@heart Newsletter / Vol. 2, No. 1 Winter, 1999
- Working with Volunteers
- Trends in Voluntarism...
- Planning
- Integrating Volunteers... @ Peel Health - Recruitment
- Why People Volunteer...
- Planning for Recruitment Strategy... - Selection, Training/Orientation
- 8 Rules for Good Recruitment...
- Volunteers have Rights...
- HHRC Volunteer Workbook - Recognition/Motivation
- Ways to Recognize Volunteers - Highlights of the 1997 National Survey on Giving, Volunteering and Participating
- @Cornwall
- Heart Health Web Sites of Interest - Evaluation/Retention
- Resources
The focus of this issue of @heart is on working with volunteers
"If you want to build a ship, don't drum up the men to gather wood, divide the work and give orders. Instead, teach them to yearn for the vast and endless sea."
Antoine de Saint-Exupery
Working with volunteers, be they individual community people on your coalition or those representing a partnering organization, is a field of expertise unto itself. The stories, tips, trends and resources suggested here are but a starting point.
There are many similar frameworks that summarize the elements of Volunteer Management. The model used here involves the following steps:
One outcome of corporate mergers and down-sizing is management-level workers opting for early retirement. With buy-out packages allowing financial comfort, these new retirees are seeking re-direction, not necessarily rest. But to attract them to volunteering, we will have to offer challenging roles.
Susan J. Ellis, President, Energize, Inc.
Trends in Volunteerism...
- More people are volunteering.
- The "typical" volunteer has changed.
- Volunteers are more focused on what they want to do.
- Volunteers have to budget time commitment more.
- There are many more organizations in which to volunteer.
- More volunteers want one-time or short term volunteer opportunities.
- People are living longer.
- More senior volunteers take occasional "time off" to travel, etc.
- There are more "service learning" projects.
- There are quite a few well-established, well-organized and effective youth volunteering opportunities.
- Volunteers have an enhanced political awareness of volunteering.
- More people use volunteering to support their careers.
- There are more legal liability concerns for volunteers and managers.
- Volunteers often want to have more say in the organizations they support.
- New technology is broadening volunteer opportunities.
- More volunteer programs recruit their own clients as volunteers.
- Volunteer program management has become a more established profession.
- Volunteering is becoming more innovative.
- Volunteer programs are slowly catching up with these trends!
(From: cyberVPM.com)
The rate of schools adopting the prerequisite of community service as a graduation requirement for students is accelerating.
The Baby Boom Generation is succeeded by today's "Echo" Generation. Never happy with the label of "X"ers, activists in their 20's are rallying to the call for "Social Entrepreneurs." They seek volunteer projects that address meaningful change, experiment with uncommon ways of doing things, and promote self-sufficiency.
How well are your volunteer opportunities addressing these trends? What about your tools and methods?
@ OPC
There are plenty of good resources at OPC -- Opportunities, Partnerships, Communities (formerly the Ontario Prevention Clearinghouse), but perhaps the greatest resource is this: friendly ears.
"Our approach at OPC is to listen to clients and help them solve their own problems," says Mary Martin Rowe, Manager, Community Mobilization and Training. "We ask lots of questions, and we provide advice, resources and opportunities for networking."
OPC is part of the network of health promotion resource centres that community groups, including those concerned with heart health, can approach. The centres are working together on a service delivery plan, and OPC is the designated resource centre for community mobilization support, including volunteer relations.
Mary herself has a long history with the volunteer movement, especially with the Canadian Mental Health Association. She's been both a volunteer and a manager of volunteers, and is a treasury of knowledge about recruiting, managing and retaining volunteers.
An important key to success, she says, is ensuring that volunteers understand and share the vision of the group. "Managing volunteers is very time-intensive, because it's all about relationships," she explains. "Mountains can be moved by human relationships, but volunteers need and command a lot of respect. Everyone involved in a project must have a shared vision and be outcome-oriented."
Treating volunteers with respect also means matching them with the right jobs within the group. As with the vision, Mary maintains, communications is the key. "Talk to your volunteers, find out what their interests are, and don't assume that because someone is an accountant, that person will want to manage your finances. They may be joining you for a break from their daily routine, but you have to be sure they have the interests and the skill set suitable for their assignment." A sure way of discouraging volunteers is to view them simply as a means of getting something done without having to pay for it, she says. "To be successful, there must be an equitable partnership between the staff and the volunteers. Don't set up a 'we/they' situation."
