Ed Velasquez, CPCM, Fellow

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How to Recruit, Organize and Retain Volunteers
Ed Velasquez, CPCM, Fellow NCMA Board of
Directors June 20, 2008 1030 1100 am
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Your Objective

• Maintain an effective chapter organization that
  provides value to members by
• Recruiting members to serve as volunteer leaders,
  and
• Preparing them to lead the chapter.

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The Leadership Challenge

• How can I leave the organization in a better
  condition than when I joined it?
• How do I motivate people without applying
  tangible rewards and discipline?
• How do I manage and lead an organization without
  having direct control over individual
  performance?
• How do I ensure chapter knowledge is effectively
  transferred to new leaders?

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1959-1995.Leadership succession was orderly,
with a gradual and deliberate transfer of
knowledge.
1 2 3 4
5 6 7
(YEARS)
There was significant overlap of leaders.
Corporate knowledge was retained.
Members spent years learning the ropes. It took
3-5 years to achieve the pinnacle.
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1996-2008More frequent, abbreviated transfers of
knowledge. In some cases, no direct transfer of
knowledge.
1 2 3 4
5 6 7
(YEARS)
Little or no overlap of leaders. Corporate
knowledge is lost.
Members assume leadership positions without
preparation. Pinnacle achieved in 0-3 years.
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• What do we need to do???

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Step 1 Prepare Yourself To Lead

• Understand the current environment.
• Whats happening in Contract Management?
• Whats the countrys economic condition?
• What are your chapters customers planning?
• Know everything about NCMA and your chapter.
• Available programs and services.
• NCMA policies.
• Customary practices.
• Develop a vision that can be shared.
• Team behavior starts with a feeling of shared
  ownership.

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Step 2 Lead by Example

• Exemplify integrity of character be open and
  honest, every time.
• Demonstrate consistency of action do precisely
  what you say you will, every time.
• Perpetuate transparency of decision-making
  involve others, every time.
• Evidence self improvement through NCMA
  leadership development programs or otherwise.

Show them how its done!
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Step 3 Create a Positive Environment

• Have an optimistic outlook
• Build it and they will come.
• Be goal oriented
• Begin with the end in mind.
• Apply team-based problem-solving and
  decision-making
• Avoid unilateral decisions.
• Foster inclusion through diversity
• Whether by industry, gender, sector, ethnicity,
  or generation.
• Provide frequent formal and informal rewards.
• Were all volunteers, so wheres the love?

Show them their efforts are worthwhile and valued!
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Step 4 Know Your Members, Their Stakeholders,
and Your Volunteers

• Who are your members? What are their interests
  and challenges? What are your plans to service
  those needs?
• What are their employers problems, and
  challenges?
• Let members and their employers know they can
  contribute to chapter success by participating as
  volunteer leaders.
• Understand the commitment required to run the
  chapter.
• Learn the knowledge, and core competencies
  essential for getting the work done, today and in
  the near future.
• Get to know the background, the skills, and the
  abilities of your volunteer members.

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Step 5 Recruit Your Team

• Asking for help in a small way, face-to-face is
  the most effective recruitment technique.
• E-mail, newsletter, and website calls for
  assistance may develop a short list of possible
  candidates.
• You need to ask them personally to secure their
  commitment.
• Have task descriptions, not job descriptions.
• Be as specific as you can.
• Break work up into smaller chunks, of shorter and
  more definite duration.
• People will avoid adding a new responsibility
  to their workload, particularly if the obligation
  is unknown or open-ended (and possibly
  limitless).

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Step 6 Create a Succession Plan

• Must be fluid people come and go quickly.
• Develop agreements, which are moral
  contracts, with key volunteers.
• Do not be afraid to fire a volunteer. Of
  course, how you handle it is most important.
• Dont just let it happen. Not everyone is
  suited to lead the chapter. Recruit talent, and
  match it to the right job.
• Put more effort into knowledge transfer dont
  just hand over files.
• Utilize mentors more effectively.

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Step 7 Make Yourself Replaceable

• Have a plan for yourself what do you do next?
• Make it clear to your team that you are moving on
  following your plan.
• Does not mean you cannot continue your
  participation as a mentor or advisor.
• Let go!

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Dont Forget the Students!

• Give them every opportunity to participate, lead,
  learn, and excel!
• Now is the time to train your replacements!
• Needs and expectations of Gen X Millennials
• They want value from an association, but with a
  sense of immediacy.
• Communication is by electronic means-texting,
  etc.
• They want to share their value with others
  students as well as the association leaders.
• Associations Now, May 2008

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In summary

• Leave the organization in a better condition than
  when you joined it.
• Prepare yourself to lead.
• Lead by example.
• Create a positive environment.
• Know your customer base.
• Know your team.
• Create a succession plan.
• Make yourself replaceable.

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