volunteerplaintalk

Tag: volunteers

  • Attention: The Volunteer Department Now Has Ground Rules

    Ground Rules for Volunteer Departments

    “I need 8 volunteers or maybe 9, no wait,” she says, grabbing your arm in the hallway, “yeah, make it 10, the more the better, right?” Her attention is on the person down the hall, but she glances over her shoulder. “Have them at the Reed Center at 9 tomorrow.”

    Well, hello ground rules. Continuing the conversation from last week, (and a big shout out to everyone who weighed in here and on LinkedIn with great ideas on their excellent ground rules) here are two ways to look at setting them up.

    MY OWN PERSONAL FANTASY GROUND RULES:

    Three staff members request volunteers. Count the number of letters to determine which request gets top priority: The smallest number of letters wins.

    Amy: A

    Roz: R

    Herschel: H

     

    Ground Rules

    As you can see, Herschel clearly wins even though he only gave 3 days’ notice to find volunteers versus the week Roz gave.  And Amy, well, it will be a cold day in Honolulu before she gets a volunteer, unless it’s the guy that has to do court ordered volunteering, the one that talks incessantly about how he only had two beers when he crashed into that tree. Yep, Amy, I got your back.

    Ok, now for real. What are some of the priorities that can actually be weighed against less important requests? When proposing the adoption of priorities versus non-priorities to upper management, bring a few examples of how you look at prioritizing volunteer engagement.

    And don’t be afraid to drop the “S” word: Strategy. As in, “in order to better serve the mission, let’s strategize our priorities.”

    Your list of examples will spur senior management to adopt a “Priority Principle.” Setting priorities means asking the following questions and assigning a weight to each one. Weight determines priority status.

    Do the clients come first, no matter what? What does the mission say? Clearly, the client’s needs are the reason we exist. This is a great place to start, because weight should be the highest.

    What does the organization need to run smoothly? Volunteers are vital in keeping the organization running. Do volunteers fill in for staff when they are absent? Do volunteers take weekend shifts? Do volunteers occupy roles that must be filled in order to serve clients? The weight here has to be really high.

    Which stakeholders count the most? Donors, dignitaries, potential clients and influencers all carry weight. What events or strategies involve the most bang for the buck? This is where weight will flesh out low priority requests. Staffing a booth at a last-minute  weekend fair carries little weight against an annual festival with high visibility attended by key stakeholders.

    Is the time frame reasonable? Weight needs to balance up and down between last-minute and timely requests.

    Is the request feasible? It may be hard to define feasibility, because we typically entertain all requests. (which does not imply all requests will be met) Having a listing or report outlining the skills, availability and interests of the volunteers can be applied against requests. Weight is equal to feasibility. For example, you can say…

    At this time, we do not have any volunteers who have an interest in washing the board members’ cars as a ‘thank you.’ Time spent trying to convince our volunteers that this activity is more meaningful than engaging with clients or keeping the reception desk staffed will deplete precious time from requests that further our mission.

    What is the amount of work involved when enlisting volunteers? Work=time=there’s only so much, even if you work sixty hour weeks. How many volunteers are requested? How specialized are the skills needed?

    Are any of the following factors within the request out of the norm? (timeframe, location, ability to get to assignment, duties, weather, duration, stress level, etc.) Complicated requests require additional time and if the complicated request holds a high priority, then the weight of other requests is reduced by a factor reflecting the extra effort needed to obtain volunteers.

    How does this engage volunteers? We must add this one into the mix. Volunteer retention or sustainability is directly related to engagement. Strategizing retention must be highly weighted and given top priority.

    We may not agree with all of the decisions made when administration strategizes priorities, but we have to be flexible because having administration’s ‘stamp of approval’ will be worth it the next time a flurry of requests are dropped on your desk.

    Volunteer services is not a buffet of ordering without end. Actually, even buffets have a limited number of choices if you think about it. I can’t get Tantanmen at any of the buffets in my area, although I crave it. So, why should anyone be able to “get” a volunteer to sit outside the chapel “just in case an upset family member should enter?”

    Professional, efficient volunteer departments need ground rules in order to ensure the priority requests are met. After all, at year-end, the organization is no better off because you ‘got’ five volunteers to dress up like clowns at some poorly attended event, right?

