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6 Power Steps to Managing Volunteers Each Volunteer Coordinator Should Know

por Eloy Cabrera (2020-01-09)

So what is involved in managing volunteers. It involves bringing volunteers into the organisation, excellent them
while they fulfill their duties, and then planning whenever they post.

Volunteer Management involves 6 stages. These are:

Volunteer Management Model
1. Recruitment
2. Selection/ Screening
3. Orientation
4. Training/ Development
5. Recognition
6. Retention/ Replacement

I i would love you to wow these 6 stages are set up in a circle. Although volunteer management does not have a start and end point these kinds of linked and it's an ongoing process.

Now lets have a peek at each stage individually;

Stage 1 - Recruitment

Recruitment is the process of attracting new volunteers to your organisation. So, when
you approach a potential volunteer, you might want to promote your organisation regarding
exciting and positive organisation to be involved with!

Here are some strategies to source volunteers and how to recruit one.
o Produce volunteer information kits Ought to include position descriptions every single volunteer component. People are very aware of investing a position if they don't fully exactly what is needed in regards to skills and time. A person take a paid job if you didn't know what it invovled and how many hours were required. Of course not!!!!! Then why would we expect volunteers to take action?

o Check past and provides membership lists for potential volunteers.

o Ask members for their occupation on your membership form to identify skills
that could be suitable to volunteer position (e.g. in case your member has indicated that his/her occupation is a registrar, you could be able to approach
them as a potential Secretary or Treasurer).

o Provide new members with knowledge about ways they can get a your organisation as a volunteer (include in membership information).

o Make use of the local community newspaper
- Place a classified advertisements, letter to the editor or feature file.
- Avoid simply saying - "We need volunteers" indicate the kind of roles that must be fulfilled as well as the great benefits of being involved in your group.

o Produce posters, pamphlets or flyers that promote the organisation and the sorts of things volunteers can do - distribute where potential volunteers may visit. I am also betting that there is a person inside you organisation can produce very professional looking materials. Carry on until you may ask.

o Organise community notices on the air.

o Ask private companies to include volunteering in pre-retirement training

o Market your organisation's volunteering opportunities to schools, TAFE and educational institutions.

o Advertise volunteering opportunities through corporations, businesses, and

o Offer young members the possibility to take on a role of apprentice
volunteers. Use existing and experienced volunteers as guides.

o Advertise your organisation and volunteer roles at local retirement villages and bodies.

o Advertise for volunteers on your organisation's web site.

o Offer volunteers the chance to "job share" their volunteer role using a friend or partner.

o Try the personal approach... simply ASK! Don't under estimate this powerful strategy. Approaching people in a professional way dramatically increases your chances of getting website visitors to say yes to your request.


For many volunteer organisations it is rare unique more volunteers than positions. So, they may have little experience of having to find the right
person to have a volunteer point. But you still need to have screening processes in starting point ensure that volunteers are suitable for the positions they finish.There are many ways to select and screen potential volunteers. You really should consider a combination of the following;

o Position descriptions;
o Application forms;
o Interviews;
o Referee checks;
o National Police Clearance or National Police Check;
o Working with children checks
o Declaration forms; and
o Code of Conduct forms.

With all the formalities out of the way, test just request the reason they are volunteering exactly what they would like out today. This will give you some great information involved in what you can do to increase volunteering feel the best you possibly can. Imagine how welcome the volunteer will feel if nicely ask this contemplate.


The best (and one of the easiest) ways to help a person to feel the principle team is actually show them around the organisation. Providing an orientation
program a great deal of volunteers will help them to pay in just a little faster. The more
effort you put in at start off to be sure that your volunteer workforce feels well-informed and valued, the less work it will be in time.

Orientation can take place in a variety of ways. You may like to utilize one greater of the following:
o Information or orientation kits;
o Video and PowerPoint presentations;
o Group or individual orientations; and
o Hand-over with preceding volunteer.
o A welcome function that involves new and old volunteers.

