VolunteerHub

Perfect Vision

2010-03-02T05:00:31Z

Shawn Kendrick, VolunteerHub.com

In a recent blog article, we discussed the importance of an organization’s mission statement. This month, as promised in that article, we’re going to take things a step further and discuss vision statements. Vision statements are extremely important, since they help guide an organization’s future aspirations. As we explore what a good vision statement should look like, we’ll use an article by James Lucas called “Anatomy of a Vision Statement” as a guide.

Clear vision

Unlike a mission statement, which describes what an organization is, a vision statement is more forward-thinking. In short, it tells us what an agency aspires to be. Lucas explains that we need vision statements for several reasons:

To guide us – A good vision statement can be viewed as a map leading everyone to where they need to be. Because everyone is reading the same directions, it should keep all employees and volunteers on the same path.

To remind us - You’ll know you have good statement when you can look back at it — a month from now, a year from now, or even later — and still understand where the organization is headed.

To inspire us - This need is particularly important for volunteers. An inspirational statement can help keep them motivated and working toward a common purpose.

To control us - Although growth is important, an agency never wants to wander too far outside of its core competencies. A big part of good vision is maintaining focus.

To free us - As a forward-looking statement, a vision message can be freeing. Although the past is important, sometimes it holds us back. Strong vision keeps us from floating along and challenges us to break out of useless patterns.

As an example of a strong vision statement, Lucas mentions Rubbermaid. This organization’s message, Our vision is to be a global company of Brands That Matter and great people, known for best in class results, does a great job of being future-oriented and inspirational. It is loftier than a mission statement, but not to the extent of being unreasonable. Rubbermaid also designed this statement to acknowledge the role their employees will play in the company’s vision.

Blurred vision

When writing or evaluating a vision statement, beware of traps to avoid. Lucas warns that one tendency is to draft a message that is sugar-coated. Your statement should be more inspiring than your mission statement, but avoid being too flowery. Stick to the facts of what your core values and principles are, as well as how you’re going to use them in the future. Also, remember that your statement is not an advertising slogan or a time to discuss your organization’s history.

Vision — what an agency strives to be and how it plans to get there — should be a part of both operations and strategy. Your organization’s future depends on it. As the old adage says, “If you’re not moving forward, you’re moving backwards.”

New Manual SMS Feature

2010-02-23T00:45:09Z

In addition to VolunteerHub’s automated text message (SMS) event reminders, VolunteerHub has added a feature that supports manual SMS messaging directly to volunteers’ cell phones. Administrators can now send a text message manually to a user group, an event group, or to users registered for a specific event.

Since cell carriers may charge for delivery of these messages, each volunteer must provide his/her mobile number and opt-in for the service.

See below to learn how to 1) add a mobile phone number prompt in the user form; 2) create an opt-in for text messages; and 3) manually text message volunteers.

Collecting a volunteer’s mobile number

To allow a volunteer to provide a mobile number (if you haven’t already), follow these steps:

Step 1. Click the Setup tab on the navigation bar.

Step 2. Click the User Form subtab.

Step 3. Click the Add Question subtab.

Step 4. For Question Type, select Phone Number.

Step 5. Set Prompt to Mobile Phone.

Step 6. For Token, select Mobile Phone.

Step 7. Click the Save Question button.

Creating an opt-in for text messages

To give volunteers the option to either allow or prohibit VolunteerHub SMS messages:

Step 1. Click the Setup tab on the navigation bar.

Step 2. Click the User Form subtab.

Step 3. Click the Add Question subtab.

Step 4. For Question Type, select Boolean.

Step 5. Set Prompt to Send SMS event reminders?

Step 6. For Token, select SMS allowed.

Step 7. Click the Save Question button.

Once this information is collected, VolunteerHub allows several ways to text message volunteers:

Sending a manual SMS to a user group

To manually text message a user group, follow these steps:

Step 1. On the navigation bar, click the People tab.

Step 2. Click the User Groups subtab.

Step 3. Click the name of the appropriate user group.

Step 4. Click the Email/Sms subtab.

Step 5. Scroll to bottom of the page.

Step 6. Locate the section labeled Sms.

Step 7. Type your text in the field labeled Message.

Step 8. Click the Send Sms button.

Sending a manual SMS to an event group

To manually text message an event group, follow these steps:

Step 1. On the navigation bar, click the Events tab.

Step 2. Click the Event Groups subtab.

Step 3. Click the name of the appropriate event group.

Step 4. Click the Email/Sms subtab.

Step 5. Scroll to bottom of page.

Step 6. Locate the section labeled Sms.

Step 7. Type your text in the field labeled Message.

Step 8. Click the Send Sms button.

