NPL 473  Nonprofit Leadership

Keeping the Community Involved (Stephen McCurley)


I.                    Needs Assessment and program planning

a.       Deciding on the use of volunteers

b.      Staff involvement

                                                               i.      Major task is developing good working relationship between staff and volunteers

                                                             ii.      Decision to use volunteers must be agreed on by staff

                                                            iii.      Provide training to staff on working effectively with volunteers

II.                 Position development and design

a.       Position description is foundation for all that follows in recruitment

b.      Contains clear written description of

                                                               i.      Work

                                                             ii.      Supervisory mechanisms

                                                            iii.      Personnel that surround the work situation

c.       Should meet certain requirements:

                                                               i.      Work must be meaningful and significant

                                                             ii.      Incumbent should be able to feel some ownership

                                                            iii.      Work must fit part-time situation (for volunteers)

                                                           iv.      Work must fit into overall context of agency

d.      Good idea to be extremely flexible in developing wide variety of voluntary positions

III.               Recruitment

a.       Identifying potential recruitment appeals

                                                               i.      Community need

                                                             ii.      Community benefit

                                                            iii.      Potential objections/fears

                                                           iv.      Personal benefit

b.      Designing a recruitment campaign

                                                               i.      Warm-body recruitment

                                                             ii.      Targeted recruitment

1.      skills/aptitudes needed

2.      where are they located?

3.      what motivates these people?

                                                            iii.      Concentric circles recruitment

c.       Using events to recruit volunteers

                                                               i.      Attractor events

                                                             ii.      Scouting process

                                                            iii.      Nurturing process

d.      Potential recruitment dangers

                                                               i.      Getting too greedy too fast

                                                             ii.      Relying on make-work jobs

                                                            iii.      Having too few opportunities for true advancement

e.       Recruitment via the Internet

f.        Recruiting for volunteer diversity

g.       Providing a responsive recruitment process—relationship is most fragile in early stages.  Most common mistakes:

                                                               i.      Fail to offer assistance

                                                             ii.      Staff don’t offer their name

                                                            iii.      Not referred to appropriate contact person

                                                           iv.      Not asking for name & phone number when staff not available

                                                             v.      Not calling back

                                                           vi.      Not thanking for contacting agency

IV.              Interviewing and Matching

a.       Purpose of volunteer interviews—not “who can do this job” but “How can this person help us?”

                                                               i.      Identify fit

                                                             ii.      recruit

b.      Interviewing site

                                                               i.      Accessible

                                                             ii.      Friendly

                                                            iii.      private

c.       Advance preparation

                                                               i.      List of possible jobs with descriptions

                                                             ii.      List of questions related to qualifications for each job

                                                            iii.      Application form

                                                           iv.      Open-ended questions to explore motivation

                                                             v.      Information about agency and its programs

d.      Opening the interview

                                                               i.      Welcome

                                                             ii.      Build rapport

                                                            iii.      Give background about agency

e.       Conducting the interview

                                                               i.      Explore interests, abilities, situation

                                                             ii.      Discuss various job possibilities

                                                            iii.      Discuss agency requirements

                                                           iv.      Further recruitment

                                                             v.      Pick up on assignment cues

f.        Closing the Interview

                                                               i.      Make an offer

                                                             ii.      Explain what will happen next

                                                            iii.      Get permission to conduct reference/background checks

g.       Matching volunteers to positions

                                                               i.      Make all initial assignments on a trial-period basis

h.       Risk management and volunteer screening

V.                 Orientation and training

a.       Orientation session

                                                               i.      Description and history of the organization

                                                             ii.      Programs & clientele

                                                            iii.      Organizational structure

                                                           iv.      Orientation to facilities

                                                             v.      General policies and procedures

                                                           vi.      Description of volunteer management system

b.      Training

                                                               i.      How to do specific job

                                                             ii.      What not to do in the job

                                                            iii.      What to do in case of emergency or unforeseen situation

VI.              Volunteer motivation

VII.            Supervision of volunteers

a.       General aspects

                                                               i.      Criteria for success, standards of performance, program objectives

                                                             ii.      Measuring actual volunteer performance

                                                            iii.      Making corrections as needed

b.      Special supervisory issues

                                                               i.      Supervisory responsibility—volunteer coordinator, or staff person?

                                                             ii.      Flexible management approaches

                                                            iii.      Allocating time for management

                                                           iv.      Integrating volunteers into the flow of the organization

VIII.         Evaluation

a.       Does not replace day-to-day supervison; more relaxed, “big picture” view

b.      Review motivational aspects of volunteer’s involvement

c.       Seek input from volunteers who have left the organization

IX.              Innovation in volunteer management

a.       Impact of the workplace—form relationships with local businesses

b.      Shift toward shorter-term volunteering

c.       Volunteering via the Internet

d.      Involving families as volunteers



© 2004 A.J.Filipovitch
Revised 2 April 2008