Utilizing Utilizing VolunteersVolunteers

Work Smarter – Not HarderWork Smarter – Not HarderRod Buchele , Extension Specialist

BLAST, November 2006

VolunteersVolunteers

Are fundamental to 4-HAre fundamental to 4-H A positive relationship with a caring A positive relationship with a caring

adult is one of the Eight Essential adult is one of the Eight Essential ElementsElements

There is a limit to what the agent can There is a limit to what the agent can do and the opportunities are greatdo and the opportunities are great

Management/Development by system Management/Development by system is more likely to be successfulis more likely to be successful

Major Components Major Components of Utilizing of Utilizing VolunteersVolunteers

PlacementPlacement The right person for the right positionThe right person for the right position

DelegationDelegation Provide authority and guidanceProvide authority and guidance

Follow-upFollow-up Provide regular training and updatesProvide regular training and updates

CommunicationCommunication Two way is better than one wayTwo way is better than one way

Basic Volunteer Development Basic Volunteer Development Program StepsProgram Steps

Identify NeedsIdentify Needs Establish GoalsEstablish Goals PlanningPlanning Staffing Staffing

(Resourcing)(Resourcing) ImplementationImplementation EvaluationEvaluation Continuity/RenewalContinuity/Renewal

ISOTURE MODELISOTURE MODEL I = IdentificationI = Identification S = S =

Selection/RecruitmentSelection/Recruitment O = OrientationO = Orientation T = TrainingT = Training U = UtilizationU = Utilization R = RecognitionR = Recognition E = EvaluationE = Evaluation

Identification

Identify something 4-H needs done (a Identify something 4-H needs done (a position).position).

What is the purpose of the position?What is the purpose of the position? What are the responsibilities of the position?What are the responsibilities of the position? What skills and knowledge are needed?What skills and knowledge are needed? What training and resources are available?What training and resources are available? How much time will this job take?How much time will this job take? What are the benefits to the volunteer?What are the benefits to the volunteer? Develop a position description using this info.Develop a position description using this info.

Selection/RecruitmentSelection/Recruitment Use the position description to informUse the position description to inform Use the position description to recruitUse the position description to recruit Use others to help with recruitmentUse others to help with recruitment Match the volunteer to the positionMatch the volunteer to the position Begin VIP processBegin VIP process

Recruiting New 4-H Volunteers Inherited (the volunteers came with the job) Happened by one day (they called or came to

the office to volunteer) Encountered by chance (walking around and

ran into someone who you could ask to volunteer)

Find you own replacement (current volunteers can’t leave until they ....)

The usual suspects (just give more to the volunteers we already have)

Anybody who walks in the door Anyone who you can think of We don’t need any new volunteers or Intentional process

Reasons volunteers listed as Reasons volunteers listed as motivating factors:motivating factors:

88% had children who were 4-H members and 88% had children who were 4-H members and wanted to provide this kind of growing-up wanted to provide this kind of growing-up experience for them. experience for them.

85% enjoyed working with children and youth. 85% enjoyed working with children and youth. 84% liked this opportunity for achievement 84% liked this opportunity for achievement

and new challenges. and new challenges. 83% liked being with other 4-H people–it's fun. 83% liked being with other 4-H people–it's fun. 76% felt that 4-H is a program that 76% felt that 4-H is a program that

strengthened their family. strengthened their family.

What Incentives Matter to What Incentives Matter to VolunteersVolunteers

88% said simply knowing that I have 88% said simply knowing that I have done a good job or made a contribution done a good job or made a contribution to something important. to something important.

78% listed receiving an expression of 78% listed receiving an expression of appreciation from a 4-H member. appreciation from a 4-H member.

48% said receiving training that helps 48% said receiving training that helps me do a job well. me do a job well.

34% indicated receiving a note of 34% indicated receiving a note of appreciation from an Extension staff appreciation from an Extension staff person. person.

Steps in an Intentional Steps in an Intentional ProcessProcess

Analyze the job you want done What do you want them to volunteer to do? What knowledge, attitude and skills are needed to

accomplish this role? What is the time required to do this? What are the resources available to the volunteer? What are the benefits to the volunteer in doing

this? Other information needed to accomplish this role?

Develop Position Description or use an available one

Develop a Position Develop a Position DescriptionDescription

Purpose of the positionPurpose of the position Responsibilities of the positionResponsibilities of the position Resources available to the volunteerResources available to the volunteer Contact personContact person Time needed to fulfill the positionTime needed to fulfill the position Qualifications needed in the volunteerQualifications needed in the volunteer Benefits for the volunteerBenefits for the volunteer

Develop a Position Develop a Position DescriptionDescription

Steps continuedSteps continued Arm a recruitment army with this information

(position description), use their eyes, ears and contacts to help. Visit with or have the recruitment committee visit

with key people (position leaders) in the community,

share the position description and ask “who comes to mind when you think of who could do this?”

share some information about 4-H, how we operate and the purpose and value of the position (if necessary).

You are not recruiting them for the position, but are picking their brains and contacts for the right person to recruit for the position (but if they volunteer, don’t turn them down).

Collect the names they share.

Steps continuedSteps continued

From the several lists you collect, look for people mentioned on more that one list.

Determine which person to start with. Contact them and set up a time to visit. Share with them who you are and basic

information about 4-H, how you got their name and the role you wish to recruit them for, use the job description and any other information you have available.

Steps continuedSteps continued

Ask them to volunteer for a one to two year commitment.

Explain VIP, the application and process, training and support etc..

Keep trying until you have the volunteer you need.

Start the VIP process Follow up and keep in contact.

Keys to this processKeys to this process Most steps could be done by volunteers and

maybe might be better done by volunteers. Monitor, support and keep up. Don’t recruit,

delegate and forget, keep in contact. This could take time, but how much time will

it take to do this job yourself and can you do all the jobs that need to be done by yourself?

For some jobs this is over kill, so save this process for the jobs that really matter.

View your job output as results, not just activity.

Some things to think aboutSome things to think about

A study commissioned by the UPS Foundation in 1998 revealed that two-fifths of volunteers have stopped volunteering for an organization at some time because of one or more poor volunteer management practices.

The study warned, “Poor volunteer management practices result in more lost volunteers than people losing interest because of changing personal or family needs

Recruiting volunteers is an expensive and time-consuming job, so organizations like to (need to) maximize retention.

Retention is also important because volunteers often become loyal financial donors to the organization as well.

The analysis shows that organizations that have problems recruiting volunteers also encounter difficulties in retaining them.

The final issue concerns organizational culture.

That is, has the leadership of the organization invested in creating the kind of climate that welcomes and encourages volunteers?

The results indicate that organizations that experience resistance or indifference toward volunteer involvement are less able to retain volunteers.

Final PointFinal Point“Organizations that use volunteers to recruit other volunteers have higher retention rates. Having volunteers represent the organization implies trust, evidence of a positive organizational culture, and confidence that the organization provides a worthwhile experience for volunteers.”