volunteer retention & recruitment
TRANSCRIPT
Value Invested,
Value ReturnedRETENTION & RECRUITMENT
what we think we will be doing…
what the community thinks we do…
what our parents think we do….
what non-Muslims think we do…
Just kidding!
what we think we actually do…
what we actually end up doing…
What’s the Life Cycle of a “Volunteer”?
Vacancy
Recruitment
Training
Functional
Retention
Advancement
Vacancy
Recruitment
Training
Functional
Retention
Advancement
So What Should We Discuss First?
Recruitment
Retention
Why is Retention Important?
Brainstorm:
Why do we want to
retain team members?
Summary
Cut recruiting costs/time
Cut screening and placement costs/time
Cut training costs/time
Experienced volunteer force
Promotable people
People “own” the position and organization
Word-of-mouth recruiting
So Who’s Job is it?
Who works in HR
here?
Right or Wrong
Answer?
Brainstorm
4 Groups:
Why don’t people stick
around?
Why do People Stay?
Let’s Look at the Numbers
Reasons People Leave Percentage
Other demands on time 65%
Poor management 26%
Poor use of time 23%
Talents not used 18%
Tasks/expectations not clear 16%
Not Thanked 9%
Abuse and neglect 5%
What Do Those
Numbers Mean?
Let’s Look at the Numbers
Reasons People Stay Percentage
Good use of time 58%
Good reputation 52%
Use of talents 50%
Clear tasks 41%
Enhanced career skills 39%
Thanked 31%
Became “true believers” 25%
What are the Major Factors?
How welcome the volunteer feels
The connection the volunteer feels
to the program/ organisation
How useful the volunteer feels
How valued the volunteer feels
What are the Best
Practices in Each
Area?
Brainstorm in 4 Groups
How welcome the volunteer feels
The connection the volunteer feels
to the program/ organisation
How useful the volunteer feels
How valued the volunteer feels
Welcome – Practical Tips
How welcome the volunteer feels
Recruitment, screening & orientation
Starts from moment of first contact
Best Practice Practical Tip
Understand the potential volunteerFit for their passion, not a
vacancy
Respond to enquiries as soon as
possibleSet a timed expectation
Make initial contact friendly and welcoming
Template a welcome email
Clear expectations right from the
startReinforce the “rules”
Connection – Practical Tips
The connection the volunteer feels
During the duration of commitment
Best Practice Practical Tip
Develop a connection to the
role/work
Review the job description &
Project plan/long term plan
Develop a connection to
leadership
Individual time to know them
as a person
Develop a connection to the team Social gathering with team
Develop a connection to the larger
vision
“Impact” stories & Islamic
principles @ mtg start
Check in on the connectionNot just initial meeting, have
a debrief after few weeks
Usefulness – Practical Tips
How useful the volunteer feels
During the duration of commitment
Best Practice Practical Tip
Setout clear deliverables with
agreed upon timeframeReview their tasks with them
regularly (not last minute)
Have things ready @ beginning Instructions and tools
Share the workDon’t give into temptation to
do it yourself
Distribute the ownershipProvide the goal and let
them choose the direction
Valued – Practical Tips
How valued the volunteer feels
During the duration of commitment
Best Practice Practical Tip
Volunteers are our colleagues, not
our “staff”Call them team members
Spend sufficient time training Tell, Show, Do
Recognition of workTeam Member of the Month
nominations
Seek out their feedbackInvolve them in strategy &
decisions
Critical Testing Points
Retention Test
Orientation
Training for role
First week on job
First big challenge
First corrective supervision
End of initial commitment – re-recruit?
Convert short-term to more short-term or to long-term
Expansion on Appreciation
Sentences that Motivate
“You really made a difference by ….”
“I’m impressed with….”
“You got my attention with ….”
“You’re doing top quality work on….”
“One of the things I enjoy most about working with you is ….”
“You can be proud of yourself for ….”
“You made my day because….”
Let’s Come Back to
Recruitment…
Why Did we Discuss
Retention First?
Why Recruit Right
the First Time?
Let’s Do a Real Life Example
MuslimFest
What is your first
step?
How do you screen
people?
How do you orient
them?
Retention Factor #1
Recruitment Screening Orientation
Recruitment
Activity
What resources do
you need right
now?
Recruitment
Evaluate why someone should join your team
What is your vision? As an organization, project,
team?
What is the added value?
Know & evaluate your organizational needs
Where do you need resources?
Where can you have extra resources?
What are your intake methods
Screening Activity
What are
expectations you
have of your
volunteers?
Screening
Two way street
Potential Screening the Organization
Clear role & expectations from the start
Organization Screening the Potential
Understand their skills, motivation, passion,
circumstances
Finding the right fit
Orientation Activity
What do you wish
you were told
when you started?
Orientation
Ongoing journey
Objectives
Imparting knowledge
Increasing confidence/enthusiasm
Building connections
Preventing future problems
Orientation
Key components
Program Vision & Benefits
Organizational Structure – Where do they fit?
General expectations & policies
Specifics about the Role
Evaluation/Performance review
Benefits for the Volunteer
So Who’s Job is it?
Watch out for the
GOLDEN
opportunities!
Golden Opportunities
THE THREE Vs
Vision Value Vacancies
Better Recruitment
=
Better Retention
Summary
Create a quality
volunteer experience.
Develop a "true believer" in the cause.
Provide organizational
support.
Ensure the volunteer
"gets more than they give.”
Sometimes, your role
will be to spend more
time on developing the
right people, then
doing the right things.