    -Meridian

     

  • Volunteer Department Ground Rules

    volunteer department ground rules

    In this dream you walk up to a woman sitting at a desk. Behind her, a closed-door is visible in an otherwise blank wall. “I need,” you say to her, “two camels, a box of jellied donuts and a ladder.”

    “When?” she says, writing it down.

    “Tomorrow.”

    “I see.” She rips the sheet of paper off the pad and disappears behind the heavy door, closing it with a thud.

    That’s volunteer management. Where has she gone? Are there actually camels back there? Will the donuts be fresh? Is the ladder being used by someone else? Is mine the only order she is filling? Will she be back by tomorrow?

    This is why there are ground rules. Take baseball. If a batter hits a ball that bounces off the left field grass and goes into the bleachers, that’s a ground rule double. It prevents the runner from unfairly advancing and the left fielder from climbing into the bleachers and fighting the fan who picked up the ball. (well, ok, that’s a bit overblown) But without ground rules, how can anyone requesting volunteer help know what goes on behind the closed-door? How can they possibly know priorities, or time frames, or volunteer availability or the feasibility of their request?

    Too often, volunteer departments operate reactively, disappearing behind the door to field multiple requests at a time. Many of those requests are last-minute, some are more complicated than others, and some morph on a daily basis. On top of these requests, the volunteer department is tasked with keeping revolving or permanent volunteer spots filled, spots that are routinely being vacated by volunteers who are absent for a myriad of reasons such as illness, vacation, moving or quitting.

    And sometimes, if we are brutally honest, the most reliable and skilled volunteers are paired with the squeekiest wheel and not the most engaging assignment.

    So, let’s imagine two volunteer spots are vacant. One spot is for a volunteer receptionist on the weekend when the staff receptionist is off. Phones have to be answered. The other spot is for a volunteer to deliver vital equipment to a client, also on the weekend. The client needs the equipment. Which one of these vacant spots takes priority?

    With no ground rules, volunteer managers are expected to fill all spots, every time and in every time frame. It doesn’t matter when the requests are made, or how many volunteers are needed, because there are no ground rules. So what if the volunteer manager is fielding ten requests at once.

    Volunteer departments need ground rules in order to end the scrambling madness. We need to outline the process behind the door in order to organize our systems for the good of everyone. With that in mind, what might these ground rules include?

    Priorities: What volunteer requests are the most important and need be filled first, should all requests come at the same time? Client based? Permanent or recurring roles that fill in for staff? Recurring roles that make the organization work such as kitchen or receptionist help?

    Time frame: Should a request made two days before an event have the same priority as one made weeks in advance? Having a clear chronological order or queue is a necessary ground rule. First asked, first filled will force staff to amend the last-minute request behavior. But wait. What if a volunteer calls in sick last minute for a higher priority position? Does that go to the front of the queue?

    Feasibility of time spent: Requesting 20 volunteers who are willing to wait tables versus 5 volunteers to pass out flyers have differing time investments. How can this be addressed? Does a request requiring more time spent finding volunteers take precedence over one that is simpler? Or does one major event attended by potential donors and stakeholders take precedence over smaller, lesser events?

    Setting ground rules won’t work if the volunteer department simply types them up and hands them out. There must be a buy in from the CEO on down through the department heads and a willingness to support the volunteer manager in the instituting of them. Asking senior management to outline priorities in say, a task force is not unreasonable and may also have the added benefit of encouraging the hierarchy to outline other organizational priorities as well.

    Look at it mathematically. If there are too many requests with too little time frame and not enough skilled volunteers, then some requests will go unfilled, right? With priorities set and ground rules established, the most beneficial, most time worthy and most bang for the buck requests will be filled first.

    How many times have we mused that “no one knows how to do our job until they do it?’ We are like that lady in the dream. We take the order and then disappear behind the closed-door. We are hiding the effort, the juggling, the piecing together, the circling back, the reaching out, the doubling down, the soothing over, the listening to, the rearranging, the sorting, the skills assessing and all the other components needed to engage volunteers. We are tearing our hair out behind the door and then smiling, stepping back outside while covering our bald spots with that crazy hair paint.

    Ground rules are not just for baseball. Next time: Setting ground rules, or how to prioritize what’s going on behind the door.

    Volunteer managers, let’s set some ground rules and play a better game of baseball.