Mary suggests anyone seeking to attract and retain volunteers should:
. use common sense and good manners in dealing with volunteers;
. acknowledge volunteer's contributions -- even if it's just a simple "thank you" note;
. take time to build relationships and be enthusiastic yourself;
. set realistic time lines, recognizing that volunteers have other responsibilities; and perhaps most importantly,
. have fun!
The Volunteer Someone to count on
-author unknown |
Planning
Planning for the Volunteer's Arrival
(from "Working with Volunteers." OMAF Factsheet 87-012)
1. Forecast the Future
. What are the tasks?
. Where and when do volunteers "fit in" to the program?
. What talents are needed to carry out the program?
. When, where and who do we recruit?
. Who recruits?
. Who trains the volunteers?
. Who supervises the volunteer activity?
2. Placement Description
Identify what the potential volunteer NEEDS to know before saying "yes"
. Title
. Purpose
. Specific Tasks, Duties and Responsibilities
. Qualifications
. Time Commitments
. Support (Available Resources)
. Term of "Office"
. Rewards
3. Committee Terms of Reference
. Statement of Origin
. Mandate/Purpose
. Type - Standing or Ad hoc
. Membership - #, Term, Who
. Meetings - frequency, length, location, quorum
. Process for Decision-Making
. Reporting Relationship/Accountability
. Roles - chair, secretary etc.
. Functions/Responsibilities
. Expected Commitment
. Length of service, Missed Meetings
Plan for these volunteer events...
International Volunteer Day
Dec. 5, 1999
(enquiry@unv.org)
Volunteer Week
April 18 - 24, 1999
http://www.volunteer.ca/whatsnew.htm
Many Visions: One Future
Oct. 28 - 31, 1999
The 1999 Canadian Forum on Volunteerism
http://www.volunteer.ca
Integrating Volunteers into a Unionized Workplace...
@ Peel Health
Working with volunteers in a unionized environment might be expected to create special headaches for community-based health promotion programs, but at the Region of Peel's Health Department, it's been accomplished successfully with a unique blend of sensitivity, communications and professionalism.
Betty Steele, Peel Health's Coordinator of Volunteer Resources, says integrating volunteers "is a natural fit." All requests for volunteer assistance are generated by staff, and are designed to enhance and extend service. Supervisors approve all requests, and staff are regularly updated on the role of volunteers.
"We build in time frames that avoid any threat to paid work," Betty adds. "Volunteer contributions are clearly limited, and never amount to even half a full-time equivalent. We keep people focused on the work. In fact, we have the opposite problem -- staff usually ask for more volunteer time than is possible!"
To ensure that volunteers are treated professionally, Peel Health has developed an administrative system that virtually parallels its human resources administration. Volunteers are carefully screened, provide personal references, sign a confidentiality agreement and, if they will be working with vulnerable clients such as children or the elderly, undergo a police records check. A regular personnel file is also maintained for each volunteer, enabling Peel Health to record specific information about the number of volunteer hours and program areas of contribution.
"We have a database of 2,500 volunteers, with approximately 400 active volunteers in any given month," Betty says. "We estimate that volunteers add the dollar equivalent value of about $600,000 to our programs."
When potential volunteers contact Peel Health, they are first interviewed by telephone to determine their suitability and interests. "If we cannot use the manpower, we direct them to the Peel Volunteer Centre," Betty adds. "We are very selective and want to avoid the warm body syndrome (signing up volunteers simply to fill openings) because that's not good for the volunteer or the organization. Volunteers will not be happy in a placement that does not suit their rationale for volunteering."
The next step requires volunteers to complete a detailed application form. Peel Health confirms all references as well as conducting the police records check. An intensive interview allows the volunteer to be assessed and to express his or her thoughts about possible placements. All volunteers receive orientation training to prepare them for their particular volunteer responsibilities.
Two of the most important factors contributing to the success of the Peel Health volunteer program are communication and support for the value of volunteer contributions from the top levels of the organization. Communication is designed, as Betty explains, to reinforce the fact that "each volunteer is a critical, valuable, wonderful individual who we value as a colleague."
Peel Health's volunteers contribute to a wide range of programs -- everything from the Region's Heartmobile, a 40-foot display vehicle that visits work sites, to the Community Food Advisor Program that operates in cooperation with the Ontario Ministry of Agriculture, Food and Rural Affairs. For more information on specific health promotion activities in Peel Region, visit the Region's web site at http://www.region.peel.on.ca/health.
