How frustrating is it to require a response before you can move forward on a project?
Like…really annoying yes?
Imagine what it’s like for a person who “suddenly” decides they want to – have to – volunteer and are excited and eager to throw themselves into doing great things in the community only to end up having to wait for what seems like an age before “someone” gets back to them about a volunteer role?
Thing is… volunteers are people who have a bit of time to spare and often – a fair bit of passion to “make a difference”. They want to start and start NOW! It can be really frustrating for them to wait and the initial enthusiasm can wane quickly until they give up on the idea of volunteering altogether. Not-for-profit groups – especially small groups in regional Victoria – can’t afford to lose potential volunteer support in this manner.
So? When a person enquires about volunteering with your organisation, it’s critical to swing into action and get them in the door to interview them ASAP. Welcome them. Be enthusiastic in return about their willingness to get involved. Place your Organisation or groups Profile under their nose so that they can capture the vision of what your group is about. Help them help you as quickly and as efficiently as possible. Screen them appropriately to make sure they’re a good match for your services and programs. Don’t be afraid to say “No thanks” if the volunteer isn’t right for your organisation. Be very, very afraid of not saying “Yes” too because attracting volunteers is critical to being sustainable and losing them is all too easy. People can be fickle! They want to feel important and they won’t stay if they feel like they’re not worth much. Treat a prospective volunteer as if they were a fantastic find whenever possible.
This means you need to KNOW exactly what roles you have available front up before volunteers come to your door. You also need to know what paperwork needs to be handy for volunteers to fill in. You need to designate someone in your group – if you don’t have a paid Volunteer Coordinator – to follow up with the prospective volunteer within 48 hours of their enquiry. You need to have a process that enables volunteers to…well…volunteer rather than turn them off… of your group or volunteering as a whole.
It’s exciting and wonderful when people come forward and want to “help” – even if its short term. But, more importantly, it’s the groups and organisations who understand that acting on these enquiries speedily and efficiently will almost guarantee they successfully sustain volunteer support for the long haul.
Come in and see me at Wimmera Volunteers if your group needs assistance or information on how to process prospective volunteers. Stay tuned for the August info sheet called “Screening Volunteers”.
Michelle.
Hi Michelle. Great post!
ReplyDeleteIn recent time I have read more about this occurrence. I am not too sure whether this is becoming more of an issue just because I read about it more though. Maybe you and others are highlighting it more. Or indeed maybe it is a bigger issue than we realise. As well as being a full time manager of volunteers I also continue to volunteer in my community and I have had a recent experience of poor volunteer coordination. I often encourage managers of volunteers to do some volunteering themselves if they get the time. Apart from the myriad of good reasons for doing so it is always refreshing to see things from the “volunteer perspective”. Mind you I am not too sure a volunteer coordinator would feel entirely comfortable with me at an initial volunteer interview when they ask of my background and I tell them I have been in volunteer management for 13 years and that I like to write on the topic and my blog is based completely on volunteer management!!!
You say “if you don’t have a paid coordinator”...I admire and appreciate the advice you give to people in this scenario.
However I think one aspect that we have ignored or neglected to discuss in our sector is the volunteer coordinator who is struggling to keep up.
You know the drill. An agency with lots of volunteers and the name and goodwill to take on many many more employ a volunteer coordinator. Now they can’t invest too much in this right? After all they are a not for profit organisation. Mind you they employ full time Marketing, PR, HR, Fundraising and Executive staff!
So the new volunteer coordinator commences working 5 days a fortnight. Their brief is to grow the program, manage existing programs, recruit, interview, orientate, train, supervise, manage, coordinate, Market the program, delegate, “be there” lead, influence, report, budget, develop a strategic plan, grow professionally, etc.etc.etc.
It’s a big job volunteer coordination or management. It takes a lot of time. It’s a full time job. It needs resources. It requires planning. Great volunteer programs and outcomes don’t just materialize from thin air.
So while it is right to raise concerns about lack of response or slow response to volunteer enquiries lets just spare a thought for the stressed out part time coordinator who is dealing with an influx of applicants and who is expected to manage the existent volunteer team without a hitch in their part time capacity.
By not responding quickly enough or by not responding at all they are failing in effective volunteer management. But perhaps their organisations are the bigger culprits by not resourcing volunteer management in the first place???
Food for thought?
Thank you for inspiring another blog for me
And keep up the good work that you do!
Thanks so much for your timely and valuable observations DJ. Yes! The fact that organisations are often still to recognise how important it is to employ full-time Volunteer Managers and/or Coordinators is key to this question. Even in country Victoria, it's a big issue and no less vital to volunteers and volunteering!
ReplyDeleteThanks again.