Volunteering Hawkes Bay Inclusive Communities through Volunteering How to keep your volunteers...

Volunteering Hawkes Bay

Inclusive Communities through Volunteering

How to keep your volunteers

Training Workshop25th March 2011


How to keep your volunteers

Gain a better understanding of why people volunteer

Understand characteristics of generational trends

Have longer rewarding relationships with your volunteers

Understand the importance of planning for volunteer involvement

Model of Volunteer Management

1. Human Resource Planning

8. Retention or

Replacement

7. Reward and

Recognition

2. Recruitment

Happy Volunteers

6. Performance

Appraisal

3. Selection and

Screening

4. Orientation

5. Training and

Development

Motivation

To gain knowledge of community problemsTo get community recognition To make a transition to a new life To fulfill a moral or religious duty To have fun To help those less fortunateTo meet important people in the communityTo gain status with my employer


Motivation

What motivates your volunteers?

MotivationWhich of the following statements about

motivation do you most agree with?

A. Volunteers need formal recognition systems to give value to what they do

B. Volunteers are more motivated by the love of what they do than staff

C. Volunteers need lots of praise to keep them motivated

D. Volunteer’s motivation depends very much on the individual


David McClelland's Theory of Motivational Needs

People with different needs are motivated differently.

High need for achievement - High achievers should be given challenging projects with reachable goals. They should be provided frequent feedback. While money is not an important motivator, it is an effective form of feedback.

High need for affiliation - People with a high affiliation need perform best in a cooperative environment.

High need for power - Management should provide power seekers the opportunity to manage others.


MotivationAchievement-oriented volunteers

Ideal result of recognition is additional training or more challenging tasks.

Subject for recognition is best linked to a very specific accomplishment

Phrasing of recognition through "Best," "Most" awards Recognition decision should include "Checkpoints" or "Records"

Awardee should be selected by co-workers

MotivationAffiliation-oriented volunteers

Recognition should be given at group event

Recognition should be given in presence of peers, family, other bonded groupings

Recognition item or award should have a "Personal Touch"

Recognition should be organizational in nature, given by the organisation

Recognition should be voted by peers

MotivationPower-oriented volunteers

Key aspect of recognition is "Promotion," conveying greater access to authority or information

Recognition should be announced to community at large, put in newspaper

Recognition decision should be made by the organisation’s leadership

Your volunteers are aged….what?

How old are your volunteers?


Veterans1929 – 1944 (82-67)Loyalists – gather together and buildSilently build up the organisation’s

infrastructureChurch and civic participationCourtesy and respectOften seeking achievementLove hierarchical structures


Baby Boomers1945 – 1963 (66 – 48)Customers, change the world on my termLowest engaged in volunteeringOk with technologyHave no financial resources, have to work longerHave financial resources- how do we engage

them?Environmentally and politically concerned


Generation X1964 – 1980 (47 –31)Experimental – respect my time‘Latch Key’ generation Don’t like HierarchiesSelf reliant and resourcefulAccepting of diversity and changeLow church/ High civic involvement on our terms to fit into our lifestyle


Generation Y1980 – 1999 (29 –10)Entrepreneurs - let me build the answers‘click and go’High civic/lower church participationIdealistic, optimistic, flexibleDon’t believe in bossesMore ethnic diversityHunger for feedback and rewards (will leave if

not rewarded)


I – Gen - Under 12yearsInternet - Expose me to my futureWill live today’s environmental and political

decisions‘On the edge of the next predicted

Revolution’Create the cause via internet (you tube, face book,etc)


Retaining Volunteers Why do you want to keep your volunteers?

Of the volunteers that worked with your organisation one year ago, approximately what percentage would you say are still involved as volunteers?

Have you created the kind of climate that welcomes and encourages volunteers?

How do you do this? Volunteering Hawkes Bay

Retaining VolunteersRetention is a goal for most organisations, as well

as an indication of the success of its volunteer programme

Most organisations would likely prefer to have their volunteers take on new tasks as assignments are completed.

Recruiting volunteers is expensive and time-consuming

Retention is important because volunteers often become loyal financial sponsors to the organisation


Retaining Volunteers

Volunteer retention is an essential component of managing volunteers.

Retention is about putting into place a series of

processes and procedures that foster a sense of organisational commitment among volunteers.

Volunteers who feel valued, supported, recognised and rewarded for their efforts are more likely to be retained

by their organisation.


The experience of your current volunteers is invaluable You will have invested time, skills and training in the

development of volunteers Retaining ensures that the continuity of the organisation’s

vision is maintained The loyalty of the volunteers is vital , especially during

difficult or busy periods.


Organisations that recognise activities for volunteers have a higher rate of retention, as do those that offer training and professional development opportunities for volunteers

Those that use selection procedures to identify suitable volunteers and to match them with appropriate jobs or tasks, have higher rates of retention

Volunteer management practices all center on making the experience worthwhile for the volunteer.



Smaller charities have higher rates of volunteer retention.

Young people are newer to work life, their life circumstances often change seasonally and rapidly, and their roots in the community are less deep than older volunteers.

Consequently, they are less likely to maintain relationships with the organisations in which they volunteer.



Implement the organisation’s policies, procedures and standards

Foster good relationships between paid and unpaid staff

Monitor the service provided by volunteersEngage volunteers more directly is better than a

lot of communication



Assist volunteers to work within their abilities

Assess the need for trainingRecommend new tasks for volunteersConversation about issues other than workConstructive feedbackRegular meetings



Identifying and implementing training and development programs develops the skills and

confidence levels of volunteers. Volunteer retention is not about maintaining the

services of all volunteers. Performance appraisal is necessary to ensure

that sport and recreation organisations have reliable and effective volunteers.


Record keeping provides a basis for recognising and rewarding volunteers.

Volunteers leave organisations and turnover should be viewed as an opportunity for organisations to change and develop.

Plan for the replacement of volunteer; the benefiting of bringing in new volunteers


Meaningful Work

Create positions that allow volunteers to bring about positive resultsConnect each job to the organisation’s missionKeep the goals of the volunteer in mind when they initially agreed to volunteerHelp volunteers to monitor their progress towards their goalHelp the volunteer to receive the reward they seek


Opportunity for change and advancement

Provide volunteers with the option to move into different positions or advance into more senior roles with responsibilities


Stick to the deal

Once you got in you never get outGive clear instructions of how to end the job so that volunteers don’t feel guiltyBe open to any willingness they express to do more


Ongoing development opportunities

Award volunteers with professional and personal development opportunitiesRetiring baby boomers look for personal growth, learning, interest and developmentInvite volunteers to staff trainingInvite them to conferences


Welcome and respect input

Volunteers appreciate the opportunity to give inputAsk volunteers what they think of how the jobs can be done


Demonstrate respect and appreciation

Be sure the work place is ready on their arrivalComment on what they have achievedGet staff and volunteers together to discuss work matters


Keep your volunteers happyRecognise them for their workRemember their birthdaysOffer them continued education and

opportunities to build skills


Exit Interviews

Gather information about the volunteer’s experience

Provides a sense of closure

Gives an opportunity to recognise the efforts of the volunteer no matter how long they stayed

Gives good feedback to do it better next time

.

Look Outside The Square

See through the eyes of a volunteer and you will see a world that is changing one moment at a time


Volunteering Hawkes Bay Inclusive Communities through Volunteering How to keep your volunteers...

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