"Volunteers usually take on tasks, not jobs."
Recruitment
"Recruiting volunteers is not like finding water in the desert, it is more like controlling Niagara Falls."
Ivan Scheier, National Information
Centre on Volunteerism, Inc. U.S.A
Why people volunteer...
1 To "get out of the house."
2 To get to know important people in the community.
3 To establish a "track record."
4 To "test the water" before making a career change.
5 To make new friends.
6 To be with friends who volunteer at the agency.
7 To develop new skills.
8 To gain knowledge about problems in the community.
9 To maintain skills.
10 To impress employer.
11 To gain status.
12 To escape boredom.
13 To feel part of a group (needed).
14 To try something new.
15 To take on a new challenge.
16 To gain increased responsibility.
17 To enhance personal growth and development.
18 To gain recognition for accomplishments.
*Adapted from Volunteer Management Series. McCurley, 1998.
Planning your recruitment strategy*
Step 1
What are the skills/attitudes/traits needed to do this job?
If we draw a picture of the type of person who could do the work, what would they look like? Cover age, sex, hobbies, possible occupations, related interests, and whatever else completes the picture.
Step 2
Based on this picture, where can these people be found?
Consider...
Recruitment Method** |
Tips |
Newspapers:. dailies
Radio: |
Investigate:. health sections Find out:. deadlines
. most give public service announcements free or will find sponsor for those which must be paid |
|
Direct Mail: |
. include covering letter explaining program |
|
Word of Mouth: . friends |
. can be very effective if "word" is positive |
|
Exhibits: . malls |
.best if attendant in place |
|
Television: . commercial |
. public service announcements are least expensive and accessible Find out: |
**Adapted from Community Food Advisor's Volunteer Recruitment and Selection Kit. OMAFRA
8 Rules for Good Recruitment
(from OMAF Factsheet "Working With Volunteers" 87-012)
1. Recruit with a specific role in mind, rather than asking for "anybody to do anything."
2. Go to people whose interests match your organization's needs.
3. Actively seek out the skills your organization needs.
4. Be honest - don't cover up or downplay the task as unimportant, the "anybody can do it" syndrome. (Why should I want to do it if anybody else could?)
5. Recruit year round - plant the seeds early "May you be approached this November when our elections are being held?"
6. Use many different recruitment techniques.
7. Treat the task as an opportunity, not one that the person ought to be concerned about (guilt).
8. In addition to using your organization's own membership list, be sure to consider the entire community. Go to places where people congregate. Approach other organizations for help.
Coming soon:
The HHRC is developing a resource focused on involving volunteers in heart health programming. This manual is being written by people who have been there -- the heart health folks at the Ottawa-Carleton Health Department.
It addresses topics such as involving public health management in preparing the Health Unit for working with volunteers, and possible roles for volunteers in heart health programs. The workbook is in draft form right now and will be undergoing a field review shortly. It should be ready for distribution in April, 1999. When ready, each Heart Health coordinator will be sent a copy in the regular HHRC mailing.
Selection, Training/Orientation
Do you need a screening tool or process?
Consider this if the volunteer will be working with children or you need quality assurance of the message they will deliver. Check out Volunteer Canada's "Screening Handbook" at http://www.volunteer.ca
Matchthe skills of the volunteer and/or the skills or experiences they want to gain with the tasks available. Set some benchmarks for you both and a timeframe. Your job description is key to this step.
"He who is helping to row the boat has neither the time nor desire to rock it."
Your Volunteer Policy and Procedures Manual will be necessary here.
. A sample can be seen at http://www.cyberVPM.com (Chapter 1 of book)
or
. "By Definition" - Policies for Volunteer Programs by Linda Graff, $16.50 from Volunteer Ontario http://www.volontario.org
Volunteers need:
1. To know what to do.
2. To know how to do it.
3. To be able to do it.
4. To agree to the task.
Volunteers have Rights & Responsibilities
Rights
. to be treated as equals with all other workers
. to be given a suitable assignment
. to know as much about the organization as possible
. to receive training for the job
. to receive continuing education for the job
. to be given sound guidance and direction
. to be given a variety of experiences
. to be heard
. to be recognized
. to have time for home and family
Responsibilities
. to be sincere in the offer of service and believe in the value of the job to be done
. to be loyal to the organization
. to carry out duties promptly and responsibly
. to accept the guidance and decisions of program coordinators
. to be willing to learn and participate in orientation, training programs and meetings
. to continue learning on the job
Recognition/Motivation
The affiliation motivated person
. needs personal interaction. wants to make friends
. likes to get involved in group projects
. works best with people they know well
. needs to be liked
Recognize with social events, the same T-shirt as group receives, sending a card from the team.
