developing and leading effective volunteer teams diana stegall, csp, cfps, arm, alcm, cpcu rvp...
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Developing and Leading Effective Volunteer Teams
Diana Stegall, CSP, CFPS, ARM, ALCM, CPCU
RVP Region 5 - Northwest Chapter – President 2013-2014
Pam Perrich, CIH
RVP Region 4 - Pensacola Chapter – Past President 2004-6
Objectives
Understand why people join Understand why people do and do not volunteer Identify areas of opportunity for you and your chapter Identify tools and resources to assist in your efforts
Why Do People Join
Because their boss told them to Wanted to pad their resume Need the CEU’s Looking to enhance their career They are new safety are to be more
connected Want to have an impact on their profession They have friends with the organization
People Join …
Why Do Members Volunteer?
I Started Volunteering Because…
Felt I could make a difference 53% Saw things that needed to be
improved/changed 47% Hadn’t thought about it until I was asked to
volunteer 27% Wanted to help the group be better 27% Wanted to give back to ASSE 24% Other 20%
Networking 8% (included in the “other category)
I wasn’t asked I didn’t know what was required of the positions Thought I had to be able to attend chapter
meetings to be involved I didn’t know what opportunities were available I didn’t think I had time Employer wasn’t supportive Didn’t feel I was needed
What prevented you from Volunteering Sooner…
I Would Volunteer if…
I could be given short term assignments I have more info about opportunities available
to me The volunteer organization would train me to
do the work My employer supported my participation as a
volunteer I knew it would make a difference in my
profession or my work I was actually asked to volunteer
I Would Volunteer If…
I knew I had the skills to do a good job I could volunteer electronically or virtually I was recognized and appreciated for my work
as a volunteer I was not disappointed with volunteering in the
past I was reimbursed for expenses such as meals
or gas allowance.
Chapter Analysis
Hadn’t thought about it until I was asked to volunteer
Who to ASK Within two years of becoming a member – 38% Between 2-5 years of becoming a member – 21% Member more than 5 years – 40.6%
Who to ASK
New members Regular meeting attendees Someone who was involved in the past but
had to back off due to job/personal change Others in your industry
Asking for Involvement
How to ASK
AnnouncementsPersonal InvitationPersonal conversation
Get to Know Your Members
Know their interests/abilities/and/or skills they are hoping to develop
Know their time limitations Don’t limit yourself to those who come to
chapter meetings
Because their boss told them to Wanted to pad their resume Need the CEU’s Looking to enhance their career They are new safety are to be more connected Want to have an impact on their profession They have friends with the organization
People Join …
How to ASK
Didn’t feel I was needed…
How to ASK
Specific tasks with a specific time frame specific expectations that has an impact that builds confidence that they do have time to get
more involved
I didn’t know what opportunities were
available or what was required of the positions…
Toe Wetting Opportunities Meet and Greet Membership Calling
Tree Article for
newsletter Moderator at
chapter PDC Staff Registration
booth at chapter outing
Call organizations to be sponsors
Look for optional facilities for meetings
Speak at chapter meeting
Photographer at chapter functions
If I knew I had the skills to do a good job or the
volunteer organization would train me…
The Art of Delegation
Delegation does not take away your ultimate responsibility for
the task YOU still own it
Their success is your success . . . Their failure is your failure
lend itself to every task Some things simply can not be delegated
Delegation Pitfalls
Every delegator must Assign tasks to the right people [Selection] Clearly define the task [Job Description] Ensure they have the ability (Skillset) to achieve
They = individual or group Coach the Volunteers
(evolving style (prescriptive to performance) reflects V’s skillset)
Empower Maintain project oversight
Delegator Responsibilities
Exercise #1
What are some of the barriers to delegation that you have experienced? Spend a few minutes and make a list.
1 Define the task 2 Select the individual or team 3 Assess ability and training needs 4 Explain the reasons 5 State required results 6 Consider resources required 7 Agree on Milestones and Deadlines 8 Support and communicate 9 Feedback on results
Keys to Successful Delegation
Exercise #2
What kinds of duties or tasks within the realm of a chapter officer or chapter operations can reasonably be delegated? Spend a few minutes and generate a list.
Exercise #4
To enable someone else to do a job for you, you must ensure that: they know what you want they have the authority to achieve it they have the ability (skillset) to achieve they have the incentive they know how to do it.
These all depend upon communicating clearly the nature of the task, the extent of their discretion, and the sources of relevant information and knowledge.
Understand schedules and availability
Preferred communication styles Action items Technology solutions Make it easy to ask
Tips and Tools to help lead and manage
I was recognized and appreciated for my work
as a volunteer
Public chapter newsletter chapter website region newsletter/website Society Update
Private Personalized “thank you” note Personal “thank you”
Other Special perks
Recognition
Members who bring guests to meetings New members Visitors Committee members Speakers Members who recruit new members Members who have provided extraordinary service to
the chapter, region, or society
Who to Recognize
Sincerely Respectfully Verbally In writing Certificate Gift
Plagues ASSE logo items Insignia and recognition items)
How to Recognize
Don’t forget to have FUN!!!
Throughout Year: New member joins – through initial contact/needs assessment
expectation to volunteer is
created/information on different opportunities
is provided
Beginning of Chapter Year – appointment of committees
Coaching and Mentoring of committee members – positive Volunteer Experience
Volunteers commit to
responsibilities if elected or appointed
Those Elected
commit to uphold
responsibilities during
officer installation
N/E provides prospective
board members with specific
responsibilities and
requirements of position
Nominations and Elections Committtee
talks to prospective
board members who have
demonstrated successes and commitment
Prior Officers mentor new officers
Throughout Year: New member joins
– through initial contact/needs assessment
expectation to volunteer is
created/information on different
opportunities is provided
I was not disappointed with volunteering in the
past
Review
Keep in mind why people volunteer Ask Provide a positive experience Use the tools that are available
Questions?