Additional Notes from March Roundtable

During last month’s Arlington Alexandria Volunteer Manager’s Roundtable we encouraged participants to write on the paper table cloths.

Below are some insights that were not captured on the reporting back:

What defines a volunteer leader?

• “self-starter”
• take initiative
• ownership, becomes lead
• understands how what they’re doing fits overall vision

What does relationship with volunteer leaders look like?

• ongoing personal interaction
• open & clear communication
• ongoing participation
• provide broad overview, ownership in planning phase
• ensure leaders have tools and resources
• volunteer training
• permission to be in charge

Nurture volunteers – check in

Clearly defined tasks

Deadlines; action plan

setting boundaries – clear understanding of expectations between volunteers & staff

training of staff

modes of communication preferences

aware of time, volunteers have jobs / professions

Evaluation of Volunteer Leaders / Volunteer Programs

These notes were taken at the March Roundtable and were written by individuals at each table.  If you attended the roundtable and can fill in the gaps on what was talked about, please add your comments to this thread.  If you were not present, but have comments or questions regarding Evaluation of volunteer leaders, please add your comments to this thread as well.

NOTES:

Use small group information seeking approach to evaluate volunteers as well as program.

Evaluate volunteer performance as well as your (volunteer coordinator) methods (are your efforts working?)

Have a focus group to talk about how things are going.  It’s a way to air complaints that everyone will hear.

Evaluation and feedback

Annual surveys of volunteer program by staff and volunteers.

Ask questions with meaning to the volunteer’s task.

Document what volunteers are doing (work-wise)

Evaluation – individual, group

Identify tasks or responsibilities to be evaluated

Let volunteers help with data analysis.

Decide how long of a period for the evaluation (3 months, 6 months, 1 year).

How do you motivate the individual after the evaluation?

Surveymonkey – solicit input = buy in > long term volunteer, leader, advocate

Recognition of Volunteer Leaders

These notes were taken at the March Roundtable and were written by individuals at each table.  If you attended the roundtable and can fill in the gaps on what was talked about, please add your comments to this thread.  If you were not present, but have comments or questions regarding Recognition of volunteer leaders, please add your comments to this thread as well.

NOTES:

Recognize volunteer leaders

Newsletter articles

Presidential volunteer service awards

Ask volunteers in initial interview how they want to be recognized

“Volunteer of the Month”

Thank you letters

Communicate your appreciation

Birthday cards

Thank you notes

Utilize higher recognition level – Obama’s volunteer recognition

Volunteer Appreciation Week

Involve volunteers with planning celebration

Birthday cards

Volunteer Awards

Do it! Do it often!

“Treat volunteer as staff” – offer volunteer career track (promotions)

Supervision of Volunteer Leaders

These notes were taken at the March Roundtable and were written by individuals at each table.  If you attended the roundtable and can fill in the gaps on what was talked about, please add your comments to this thread.  If you were not present, but have comments or questions regarding Supervision of volunteer leaders, please add your comments to this thread as well.

NOTES:

Gain trust of followers

Setting boundaries

Find out how volunteer likes to receive information

Focus on relationships

Be a good listener

Ongoing personal interaction

Tailor communications to the way the volunteer likes to get it – eg. Phone calls vs. email

Have volunteers be volunteer leaders and supervise other volunteers

Learn about the people you lead

Have a “neighbor” concept to minimize passivity and enhance pro-activity…

Open & clear communication

Survey volunteers and ask how the program is going

Empower your volunteers

More effective communication with volunteers

Orientation and Training of Volunteer Leaders

These notes were taken at the March Roundtable and were written by individuals at each table.  If you attended the roundtable and can fill in the gaps on what was talked about, please add your comments to this thread.  If you were not present, but have comments or questions regarding Orientation and Training of volunteer leaders, please add your comments to this thread as well.

NOTES:

Provide broad overview

Ownership in planning phase

Provide volunteer training

Awareness of overall vision

Let volunteers help run training for new volunteers

Interviews – Ask how they like to be recognized (simple thank you!)

Interviews – Ask the best way to communicate (emails or text messages)

Provide timelines

Define role

Structured attainable environment

Detailed specific job descriptions, contracts

Outline duties

Find a mentor

Deadlines and action plan

Conduct volunteer orientation and training

Set your volunteers up for success! Do they have all the tools & knowledge they need?

Clear understanding of expectations between volunteers and staff

Team member

Treat everyone like they could be a leader

Enact a “take your volunteer to work day” and show them the ropes of what you do, thereby empowering them to take ownership of what they are about to embark in … =)

Train volunteers to do what you do

Ensure leaders have tools & resources

Clearly defined tasks

Notes about Recruitment and Placement of Volunteer Leaders

These notes were taken at the March Roundtable and were written by individuals at each table.  If you attended the roundtable and can fill in the gaps on what was talked about, please add your comments to this thread.  If you were not present, but have comments or questions regarding Recruitment and Placement of volunteer leaders, please add your comments to this thread as well.

NOTES:

Pay attention to communication preferences

Gauge interest

Facebook

Opportunities available

Clear and distinct time slots for volunteering

Fun – Purpose – Investment

Explain the importance of what your volunteers do

Build relationships

Don’t pigeon hole people in tasks / jobs

Awareness of overall vision & action plan

Volunteer Arlington / Volunteer Alexandria websites, Idealist.org, volunteermatch.org, craigslist

Grad schools with programs related to subject matter

Churches

“Identify invisible barriers” (socio-economic, generational, multicultural, etc.)

Can’t recruit with social media alone, need word of mouth

Notes from March Roundtable

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