The Achievement Motivated Person
. needs specific goals to work toward
. works well alone
. sticks to tasks until completed
. needs feedback
. seeks responsibility
. likes to problem solve
. needs tangible rewards
Recognize with certificates and awards when goals are met, additional responsibility, regular and sincere feedback.
The Prestige Motivated Person
. needs to impact and influence others
. enjoys teaching others
. keeps an eye on overall goals
. responds to titles that reflect authority
. is persuasive and a self-starter
. will seek and accept positions of authority and responsibility
Recognize with public praise, media coverage, role as guest speaker, unique awards, provide chance for advancement.
2001: United Nations'
Year of the volunteer
Anything can be accomplished as long as you don't care who gets the credit.
The failure to perceive what people really want and need is the biggest motivational problem.
Ways to Recognize... with a...
Hammer "Thanks for helping us build a strong foundation."
Plant "Your efforts have helped us grow."
Mirror "Your contributions reflect well on this organization."
Mints "You're worth a mint to us."
Light Bulb "Thanks for all the bright ideas you've given us."
Band-aid "Your work has helped a lot of hearts."
Tools "Thanks for always having the right skill when needed.
From Heller A. Shapiro
"Osteogenesis Imperfecta Foundation
Formal recognition
|
. public |
. costs $ |
. infrequent |
Informal recognition
|
. spontaneous |
. thankful $ |
. creative |
. card |
. smile |
|
. specific |
. sincere |
. handshake |
. pat on the back |
. greet by name |
Access a catalogue of volunteer recognition products from Volunteer Ontario
|
. mugs |
. pins $ |
. pens |
. certificates |
. cards |
. brochures |
Highlights of the 1997 Canadian National Survey on Giving, Volunteering and Participating
. Almost one in three Canadians volunteer their time
. Almost 3 in 4 Canadians help people directly, by doing housework, driving someone to appointments or providing some other assistance
. One in 2 Canadians are members of community organizations
. The volunteer participation rate has risen from 26.8% in 1987 to 31.4% in 1997. This is equivalent to 578,000 full-time jobs!
. A major change in the last 10 years is a noticeable increase in volunteering with an organization among individuals aged 15 - 24 years old
. The participation rate among Canadian youth has almost doubled in 10 years
. People with a religious affiliation volunteer at a slightly higher rate than those without an affiliation (33% vs. 28%). This becomes more pronounced for those who attend religious services at least once a week (46%)
. Volunteers are more likely to be...
. aged 45 - 54
. married
. university educated
. involved in more than one volunteer activity
. providing assistance to their neighbours and relatives
. a member of an organization
. voters
@ Cornwall Heart Health
A cooperative park built on a patch of waste land has provided fertile soil for growing volunteer commitment in Cornwall.
Just as the park's plants sprouted from the building rubble on the deserted waterfront property, so too did Cornwall's rejuvenated coalition spring from the aftermath of a federally-funded Healthy Lifestyles program.
According to Marie Noelle Lanthier of the Cornwall Healthy Lifestyles Coalition, the federal program was providing short-term seed money to create a coalition that would look at health and environment issues. When the funding ended, the group looked around for a project that would be a rallying point for as many community interest groups as possible.
"We kept the volunteers we had and brought in more," she explained. "Some came representing agencies, while others were on their own."
The project the group chose was the reclamation of a strip of waterfront and its conversion into an Eco-Park. The soil was bad and it was covered in construction debris, but it was just what was needed to attract diverse interests. And it gave each participating group, and each individual volunteer, something useful to do, including community garden plots, a showcase for naturalization, a demonstration recycling site and an area for the St. Lawrence Institute to increase awareness of its work.
"We found it was very important to have a clear plan, so that everyone knew what his or her role was," said Marie Noelle. "Everyone must share the vision."
Vision alone is not enough, however. "You also need people who are ready to move on from planning, who are committed to action," she says. "You need people who mix well in a group. And you want people who are not just there to meet friends, but who make friends."
"We've made a bit of a science of community development in Cornwall," she adds, "and we keep looking for a magic recipe, but it all comes down to knowing your people. Your volunteers have to be motivated and interested, and you have to let them know they're appreciated."