    -Meridian

     

     

     

  • And The Gold Medal Goes To…

    And the gold medal goes to

    By any chance, did you watch the Volunteer Manager Olympics last night? Oh my gosh, it was exhilarating. Volunteer managers from all over the globe participated in events showcasing the best practices in engaging volunteers. In case you didn’t get a chance to see it, these are a few of the event highlights:

    Negative News Delivery to a Volunteer Curling: Wow, this is a tough event that takes skill, straight forward delivery, an eye for “spot on” results and messages that stick. Volunteers had to slide their “message stone” onto the button and curl around the “objection stones” in their way.

    Volunteer Manager Juan deftly took gold by sliding his message stone onto the button (bullseye) when he took an errant volunteer aside and showed her a copy of the policies and procedures manual outlining the reasons she couldn’t accept jewelry from the client. He curled around her “objection stone,” her objection being that “the client insists and I don’t want to seem rude.” His stone was spot on because, when he explained the importance of clear boundaries, the volunteer not only understood the policy without getting angry, she vowed to help educate other volunteers on boundaries. Go Juan!

    Volunteer Manager Darise took silver when she curled around a teen volunteer’s snide objection stone (“Don’t forget, my mom’s a senior manager!”) and stood her ground, saying, “no, you are not allowed to bring all your friends to hang out here, this is an organization doing meaningful work and we expect everyone to comply.” Darise said that she often practices in the mirror before having difficult conversations. Sure seems like that practice paid off!

    Avoiding Disruptions and Setting Priorities Giant Slalom: This is an event that rings true for all volunteer managers. Barreling downhill towards a finish line, these Olympians had to get by the gates of distraction.

    Volunteer Manager Gwen took her first gold medal in this event. She deftly navigated around the distraction gates by posting a sign on her closed-door that read, “Volunteer Planning Session 1:00-2:00 in progress. I will be available at 3:00.” This year she added a new skill and only checked her email twice in a day, which meant that she actually got some work done on a project. When Gwen accepted her medal she said, “I’m accepting this for all those volunteer managers out there who are struggling with constant disruptions and want them to know that they too, can set priorities.”

    Volunteer Recruitment Snowboarding Halfpipe: This crowd pleasing event shows off volunteer managers’ creativity and flexibility. On the halfpipe of volunteer recruitment, volunteer managers perform their best tricks.

    The gold went to Volunteer Manager Amir after the judges scored a record 95.7 for his recruitment run. Putting down tricks such as ‘creating a volunteer recruitment task force’ and ‘revamping the organization’s website to include easier access for prospective volunteers’ gave him a solid start. But the biggest cheer was when Amir threw in his signature trick, the “Amir Woo a Volunteer” where he equips staff and volunteers with business cards that read, “We Want You to Volunteer, call this number.” Amir told reporters, “trying new ideas paved the way for my gold medal run. Not everything works, but I’ll try it and see what does.” Thanks Amir, you make me want to try something new!

    Volunteer Sustainability Ice Dancing: In this visually stunning event, pairs of volunteer managers from unrelated organizations perform a volunteer retention ice dance together to inspire volunteer sustainability. It is the epitome of cooperation and working in unison for volunteer engagement.

    Two newcomers and this year’s gold medalists, Volunteer Manager Jason and Volunteer Manager Yumiko took the arena by storm when they ice danced to “We Are Family” by Sister Sledge. Jason, who manages volunteers at a museum and Yumiko, who leads volunteers at a woman’s shelter performed a magical twizzle. They cooperatively shared volunteers by assessing their volunteers’ talents and referring idle volunteers to each other. They also alternated providing training and continuing education to both groups of volunteers which built a camaraderie and inspired volunteers to help both organizations. Jason and Yumiko received a standing ovation.  At the podium, a joyful Yumiko said, “It’s so great to see our volunteers working to help both of our organizations. It makes Jason and I proud when our volunteers get together and share ideas.” Jason agreed as he hugged Yumiko. “We feel it’s about thinking of the volunteers’ needs and not about being selfish.” Congrats Jason and Yumiko, you two are the future of our sport.

    Wow, I’m hoarse from cheering. What a great representation of our sport, er profession. The future of volunteer engagement is looking bright.

    -Meridian

     

     

     

  • Don’t. Do. This. Ever.

    Don't Do This Ever
    from: floridastateparks.org

    Sometimes misdeeds are huge, indefensible and devastating. Take the ongoing scandal involving Oxfam for instance. It’s big.

