How do you manage volunteers who have dropped off the radar screen? TH turns to a pro for the answers.

Volunteer Supervision - Twenty HatsWhat do you do when a volunteer drops the ball – either fails to fulfill their responsibilities or just plain falls off the radar?

It’s a scenario that causes plenty of heartburn for supervisors who are then placed in the uncomfortable position of holding a difficult conversation. And for some volunteer supervisors, the dread around addressing this unfortunate issue makes it hard to even begin a potentially difficult conversation.

It IS possible to frame those conversations in a way that keeps your volunteers engaged. Just ask MaryAnn Wohlford.

Meet a Supervision Pro

MaryAnn is a supervisor at my former workplace, Fairfax CASA. Hands down, she is the most experienced volunteer supervisor I have ever known. That’s partly because MaryAnn worked in human resources for 20 years and child advocate programs volunteers for another 13 – and partly because she has an intuitive sense of what works to bring the best out of people.

MaryAnn’s volunteers rarely if ever fall off the radar screen. Instead, they fulfill their extensive commitment to…

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Magic NumberLast December, I wrote about volunteer orientations, and about how facilitating orientations is a critical and often overlooked part of the event’s success.

Then as I debated moving on to another topic, I realized there was still more to say about orientations and why they are such a valuable practice within volunteer management.

That’s because your volunteer orientation is the gateway into your organization. It is there to inspire the ones you want to volunteer– and screen out the prospects who are not a great fit.

Don’t you wonder?

And if you run an effective orientation, it also begs the question: what is a reasonable return on an orientation? Should we expect everyone who attends to hand over a volunteer application?

I know the answer for the organization where I have recruited and trained volunteers – it’s 43%. For any given orientation, I can expect about 43% of the guests to submit an application. The reason I know 43% will apply is because I have tracked that figure month by month for seven years. It’s an amazingly reliable figure that has allowed me to forecast how…

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We’re talking about digital beauty here — not the personal kind

Looks DO Matter - Twenty HatsWhen it comes to writing for the digital world, looks really do matter.

I say this as someone who likes to blog and teach writing skills to my nonprofit colleagues.

For all of the time we spend on crafting, say, a compelling story, it’s the way a story looks that makes the difference between someone clicking away from your website or sticking around.

For volunteer managers, a digitally attractive post means more inquiries from prospective volunteers. For development directors, that means more stakeholders who may someday become donors.

The Internet world is very different from the pen and ink world. We go to online to get something done:

get information ─ talk with someone ─ buy something

And the quicker we find what we’re looking for, the quicker we take action.

We know all this because, in the 1990s, Jacob Nielsen started testing Internet users to understand how they access the digital world. He has lots of fascinating studies where he did things like track user eye movements and collect data.

One of Nielsen’s findings is that online users don’t…

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On any given day I can receive multiple calls from students looking to volunteer at our agency in order to meet community service requirements. Like many students, Sarah was very eager to get started when she first called.

By all definitions, Sarah was a very well rounded young lady –a good student, an athlete, involved in theater at her school and motivated to make a difference. Yet somehow, she let the better part of her school year get away from her without making a plan as to how she would complete her 25- hour community service requirement. Despite this looming deadline, I invited Sarah in so we could talk about her volunteer goals and how we might work together to reach them.

Happy friends gardening for the communitySo, why do students wait until the last minute to make a volunteering plan? Sure, most kids these days are pulled in a thousand directions, and it’s easy to overlook items on the “to-do list”. Over the years, I’ve found that students (particularly those with a lot on their plates) need flexibility.

At Family Centers, we allow students the option to…

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Guest blogger Lisa Lunghofer, Ph.D., tackles one of the Twenty Hats we wear and sometimes avoid, demonstrating program outcomes.

dice-with-question-marks-241x260

Let’s face it. A lot of people are afraid of program evaluation. There are countless explanations we use to rationalize not evaluating our programs. How often have you heard (or said):

  • “I’m not an evaluator.”
  • “Evaluation is expensive. We don’t have those kinds of resources.”
  •  “Participants love the program, so it must be working.”
  •  “Our program is complicated; it’s impossible to measure outcomes.”

To make matters worse, lack of staff expertise in evaluation is sometimes accompanied by fear that perhaps the program won’t show the results we expect. Then what?

I understand the reluctance and the fear.

Yet as concepts like results-based accountability become the norm and funders increasingly require evaluation plans in grant proposals, it’s important to step back and consider what can be gained from program evaluation. Most importantly, evaluation provides critical information about whether or not your program is achieving desired results.