During the orientation, be sure you cover the following:
o Any rules and procedures;
o Volunteer policies and procedures;
o Financial procedures;
o Occupational health and safety issues;
o Position description for that volunteer role;
o Facilities (e.g. parking, kitchen, toilet);
o Introduce them additional volunteers and committee members in your organisation;
o Highlight a man or woman who the volunteer can pay a visit to for assistance, if essential.
o Another product that will help the volunteers to feel comfortable starting associated with role.


Training and development is a vital part connected with a good volunteer management lessons. Volunteers who are offered any training (formal or informal) are more confident, comfortable and efficient in their role, and everyone benefits. It is also good risk management.

There are a few different techniques that you can train your volunteers:
o Pre-placement Training -

This should cover capabilities needed to commence the volunteer duties. For example, a sports trainer shouldn't begin duties until he or she has completed credit card interest rate aid or sports trainer's course.

o On the job

This denotes teaching or supervision of volunteers when they're performing their duties. Because of the a hand-over with the previous volunteer, someone who has experience with performing that role or the Volunteer Host or hostess. You may also consider targeting an external person, as an example someone from another organisation

o Training courses and Seminars - there is numerous opportunities for volunteers to attend training courses and seminars.


Volunteers do not expect lots of thanks and massive hugs, but they really love it when their contribution is valued and recognised.

Here are just a few simple and cost effective ways to say regards to you volunteers;

o Smile, say hello and thank your volunteers regularly. This straightforward and free strategy ahs more power and impact than a lot of other strategies and once in a while it is neglected.

o Send welcome letters when volunteers are first recruited.

o Include volunteers in organisational index charts.

o Write letters and post cards of mainly because of volunteers. Why not get the president of your organisation to sign it to add greater impact.

o Write letters of reference and can include details and services information.
o Provide identification pins, badges, shirts or caps.

o Provide discounted memberships to volunteers.

o Acknowledge and profile volunteers in newsletters and so forth websites.

o Present volunteer awards at annual general meetings or awards ceremonies.

o Feature your volunteers at special attractions throughout all seasons (e.g. state championships; national league games; family days).

o Provide complimentary tickets to volunteers for special occasions and events.

o Send get well, birthday and christmas cards to your volunteers.

o Arrange discounts at local sport stores or restaurants for your volunteers.

o Have a volunteer in the month award.

o Name events or facilities after long serving volunteers.

o Award life memberships for long serving volunteers.

o Reimburse out-of pocket expenses for volunteers.

o Acknowledge the efforts of volunteers during committee meetings.

o Hold special "thank you" or social functions in honour of volunteers.

o Present volunteers using a special memento recognising their service to the organisation.

o Farewell volunteers when they move off the area or leave the organisation. (Perhaps offer compose to their new organisation to recommend them for a volunteering portion.)

o Provide free or discounted involving facilities.

o Present special awards for 1, 3, 5, 10, 15 and more years of service.


Maintaining a well balanced group of long term volunteers could be the goal of all sport
and recreation organisations. A comfortable volunteering base:
o reduces recruiting time and costs;
o reduces training and education costs;
o is an important sense of continuity within the organisation.

However, irrespective of how going like a time that you might have substitute volunteers, just how much you manage this replacement process vital to:
o improve how you manage remaining volunteers;
o improve your Volunteer Management Program;
o make the transition of volunteers have as little impact as possible on the
running within the organisation; and
o make departing volunteer feel that they can come back to the organisation if their
current situation changes.

When a volunteer leaves your organisation, this is an ideal time to gather information in regards to the volunteer's ordeal.

Evaluating the reasons why volunteers leave an organisation can be invaluable for improving your volunteer management practices.

One method to collect this post is by getting feedback from volunteers who are leaving your organisation - or exit interviews.

These can be formal or informal, conducted in person, over the phone, or in the form of a feedback sheet how the person can complete and return.