    But slippery slopes lurk everywhere, like alligator eyes floating above the river, waiting to take you down. Misdeeds can begin innocently and maybe they won’t make the front pages, but they will ripple through your water when that gator pulls you under.

    Melanie was a volunteer coordinator who cared deeply for her volunteers. She personally interviewed each one to get to know them and understand their strengths. She attended birthdays, took volunteers to appointments and helped when volunteers needed assistance.

    One of her volunteers Dorothy, was a widow, her husband having died a few years before. Melanie invited Dorothy over for dinner a few times a month and introduced her to her husband and children. They welcomed her, making Dorothy an honorary family member. Taking care of Dorothy made Melanie feel really good about her role as a volunteer manager.

    But one day, Melanie came to work and was called into the CEO’s office. It seems that Dorothy’s daughter, who lived out-of-state, came to visit her mother and went through some of her mother’s finances. She discovered Dorothy had loaned Melanie money to pay for a soccer clinic for the kids. Innocent, right? Melanie was put on probation, paid the money back and more tragically, never recovered her exuberant spirit. She became cautious, bitter, not sure how she could ever be close to her volunteers again. She quit.

    What is your gift/loan/money policy at work? Does it include volunteers? We tend to make sure our volunteers know their boundaries, but do we have policy regarding staff’s (including us, the volunteer manager) boundaries with them? (for an example of employee gift policies, see the balance)

    While we seek to forge deep relationships with our volunteers, we have to keep this in mind: We are the volunteers’ supervisor. Not a peer, not a friend, not a counselor, not a family member, not the fixer of their lives. We are their boss.

    As their boss, we must define gifts to and from a volunteer. Is a card ok? A cup of tea? Seriously, these items all have a monetary value and defining value helps to create policy and creating specific policies regarding gifts between staff and volunteers will save any misinterpretation down the road.

    If a volunteer offers money, or a gift card, tickets to an event, a new blouse they bought but don’t like, say no. All of these items are alligator eyes peering at you from beneath the water. They all have monetary value. Instead, ask that volunteer to donate the money or item to the organization in your name and for heaven’s sakes, ask them to write a note accompanying the donation saying how awesome and ethical you are.

    But NEVER take money from a volunteer for any reason. It’s the grand poobah of slippery slopes. And having that policy in writing gives you all the backup you need to say a polite but firm “no.”

    Some misdeeds will be headline news, will damage a charity’s reputation and set the great work done by so many other dedicated staff and volunteers back by years. That’s a tragedy. These misdeeds may be so egregious that they are obviously wrong to the rest of us, but, then, there are the minor little innocently begun misdeeds that also damage good intent in subtle, but very real and lasting ways. Every day simple mistakes ruin good careers.

    Be involved with and care about your volunteers, but when it comes to money, Don’t. Do. This. Ever.

    -Meridian

     

     

     

     

  • It’s 38 Degrees Outside, But It Sure Feels Like 19

    Its 38 degrees outside but it sure feels like 19

    Brrr, when its bitter cold outside, we dress for the “feels like” temperature index, right? This apparent temperature takes into consideration the way wind speed, relative humidity and actual temperature feel like on the human body. If humidity is low and the wind is strong, 38 degrees feels like 19 degrees.

    Maybe we, volunteer managers need our own “feels like” index based on the “feels like” temperature index utilized in weather forecasts. Let’s call it the “Intent Index.”

    Our “feels like” intent index is based on the addition of tone, (TO) and preconceived notions (PN).

    So, in other words, what someone says to us can feel quite different from their words alone convey, based on their tone and preconceived notions. We, volunteer managers are really used to hearing these underlying intents.

    Some examples are:

    Volunteer Todd: So, that was an interesting assignment. I suppose you had a good reason for putting Humphrey in charge of us.  (did you just feel the temperature drop?)

    click to hear what Todd is really saying:

    Marketing staff member Zoe: Thank you for getting those five volunteers last-minute. We managed to muddle through. (get your coat, it’s getting colder in here)

    click to hear what Zoe is really saying:

    Corporate volunteering partner Dana: I’ve already been told by other volunteer coordinators that volunteer organizations can’t accommodate fifty people on short notice. I guess we can send twenty. I’m sure our CEO will understand. (oh my, the temperature just plummeted!)

    click to hear what Dana is really saying:

    When you feel the tone and preconceived notions at play, the question then becomes, should we ignore the intent index and just let these things go? Or, just as we dress for the “feels like” temperature outside, shouldn’t we be prepared to address conversations that have underlying messages?