We all know resources are limited. Isn’t it better to know sooner rather than later if those resources are being used effectively? And for those whose work…

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When you interview volunteers, trusting your gut leads to mixed results

True or False?

Thumbs Up DownOur gut feelings about a volunteer are the best predictor of volunteer success.

Since I’m asking the question – and it’s a leading question – you’ve probably guessed the correct answer: FALSE.

Five years ago I would have answered ‘True’. The program where I have worked, Fairfax CASA, takes volunteer screening seriously. We expect candidates to complete a one hour orientation and two interviews before being considered for training, and then the staff discusses each candidate before making the weighty decision to accept or reject someone.

About those “gut feelings”

Despite all this rigor, our decisions often came down to our “gut feelings” about a candidate – even though our gut feelings were not paying off. We were having a tough time meeting our recruitment goals because so many trainees either dropped their cases or never even took one. This was a huge problem because our judges want to see a volunteer on every single case that enters the court.

The pressure to bring in qualified volunteers had a silver lining, because it forced us to…

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When you facilitate an orientation, remember it’s you running the show.

Do you hold an orientation for new volunteers? If you do – and if you have held a bunch of them, you have probably seen it all.

FacilitatorI know I have. As someone who has led over 65 prospective volunteer orientations (and counting!), I remember the early days of hosting these events. Back in the day it was not uncommon to witness:

  • Audience members who dominated the conversion, leaving everyone else to shift around in their seats impatiently.
  • Speakers who veered away from their talking points, creating misconceptions about the program.
  • Presenters who droned on so long that there was no time left to cover all the material.

All of these scenarios undermined the impact of my orientation – something I could not afford, as my program needed a great many volunteers. So instead of refining my agenda or choosing different speakers, I chose to develop the one ability certain to turn things around, my facilitation skills.

If you are new to facilitation, or if you seek to hone your skills, here are my essentials.

My four favorite facilitation tips:

  1. Run the show. As the facilitator, you are…

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FormulaRecently, I had the privilege of leading a training hosted by Volunteer Fairfax for RSVP workstation managers on the art of the elevator pitch.

I love the idea of the elevator pitch, because it is another way to use stories to engage prospective volunteers, but this time with the spoken word.

Basic Elements

Just like written stories, a good elevator pitch starts by examining your prospective volunteer’s needs and goals and connecting that information to your volunteer program.

Once you frame your pitch in this manner, the words fall right into place. Here is an example from the RSVP training, created by Alacia Earley of Cornerstones in Reston, Virginia.

“You mentioned that you enjoy working with children one on one. We have a volunteer position you might be interested in. Our Homework Help volunteers come in once a week for a few hours to work one-on-one or in small groups with students at our community centers in Reston. Regular volunteers often tell me how rewarding it is to see the students come in week after week and watch their grades and self-esteem improve from the tutoring….

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BlueprintHave you ever found any of these things to be true?

  • You want to create a brochure, but you’re not sure what’s most important to say.
  • Your wonder how to promote a special event in a way that stands out.
  • You and your co-workers talk a lot about branding, and you wonder how that translates in social media.

Your marketing skills are probably not the issue here. You may simply need a road map to carry out your project.

For any marketing project within a nonprofit, I recommend starting with something the advertising pros use all the time – a creative brief.

What is a creative brief?

The creative brief is a blueprint for your project. The brief helps you clarify your messaging by asking you questions about your target audience, your purpose, your resources, your time frame. Then it walks you through all the steps to completion.

Creative briefs are especially helpful for team projects. The brief sets a common goal for everyone’s work and details each person’s unique role in making that happen.

Take a leap of faith

I wrote my first creative brief – for a volunteer recruitment web page – with a great deal of skepticism. It…

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Don’t frustrate your prospects with a confusing info page.

frustrationWe have devoted several blog posts to the process behind story writing for nonprofits. That’s because the story is the emotional hook that engages readers and gets them curious about getting involved in your cause.

But that’s just the beginning of the journey.

Your goal with stories is to lead your reader to take action – to volunteer, donate, attend an event, purchase a product.

Let’s stick with the goal of bringing new volunteers into your program. You want your visitor, now inspired by an intriguing story, to click over to your ‘Volunteer Now’ page. So you embed within your story a hyperlink to your volunteer opportunities page. Or, you might choose to end the story with a button containing a clear call to action.

The content on the ‘Volunteer Now’ page needs to be clear and compelling so the visitor continues on. After all – to borrow language from the sales world – your story is your ‘teaser’ and your opportunities page is where you ‘close the deal.’

If your information page is not clear and easy to read, you risk frustrating the reader and losing…

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