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Maximize the Volunteer Potential in your Organization!

Especially today, it’s critical to maximize the Volunteer Potential in any organization. In some cases, budgets have been severely cut, limiting organizational activity. Many entities have been experiencing declining numbers of ready volunteers.

Having been a lifelong volunteer beginning in grade school, through high school and college, throughout my worklife, and actively with my family – I have volunteered ongoing in a variety of situations, served on a number of nonprofit boards in 3 states, personally established a handful of volunteer-based organizations, revitalized 2 ministries comprised of volunteers, and created several nonprofit special events that served people. I’ve had the delight of many years of experience in this arena, mentored by the best-of-the-best, and have seen great return for nonprofits through cleverly-applied unified and integrated effort by dedicated volunteers.

Based on my volunteer and business management experience, here are 6 points to help any organization effectively apply the incredible potential volunteers offer, if the volunteer program is established properly…

Tips to maximize your organization’s volunteer force:

1) Know them – who they are, their interests, background experience, what they like to do, and tasks or activities they enjoy least, to match them better onsite. Accomplish this through:

• application admission process
• initial personal interview
• annual mid-year review
• scheduled group meeting(s)
• spend one-on-one personal time, with a genuine interest to get to know these important folks

2) Equip volunteers to do their job. Here’s how:

• training
• mentoring
• shadowing
• provide necessary materials or supplies
• at least a name badge, to be official

3) Listen to your volunteers. Like representatives, they are often in the frontlines in personal contact with your public, or possibly in the backroom with access to sensitive information (in the way of files, etc.). They can tell you things you might otherwise not know, but need to hear. Here’s how to listen:

• Simply ‘managing by walking around,’ strike up a casual conversation and listen-learn.
• Don’t hide from your volunteers. If they’re trying to find you, they probably need to ask you a question.
• If they call, respond in a timely fashion. Ignoring doesn’t help anyone.

4) If you allow volunteers to develop or create an event or service — it’s  not a ‘hands-free’ operation from your standpoint. You will benefit from positive results or be publicly flogged by negative reactions.  For your part, you must:

• Stay in close contact with the team and ensuing developments.
• Support efforts as much as possible.
• Don’t give permission to devise something and then go in and tell how it will be done, especially once up it’s and running.
• If revisions are necessary, have a private, honest meeting with the developers, plan changes and implement an agreed-upon course of action.

5) Don’t treat your volunteers like second-class citizens. They should be treated at least equally, because a dedicated volunteer has consciously bought into the concept and core values of the hosting organization.  They view themselves as a part of the entity, and have your back at all times — looking out for you. Honor their effort and time spent on your behalf by realizing:

• Volunteers are not employees. If you want to treat them as such, begin paying them for their time at the going employee-rate for the job you have in mind.
• Don’t take advantage of them and think just because they volunteer, their time is worth absolutely nothing.
• Don’t fall into mistakenly assuming they are automatically available to do any other extraneous tasks you can think of while there, or at home on their own time.
• Don’t expect them to attend meetings that are  irrelevant to them, just because numerous meetings are part of the culture in your organization. Don’t expect them to sit in idle chatter with you, while you wait out your own time until your next meeting.
• Don’t demean, malign character or talk about volunteers to others in your organization, throughout your church, all over the community, aside to your friends, or to others in the volunteer group, How does that look? Bad form on  your part: illustrates your ill-judgement in keeping them on; publicly announces the fact you’re obviously using them; and for the critical thinkers in the crowd — shockingly acknowledges that in spite of it all, said-maligned soul is still there because of the value they must be adding (somehow) to your effort or department. (Who would want to volunteer under those conditions with a staff or organization contact who spews any “spin” like that, out on the street?!)

6) Generously reward, recognize and treat your volunteers equally for their loyalty, hard work and unwavering dedication. You are only limited by your own imagination. Here are some ideas:

• The reward doesn’t need to be expensive or like a fabulous year-end bonus: a simply-catered meal is nice; a fun covered-dish fellowship-type gathering helps to being the group together.
• Group events provide an excellent backdrop to build your team, and recognize outstanding contributions of service (such as most number of service hours, etc.), while thanking and encouraging all for their volunteerism.
• Nicely-framed certificates of appreciation are a welcomed, tangible form of thanks, a formal recognition of accomplishments on behalf of your organization.
• Don’t withold a perk or something fun that everyone else in the entity can partake in — that’s drawing the line between “us” and them. Build a happy team that is integrated as much as possible within your organization.
• Be ever mindful that for many of these folks, the experience you provide for them is how they know your organization. It is always your opportunity not only to sincerely thank them ongoing, but also to provide a positive environment in which they gladly will come and serve. It’s not only effective PR, it’s good manners.

Volunteers are a great resource for any organization. Never underestimate the potential that a volunteer holds, and the unlimited things that can be accomplished, through their efforts — priceless!

Interested in receiving more tips and resources to help you or your organization maximize your volunteers? I can help you and your effort!

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Maximize Your Organization’s Volunteer Force & Efforts!