    What to do? Well, when we feel someone utilizing tone and preconceived notions as a not so subtle message, it’s ok to ask about it, to get these intents out in the open so as to find their origin, dispel the myths and clear the air.

    We can counter with statements and questions such as:

    • “Thank you for that feedback, but I’m hearing something else too. Can you tell me what you felt went wrong?”
    • “That’s very helpful. But I’m wondering about your other statement which seems to imply something else. Did you experience something or hear someone’s negative experience that makes you think that?”
    • “I’m glad you brought that up. I’m perceiving some dissatisfaction and it’s my goal to provide excellent volunteer experiences. I’d love for you to share with me the reasons you are dissatisfied.”

    Now, none of these responses mean that we have to fix or agree with everything we hear. These are simply meant to open a dialogue so as to understand these underlying intents. From openness, we can begin to show, educate, resolve and repair.

    When it feels like 19 degrees outside, we get out the gloves and mittens. There’s no reason we can’t also prepare ourselves for the drop in meaning when confronted with the “intent index,” and take charge to address the intent.

    Feels like something a leader of volunteers would do.

    -Meridian

     

     

     

  • “We want to work with staff who have drunk the Kool-Aid,” an interview with Laura Rundell, CVA

     

    An Interview with Laura Rundell, CVA
    Laura Rundell, CVA with a mug of Kool-Aid

     

    Recently I had the pleasure in chatting with Laura Rundell, CVA, the Volunteer Coordinator at LifeBridge Community Services in Bridgeport, Connecticut.

    VPT: Laura, tell us a little bit about your background in the volunteer management sector.

    L: I’ve been involved in the volunteer sector since 1999.  During grad school where I received my Master’s in History, I worked part-time for the Park service. I have also worked for several other organizations, including the Spellman Museum of Stamps and Postal History in Weston, Massachusetts, the Phipps Conservatory in Pittsburgh. Pennsylvania and I am currently the Volunteer Coordinator at Life Bridge Community Services in Bridgeport, Connecticut.

    VPT: And how long have you been at Life Bridge?

    L: I’ve been here since 2014.

    VPT: What brought you to volunteer services?

    L: It was at the Phipps Conservatory that I began to fall in love with volunteer management. I had come from a smaller organization to Phipps and found out they had over 500 names on their volunteer list, so the scope changed dramatically.

    VPT: And how did you come to be at Life Bridge?

    L: I moved to Connecticut and landed at Life Bridge in 2014.

    VPT: You’ve had a number of experiences thus far. What have they taught you?

    L: Not all my experiences were perfect. An already challenging job is much harder when the goals for the program and the roles for volunteers are less defined.

    I appreciate where I am as a volunteer manager now and loved my time at Phipps because they support the volunteer program and there are clear expectations and specific roles for volunteers.

    VPT: Can you give us an example?

    L: Yes. When I was invited for an interview at Life Bridge, I noted that the person who would be my supervisor had the CVA credential. It was clear they had put thought into their volunteer program and knew what it would take to make it successful. In my third interview, I was sitting at a table with all of the staff who would utilize volunteers in their programs. I was really impressed that they put so much thought and effort into recruiting for this position and knew then it was an organization I really wanted to work for. I was delighted to be offered the position.

    VPT: That is impressive.

    L: And, just recently, our Executive Director asked for a volunteer to be involved in researching best practices for a project. That shows commitment to engaging volunteer help at all levels of our organization.

    VPT: I’ve noticed you are weighing in on articles and blog posts more and more and that is great; we need more voices. What do you feel is the future of volunteer management?

    L: I see so many non-profits stretched thin and need more volunteers to take on a greater role.

    VPT: That’s a good thing for increased volunteer participation, right?

    L:  Yes it sure is, but I think the number one challenge for most volunteer coordinators is recruitment. It will be an even bigger challenge moving forward to keep filling those roles with qualified and committed volunteers. It means we all have to “step up our game”.

    VPT: Are you seeing changes in the volunteers who are stepping forward?

    L: There are more episodic volunteers, more students who are seeking career experience, and more individuals in the midst of a career change seeking resume enhancers and references. There are also more opportunities to recruit corporate and college groups.

    VPT: Are there inherent challenges with episodic volunteers?