This winter, team leaders are gearing up for a major push starting next spring, to complete as much of the park as possible. There have already been several spin-off projects -- for example, a school "greening" project and a school breakfast program -- but Marie Noelle says it's "the vision of the ecology park that keeps us all together."
Web Sites of Interest*
Association for Volunteer Administration http://www.avaintl.org
Greeting Cards and Gifts for Volunteers http://www.thankscompany.com
The Electronic Gazette for Volunteerism http://www.volunteertoday.com
Energize Inc. - volunteerism is their specialty. Locating and creating the best resources in the field is their commitment http://www.energizeinc.com
Resources for Volunteer Program Managers and Volunteers - includes a section for networking and resources for government-based volunteer programs AND an entire manual on volunteer management http://www.cyberVPM.com
*Although the HHRC is pleased to promote greater awareness of these sites, it is unable to endorse the accuracy of material contained therein.
Evaluation/Retention
When was the last time you...
. Inquired of the volunteer as to how they are enjoying their role?
. Conducted an exit interview with a retiring volunteer to improve your program?
. Asked a volunteer their opinion on an important decision?
. Openly approached a volunteer about a problem involving them?
"You tell me and I forget.
You teach me and I remember.
You involve me and I learn."
Ben Franklin
The Value of a Member
Ten little members standing in a line,
One disliked the president, and then there were nine.
Nine ambitious members offered to work late,
One forgot her promise, and then there were eight.
Eight creative members have ideas as good as heaven,
One lost her enthusiasm, then there were seven.
Six members remained, with spirit and drive,
one moved away, and then there were five.
Five steadfast members wished there were more,
One became indifferent, and then there were four.
Four friendly members continued with glee,
One wanted it all to be free, and so there were three.
Three eager members - what do they do?
One got discouraged, and then there were two.
Two lovely members, our rhyme is nearly done,
One joined a bridge club, and then there was one.
One faithful member was feeling rather blue,
Met with a neighbour, and then there were two.
Two earnest members, each enrolled one more,
Doubling their number, and them there were four.
Four determined members, just could not wait,
Till each won another, and then there were eight.
Eight excited members signed up sixteen more,
In another six verses, there will be 1024.
Author Unknown
From Oakville University Women's Newsletter
Software to manage volunteer record-keeping:
Resources
The (Help!) I Don't Have-Enough-Time Guide to Volunteer Management Katherine Noyes Campbell and Susan Ellis. $22 from Volunteer Vancouver Centre http://www.vancouver.volunteer.ca/resources
Multi-cultural Volunteer Programs (A Self-Assessment Tool) $8 from Volunteer Vancouver
Volunteer for the Health of It $10 form Volunteer Ontario (416) 248-2690
Building Better Relationships with Volunteers Instruction manual, handouts, transparencies, announcement flyer and diskette $28.70 (U.S.) from cyberVPM.com (206) 525-2104
Ontario Association of Volunteer Administrators Standards of Practice $5.50 from Volunteer Ontario (416) 236-0588
Youth Volunteers: Partners With the Community $30 from Volunteer Centre of Peel (905) 568-2660
Focus on Volunteering Kopy Kit Ready-to-Print Resources for Volunteer Organizations. $69 (U.S.) from Energize Inc.
1-800-395-9800
The Volunteer Recruitment Book $18.95 (U.S.) from Energize Inc. http://www.energizeinc.com
@heart
Vol. 2, No. 1 Winter, 1999
A newsletter from Ontario's Heart Health Resource Centre
@heart is published regularly to provide up-to-date heart health news from around the province for anyone who is interested in heart health promotion. The status of communities implementing heart health programs, developments at the Ministry of Health, heart health news from across Canada, and information about useful resources will be reported in @heart.
@heart is published by the Heart Health Resource Centre, c/o Ontario Public Health Association, 468 Queen Street East, Suite 202, Toronto, Ontario, M5A 1T7. You may telephone us at (416) 367-3313, or toll-free at 1-800-267-6817. Our fax number is (416) 367-2844, and you may reach us by e-mail at heart@web.net
- @heart production:
- Editor: Nancy Dubois
- Feature Stories: WordTrade Public Relations Inc., Toronto
- (Design by the Graffic Link Design Studio, Brantford)
Your comments and suggestions are appreciated. Please address all correspondence to the Editor, @heart, at the above address.