Who takes over from me

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Who takes over from me?

• Recruiting, Retaining and Managing Volunteers
• Brendan Lynch

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Volunteers

• Volunteering Australia defines a volunteer as a
  person who chooses to contribute their time,
  skills and experience, for no payment (other than
  reimbursement for out-of-pocket expenses), to
  benefit the community

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Volunteers in Australia

• Strong history of volunteering in Australia
• 3 million volunteers 450 million hours
• 1 million volunteers work in sport
• 35 of ACT population volunteer
• Community support
• Enjoyment Fun

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Volunteers in Sport

• Board members
• Club administrators
• Coaches
• Officials
• Event staff
• Parents helpers

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The 10 Key Principles
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The 10 Key Principles

• 1. Recruitment - Promote the opportunity

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Promote the opportunity

• Promotional strategy
• Demographics who are you targeting?
• Targeted groups
• Specialist volunteers
• General volunteers

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Statistics

• Under 24 years 24
• 25 34 years 18
• 35 44 years 18
• 45 54 years 18
• 55 years 22
• 52 Female 48 Male
• Sydney 2000 Olympic and Paralympic Games

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The 10 Key Principles

• 1. Recruitment - Promote the opportunity
• 2. Relationships Partnerships

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Relationships Partnerships

• Volunteering associations
• Sporting organisations
• Professional groups
• Multicultural groups
• Sponsors
• Tertiary institutions

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The 10 Key Principles

• 1. Recruitment - Promote the opportunity
• 2. Relationships Partnerships
• 3. Planning .Needs Requirements

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Planning .Needs Requirements

• Workforce Planning
• Skill audit who do you need
• Events - Volunteer numbers by skill by venue by
  day by hour
• Multi-skilling redeployment
• Contingency planning
• The Volunteer Coordinator

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The Volunteer Coordinator

• Comparable to a human resource manager
• Does not usually have direct volunteer
  supervision responsibilities
• Part of the management committee
• Sometimes has to balance the demands of the
  management committee with the interests of
  volunteers
• Position needs to be adapted to suit each
  organisation

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Volunteer Coordinatorskills

• Planning and goal setting
• Interviewing volunteers
• Consultation and negotiation
• Rostering and organising volunteers
• Decision making
• Delegating projects and tasks
• People from diverse backgrounds
• Conflict resolution
• Dealing with difficult people
• Conducting meetings
• Time management
• Report writing

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Planning .Needs Requirements

• Plan for the future who takes over from me?
• Succession planning
• Blooding new people
• Challenges to succession planning

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The 10 Key Principles

• 1. Recruitment - Promote the opportunity
• 2. Relationships Partnerships
• 3. Planning .Needs Requirements
• 4. Job Descriptions

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Job Descriptions

• Clear roles and responsibilities
• Accountability
• Scheduling
• Chain of command

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Event Structure
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Club Structure
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Job Description

• Position Name
• Position Outline
• Specific Duties
• Performance Indicators

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The 10 Key Principles

• 1. Recruitment - Promote the opportunity
• 2. Relationships Partnerships
• 3. Planning .Needs Requirements
• 4. Job Descriptions
• 5. Interviews Selection

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Interviews Selection

• Mainly for events
• Setting expectations
• Confirming commitment
• Motivation - knowing why people volunteer

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Motivation

• Help others/community 41.5
• Personal/family involvement 33.5
• Personal satisfaction 26.6
• To do something worthwhile 23.3
• Social contact 15.7
• Felt obliged/just happened 12.9
• Use skills/experience 11.5
• Gain work experience/reference 11.5
• To be active 11.0
• Religious beliefs 9.3
• To learn new skills 6.4
• Australian Bureau of Statistics Voluntary Work
  Australia, Cat. 4441.0. Canberra Australian
  Government Publishing Service.

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Benefits

• Personal satisfaction 60.5
• Social contact 44.3
• Helped others/community 25.0
• Personal/family involvement 21.9
• Do something worthwhile 20.4
• Learned new skills 18.2
• Have been active 13.1
• Used skills/experience 12.5
• Gained work experience/reference 6.8
• No benefits 4.7

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The 10 Key Principles

• 6. Training Policies

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Training

• Orientation
• Venue
• Job specific
• Cultural awareness
• Disability awareness
• Working with volunteers

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Volunteer Management Policies

• Good management practice
• More complex environment
• Organisational control
• expectations and standards
• Volunteer satisfaction
• fairness and equity
• Risk management member protection
• Continuity committee changes

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Policies

• Training
• Uniforms
• Attendance and rosters
• Out-of-pocket expenses
• Car parking/transport
• Accreditation
• Workplace health and safety
• Liability and negligence
• Insurance
• Food and drink
• Rest breaks
• Member protection
• Complaints and grievances

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The 10 Key Principles

• 6. Training Policies
• 7. Team building Testing

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Team building Testing

• Test events
• Venues, systems and people
• Team leaders
• Social events
• Attrition Contingency planning

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Attrition Contingency Planning

• between Application and Interview
• between Job Offer and Acceptance
• between Acceptance and Training
• between Training and start of event
• during the event
  

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Attrition Contingency Planning

• between Application and Interview (6)
• between Job Offer and Acceptance (5)
• between Acceptance and Training (5)
• between Training and start of event (2)
• during the event
  (3)
• Sydney 2000 Olympic and Paralympic Games

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Causes of Attrition

• Poor communication
• Overwork
• Under-utilisation
• Poor conditions
• Lack of gratitude
• Poor training
• All add up to Poor Management

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The 10 Key Principles

• 6. Training Policies
• 7. Team building Testing
• 8. Communication

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Communication

• Communication strategy part of the plan
• Frequent appropriate
• Electronic communication
• Feedback
• Tools newsletters, website, database

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The 10 Key Principles

• 6. Training Policies
• 7. Team building Testing
• 8. Communication
• 9. Reward Recognition

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Reward Recognition

• Rewards consistent fair
• Recognition regular
• Thanks Volunteer Program
• Retention

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The 10 Key Principles

• 6. Training Policies
• 7. Team building Testing
• 8. Communication
• 9. Reward Recognition
• 10. Resources

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Resources

• Volunteers are free..myth
• Volunteers give their time freely but need to be
  resourced ..fact
• Community grants
• Training programs and modules

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The 10 Key Principles
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The 10 Key Principles

• 1. Recruitment - Promote the opportunity
• 2. Relationships Partnerships
• 3. Planning - Needs Requirements current
  future
• 4. Job Descriptions
• 5. Interviews Selection
• 6. Training Policies
• 7. Team building Testing
• 8. Communication
• 9. Reward Recognition
• 10. Resources

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More Information

• Sport Recreation ACT
• www.sport.act.gov.au/development
• ASC Club Development Network
• www.ausport.gov.au/clubs
• Volunteering ACT
• www.volunteeract.com.au