    L:  We have had some really great short-term volunteers. Not every role is appropriate for someone who may only be with us a short time though. Some roles require clearances that can take 4 weeks to get back, so we really hope the person in that role can stay with us for at least a year. We’ve also gotten some really great college and corporate groups. However, walking that balance between offering the flexibility large groups may require and making it a meaningful opportunity that adds value to the organization is a challenge.

    VPT: What have you discovered about recruiting volunteers that you can share with us?

    L: You have to respond promptly when an applicant contacts you. When I relocated to Pittsburgh from Massachusetts, I contacted several organizations to volunteer and never got a return call. That was really frustrating.  After that first contact though, the applicant has to be invested — it has to be their choice to move forward. I have learned you can waste a lot of time spinning your wheels if an applicant doesn’t respond to a request to meet with you, doesn’t show up for an appointment or doesn’t follow up afterwards.

    VPT: Changing direction, do you feel as though volunteer managers are starting to build a community with one another?

    L: By the time I became a CVA, I was linked to a community of volunteer managers. But, often, a volunteer manager is a department of one and is isolated. When I was in Pittsburgh, I reached out to similar volunteer organizations and we volunteer managers would get together a couple of times a year to have lunch and share best practices. Here in Connecticut, we have Volunteer Square and they have done a wonderful job in creating a Professional Development Series for volunteer managers. I’m honored to serve on their advisory board.

    VPT: So, there are some steps being taken.

    L:  You know there is an Association of Fundraising Professionals (www.afpnet.org/) for those who are in the fundraising end but we have no association for volunteer managers.  I wish we had one nationwide organization. Not everyone can attend a national conference, but if we had a national association, we could have branches in our areas that we could connect with and could set national standards for our profession.

    VPT: What do you see as future challenges for our profession?

    L: As non-profit funding continues to decline, there will be more and more dependence on volunteer programs to pick up the slack and organizations will be utilizing volunteer services more. As everyone scrambles for a piece of the ever-shrinking pie, we need to have a unified voice instead of competing against one another for limited resources. For instance, if we all required that courts who refer mandated community service applicants to our agencies provide the funding necessary to fully vet, train and supervise these applicants, we might make some real changes in how court mandated service is assigned nationally.

    VPT: What advice do you have for new volunteer managers?

    L: After I moved to Connecticut, I remember talking to a volunteer I worked with in Pittsburgh and the volunteer said, “We want to work with staff who have drunk the Kool Aid.” If staff is unhappy, or does not believe in the work, then volunteers pick up on that. If an agency has a lot of turnover and has difficulty retaining paid staff, than recruiting and retaining volunteers may be an uphill battle.

    L: I would also say, make sure you connect with other volunteer managers in your area. I have learned so much from my colleagues. Just an hour spent talking with another volunteer coordinator over lunch or coffee can be invaluable. You can learn “It’s not just me…others have this problem too” Also, obtaining the CVA (certified volunteer administrator) is very helpful. I feel like the CVA credential has given me more of a standing in my organization. The CVA gives me ethical standards to adhere to and by virtue of my having it, my volunteer program is elevated.

    L: Also, you need to have rules and policies in place and stick to them. If someone wants you to waive the requirements for a new volunteer, remember this: There are bad actors who seek out vulnerable populations. This is why we don’t bend the rules. Make sure you have a volunteer manual, written policies, and an agreement letter for the volunteer to sign.

    VPT: What makes a difference for you?

    L:  I feel blessed to do what I do. Yes, there are challenges, yes there are frustrations, but a well-run volunteer program can leverage the passion and talent of volunteers.

    L:  I’ll leave you with my favorite story about a volunteer. Before I was at Phipps, I was in charge of an exhibition opening of student art work in Pittsburgh. The students, their parents and the artist they worked with were all on their way, along with a volunteer to help at the reception. Right before the event, we had a severe storm warning and most of our staff left the building. Meanwhile, our volunteer drove through the storm to be there. The kids and their parents all had a great time at the exhibition opening because the volunteer made a commitment and the storm wasn’t going to stop her from coming! That is just one of the stories that keeps me motivated and gets me up in the morning.

    VPT: Thank you Laura for your insights and for sharing with us today. We look forward to hearing more of your voice in the volunteer management arena.

     

     

  • Why are Volunteer Managers So Darned Repetitive?

    I Repeat Why are Volunteer Managers So Darned Repetitive

    “See you then!”

