’s behavior, or worse, quitting because of behavior, there’s a clear problem. How many good volunteers are we willing to lose because we would rather not engage in mediating destructive behavior?

And most importantly, act quickly. Intercepting a problem before it becomes messy and unmanageable will keep those sleepless nights at bay. Regularly surveying staff and volunteers can unearth budding challenges. Following up on those challenges early gives a higher rate of successful mediation versus allowing patterns of behavior to cement. And, by showing your commitment to creating an excellent program, your leadership value will exponentially rise.

By focusing on mission goals, we can more clearly see the big picture. Mediating and creating volunteer fit has the following tremendous potentials for a huge return on that investment.

  • More satisfied and engaged volunteers
  • Staff who will champion volunteer engagement
  • Openings to more volunteer roles
  • More recognition for volunteers
  • Respect for the volunteer manager voice
  • More leverage for negotiating new programs, ways to integrate volunteers or eliminating outdated volunteer roles

While confronting behavioral disputes is down right hard and uncomfortable, we will reap enormous results by bravely tackling this challenge. Each successful attempt at mediation will move the needle closer to a professional and more respected volunteer program.

Leading is doing the challenging stuff well. It gets easier once you burst that tension bubble and see how satisfying it is to get results.

After all, we’re not volunteer coordinators who shrug because staff doesn’t seem to like volunteer Addie. We are leaders of vibrant, contributing volunteer programs.

-Meridian

 

 

 

 

 

 

Difficult Conversations with Staff or Volunteers

18 Wednesday Jul 2018

Posted by in difficult conversations, personal development, Uncategorized

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Difficult conversations. We, volunteer managers don’t want to have them, but from time to time, we must. A complaint is lodged against a volunteer and we go numb. This shouldn’t be happening, because well, volunteers are selfless, caring souls who just want to help, right? Won’t we drive them away by reprimanding them?

To make matters worse, what about when a volunteer has an issue with staff and hopes that you will intervene?  Our hearts skip a beat. We’ve just spent hours recruiting and cultivating this volunteer, and now we imagine all that time evaporating.

It’s a part of our jobs we wish to avoid because initiating these conversations is uncomfortable. We exist in a world where we inspire and motivate, so correcting is somewhat foreign to us, a skill that needs to be dusted off once in a while.

But, in order to effectively lead a volunteer program, we have to embrace the difficult duties and look upon them as opportunities.

Let’s examine difficult conversations with volunteers and difficult conversations with staff. Are these two scenarios really much different from one another?

So, how do we start a difficult conversation with a volunteer (or staff) 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. Conversations with volunteers appear in non-italicized font and conversations with staff appear in italicized font.

Remember that you are the best person for this challenge:

You have spent countless hours recruiting and cultivating 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. No one will be as sensitive, understanding or able to guide this volunteer as you.

With staff, remember that you are the best person to speak and mediate for your volunteers. You don’t wish to see them quit because you are unable to act, but want to see them succeed and by mediating, you are furthering that goal.

Tip: Keep reminding yourself that by meeting challenges head-on, you are building excellence. You will get through this and be a stronger, more accomplished leader on the other side.

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 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?”

It’s no different with staff. Add the longer you tiptoe around the subject, the more time is wasted and the more frustrated the staff member will feel. Get right to the point: “Alex, thank you for taking the time to talk with me today about our volunteer Gavin.” (Now, don’t stop here and list Gavin’s great qualities, but keep going and get it out.) “Gavin came to me and voiced a frustration.” (make frustration non-personal, it helps steer the discussion away from emotions and towards solutions ) “He said that he often misunderstands the instructions he’s given and doesn’t feel he can do the job as well as he’d like.” (emphasis is on getting the job done) “I’m here to help fix this so you get the help you need.” (focus on the work)

Tip: With a volunteer, tell yourself to use the exact words of the complaint-unless there are personal insults involved-don’t water the nature of the complaint down because the volunteer deserves the opportunity to respond to the exact charges that were brought.

With staff, you have to frame the complaint into mission specific goals such as “volunteer Deena needs more guidance in order to excel at her job, something she is really committed to doing,” versus “volunteer Deena says you never spend any time with her.”

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.

Same thing with staff. Beginning with “I’m so sorry to take up your time, you know how it is with volunteers,” creates the impression that volunteers’ help is not valuable. Instead reiterate the volunteer’s sincere desire to lend support. “I’m here because volunteer Janus is concerned he is not being the help he wants to be.”

Tip: Remind yourself that being neutral, not apologetic helps the volunteer think and respond more clearly.

With staff, this is an incredible opportunity to stress that volunteers are there to support and further the mission.

Assure the volunteer or staff 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.”

Same with staff. “I know that volunteers can be tricky,” or “I realize you don’t have time for this, but..” sends the message that engaging volunteers is not worth anyone’s time or effort. Instead, thank the staff member for making an effort to engage volunteers.

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 or help the staff member become better at cultivating volunteers.

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.

It’s the same with staff, don’t diminish the volunteer role.

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. Ditto with staff.

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.

Same idea with staff-if they need to, let them express their frustrations with time management, heavy workloads etc. Then, seize the opportunity to sell volunteer help. Assure them that your job includes their satisfaction, that you will address and help with any issues concerning volunteer training, performance etc. This is a time to reassure them that you are on their side and are not dumping volunteers on them, but rather, working diligently to get them skilled, committed volunteers who will help and support them.

Tip: Trust your instincts to tell you when you know the volunteer or staff member is satisfied 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. Following up with volunteers and staff shows your commitment to a successful volunteer program, one in which you don’t take sides, but one dedicated to mission centric goals.

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. Reach beyond emotions and center on the good work being done by your organization. Refer to excellence often, while assuring each person that you believe in their abilities to work with one another. 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, or the uncomfortable girl, you’re the leader of volunteering excellence.

-Meridian

This post originally appeared in 2016 as The Conversation We Dread: Pain or Opportunity