    Oh those 3 innocent words, words we utter in good faith. We’ve made sure the assignment is solid, and we’ve handpicked the volunteer. What could go wrong?

    Yuri, a new volunteer manager excitedly forwarded the city council’s emailed invitation to her volunteer, Chase. He had been chosen to receive the Samuel P. Goldman annual award for charitable work.

    Yuri sent the email, adding that she would meet Chase there. She arrived early that day and took a seat in the audience. When the council meeting got underway, Yuri kept glancing towards the door, watching for Chase. With growing unease, she finally tiptoed out of the room and stood in the outer hall, where she pulled out her address book, and dialed Chase’s number. “Where are you?” She whispered into the phone.

    “I’m here, at the Goldman Center,” Chase answered, “and there’s no one around. Where are you?”

    Ahhhhhhhhhhhhhhhhhh, crap. The email she had forwarded wasn’t particularly clear on details. Chase had assumed that the award ceremony would take place at the Goldman building instead of the city council chamber. Since it was too late for him to get there on time, Yuri accepted the award in Chase’s absence, all the while kicking herself. Not only was there a missed photo opportunity, there was the disappointed council and now she had a dejected volunteer who had lost a chance to be recognized for his hard work. It was a trifecta of volunteer management disasters.

    One lifelong habit learned the hard way from managing volunteers is to be clear and repeat, as often as necessary. Even now, my emails or conversations with friends contain the repetition I developed as a volunteer manager.

    “Hi, Linda, thanks so much, it sounds like fun, would love to get together. I’ll see you next Tuesday the 27th at 3pm at Barnaby’s, the one on Mission street near the stadium. I’ll grab a table if I’m early and let the hostess know you are coming. It’s not a shiny, new, bold idea, but in the back of my mind I can still see the time I arrived at the county building while everyone was at the district court building for the event, over thirty miles away.  Yeah, missed my volunteer’s naturalization ceremony as a new US citizen. Can’t get that back.

    When a pattern of miscommunications pile up, (and it doesn’t matter whose ‘fault’ it is, it just matters that it happens) we, volunteer managers quickly develop a system to prevent miscues and false assumptions. Usually, the system entails:

    • transcribing the volunteer task, repeating it, then emailing the requestor with the details to make sure we have all the correct facts.
    • emphasising each detail with the volunteer, making sure that time, date, place, length of task, expectations and any particulars such as “the front door will be locked, go around to the side entrance,” is understood.
    • repeating the volunteer confirmation back to the requestor, usually by email, with the added benefit of asking for any changes they may have neglected to pass along.
    • a reminder to the volunteer, highlighting the details again, and asking if there are any questions or issues.
    • framing conversations and correspondance to highlight necessary details.

    It only takes a few disasters to force us to find a better way. While repetition may seem old school, it can mean the difference between smooth volunteer engagement and costly missed opportunities or errors.

    Luckily, technology helps.

    Calendar reminders to “check with Giovanni for Wednesday’s event” aids in the process, especially when a volunteer agrees to an assignment more than a few days out.

    Blast emails about a large event with clear, emphasized details in bold can be sent daily, right up to the event, with each new email eliminating fluff and narrowing down to time and place.

    A volunteer making “reminder calls” can intercept problems before they occur. They can go over details with the volunteers or leave messages reiterating the particulars.  When the assignment or event is over, the volunteer can then make “feedback” calls and ask for future availability.

    Good intentions cannot guarantee success. Instead, the habit of clearly stating directions, and repeated checking in may be cumbersome up front, but in the end, it saves us from embarrassment and disastrous outcomes. And when it becomes a routine habit, it doesn’t take much time at all.

    Yep, sometimes old school has its advantages.

    -Meridian

     

     

  • Sometimes, You Fight the Good Fight and Sometimes, You Go

    Sometimes, You Fight the Good Fight and Sometimes, You Go

    I had a different post all ready to go, and it just didn’t feel right today, not after the lunch I had yesterday with a very good friend and volunteer manager. Ironically, I had just read the brilliant post by Elisa Kosarin on her blog, Twenty Hats about a note to self: When your volunteer mindset needs a boost.

    Elisa talks about the disparity between a volunteer manager’s salary and the value we assign to ourselves. Are we valued? Can we overcome the perception that we are not worth much?

    But back to my friend. She’s done. She’s looking for another job, outside our field.

    And she is one of the most naturally talented volunteer managers I have ever met. She knows people. She understands motivations. She is passionate about her mission. She embraces projects. She works hard.

    She told me she just wants to be in a place where her talents are cultivated. She just wants to stop having to explain over and over her worth and the worth of her program, just to be shot down when she needs resources. She just wants to feel supported by her supervisors. She said she felt like a prop, one in which her caring face hid all the cavalier attitudes behind her. She just wants to be paid a fair wage.

    It hurt to the core to hear how miserable she is and even though a part of me wanted to say, “But the work! The work is why we do this,” I couldn’t. It would have rung hollow, after all she has been experiencing.

    So I agreed with her. Leave. Find a job where they appreciate your talents. If that is at another non-profit, then great, but if not, go where your soul is happy. We talked about how she could help a for profit company invest in community service. With her list of skills, enthusiasm and creativity, she will shine somewhere if just given the chance.

    Thankfully, not all organizations that engage volunteers are as difficult. Most are serious about cultivating volunteers. Sadly, though, some just give lip service to volunteer programs.

    Now, I wish for my friend a position in a company that recognizes her talents and I weep for the volunteers at the non-profit that caused her to feel this way.

    She deserves better. Their volunteers deserve better.

    Our profession deserves better.

    And what’s really sad is that even though we are making great strides in elevating our profession, it’s too little, too late for my friend.

    Sometimes, you just have to go where you will shine.

    -Meridian

  • Michael

    Michael

    Do our volunteers connect us to those unexpected moments, the ones that last?

    Greg had volunteered to help Roy, the brother of one of our hospice patients. Roy’s brother had died and as the only living relative, it was Roy’s job to empty out his brother’s house. It was a hot summer afternoon and I left work early to stop by. “Can you use some help?” I asked.  Greg wiped the sweat from his face and said, “yes.”

    Some of the household items went to our thrift store, the bigger ones were given to neighbors and the rest were placed at the curb for trash pickup. As I was carrying a box to the street, I noticed Roy placing a plastic blow mold snowman in the pile. It must have been the way I studied the old Christmas decoration, because Roy looked at me and said, “would you like to have it?’

    I touched the snowman’s hat, the jaunty band of yellow circling the snow-covered brim. “I would if you don’t mind.”

    “My brother Michael loved Christmas,” Roy said wistfully and looked around at the remnants of his brother’s life scattered in so many directions.

    I lifted the snowman, taking in his smile. “If it is all right with you,” I said, “I’m going to name him Michael.”

    Roy nodded. The cars zipped by us, the garbage bags flapping in their wake.

    “And every year, I will bring him out, light him and I will say, Merry Christmas, Michael. Is that ok?”

    Roy put his hand on my shoulder. “I’d like that.” He touched the old plastic face, his fingers tracing a farewell of sorts. I carried the snowman to my car.

    **********

    Every holiday season, for more than 10 years now, I’ve brought out the snowman with the jaunty hat and lit him up.

    Merry Christmas Michael.

    -Meridian

    Have a very happy New Year.

  • Non Profit Executive Directors: What to Gift Your Volunteer Manager This Year

    What to Gift Your Volunteer Manager This Year

    “What can I get my non-profit staff, especially that mysterious volunteer manager, who seems to run around a lot?”  You, my dear ED or CEO have come to the right place.

    Let me help you gift your hard working volunteer manager this year with something he or she will actually treasure.

    Forget that inflatable unicorn horn you wear on your head. Forget that sweater that depicts Santa in a magician’s hat. Forget that self help book on “How to Field Criticism and Still Feel Validated.”

    Forget two extra weeks vacation, uh meh. No. Give a gift that really resonates with your VM. And, the best part is, it doesn’t cost you a thing, only a sheet of paper, a printer and a pair of scissors.  And, as a bonus, in typical cooperative volunteer manager style, I’ll even throw in the template!

    Here are my three top picks for a Volunteer Manager Holiday gift:

    Get Out of Event Free Card:

    Get out of event free coupon

    Budget Increase Steal of Choice card:

    Budget Increase Steal of Choice

    Immunity from Assignment Card:

    immunity from assignment coupon

    Well Executive Directors, there you have it, the top three gift coupons for your volunteer manager. A few moments, a pair of scissors and you are done shopping!

    And, oh, volunteer managers? Feel free to slip these under the door of your executive director.

    Unless you really want that coffee mug that says, “World’s Greatest Office Worker.”

    -Meridian