Sending a manual SMS to users registered for an event

To manually text message volunteers registered for a specific event, follow these steps:

Step 1. On the navigation bar, click the Events tab.

Step 2. Click the appropriate event.

Step 3. Click the Registered Users subtab.

Step 4. Scroll to bottom of page.

Step 5. Locate the section labeled Sms Registered Users.

Step 6. Type your text in the field labeled Message.

Step 7. Click the Send Sms button.

Are You on a Mission?

2010-02-01T04:12:03Z

Shawn Kendrick, VolunteerHub.com

Last month we mentioned the importance of making sure your volunteer program is meeting the goals of the mission statement. This reminded us of how important it was to have a good statement as a foundation to build upon. In this article we’re going to step back and look at the mission statement a little more in depth.

With that in mind, can you explain your organization’s mission? At some agencies, you’d be surprised at how many employees, volunteers, clients, and even board members can’t. Of course, no one should be expected to memorize the whole passage, but it’s key that everyone has a general idea of the organization’s purpose.

Vision or Mission?

For starters, we’ll discuss the difference between a vision and a mission statement. Unfortunately, the two often get mistaken for one another. However, they definitely have two different purposes. Simply put, a mission statement explains what your organization is and what it will achieve based on quantifiable results. Vision, on the other hand, explains the hopes and aspirations you have for the agency. The vision statement is often more “flowery” and less specific.

A great example from the business world that differentiates the two is CVS Pharmacy’s statements. From their website:

Our Vision

We strive to improve the quality of human life.

Our Mission

We provide expert care and innovative solutions in pharmacy and health care that are effective and easy for our customers.

As you can see, these two descriptions have very different purposes. The mission statement identifies exactly what industry the company will focus on and how it plans to impact that sector. The vision statement is about the greater good the company is hoping to achieve. The fact that they are both succinct is an added bonus and adds to the clarity.

If your organization already has a mission statement, it’s never too late to take a closer look to make sure it is explicit. Many groups choose to bring a lot of elements into their statements, and that’s fine. Some have pieces about their core values, beliefs, and culture mixed throughout, but in the end a good statement always makes its way to exactly what the company’s purpose is.

What if My Organization Doesn’t Have a Mission Statement?

It’s not uncommon for a small non-profit to quickly sprout up as a loosely associated group with a common interest. The next thing you know, everyone is busy helping with a cause, but no one took the time to write an actual mission statement. However, as your organization grows, a mission statement becomes crucial. Luckily, if you’re up to the task, there is help. MissionStatements.com has a gigantic database of real mission statements listed by industry. There’s even a section for non-profits, schools, and churches that can be used as a guide.

When crafting your statement, watch out for pitfalls. In her article, “How to Write a Mission Statement that Isn’t Dumb,” Nancy Lubmin warns of the tendency of non-profits to use “warm” and “fuzzy” language that strays from any actual goal. Her suggestion: simply stay on point and leave any motivational language out of this statement.

Still, if while working on your mission statement you’re flooded with inspirational prose, don’t throw those words away. There’s always the vision statement to construct. Stay tuned… more on vision statements next month!

Setting Goals for Your Volunteer Program

2010-01-01T23:42:07Z

Fonda Kendrick, VolunteerHub.com

As another January rolls around, so do the New Year’s resolutions. While you’re thinking about them, make sure to keep your volunteer program in mind.

Within an organization, a mission statement is written, and objectives are developed and later evaluated for the agency itself. Sometimes, though, volunteer programs are overlooked in this process. However, stepping back to take a panoramic look at your volunteer program on a regular basis is important for several reasons. First of all, it’s good to compare your organization’s mission to your volunteer activity — is the direction of your volunteer program still reflective of your organization’s overall aim? After this is determined,it’s essential that your program keeps moving forward in the right direction by setting new, measurable objectives. In doing so, your volunteers will be steered with a sharper focus, and your volunteer program will have something to strive toward. And, through the related record keeping, you will also have data in place to substantiate your efforts, which is useful when approaching potential donors or seeking local funding.

One resource on Energizeinc.com (a wonderful website for volunteer program administrators) links to a manual called Measuring the Difference Volunteers Make: A Guide to Outcome Evaluation for Volunteer Program Managers. This guidebook, published by the Minnesota Department of Human Services, sums up the value in taking stock of your volunteer program: “If you can’t see success, you can’t learn from it. If you can’t recognize failure, you can’t correct it. If you can demonstrate results, you can win public support.” (For the full document, click here.)

The way to identify results and success is to articulate goals and objectives. However, if sitting down to write this year’s plans seems like a somewhat daunting task, keep reading. Following is basic information that may help demystify the goal-setting process.

A goal, of course, is simply what you want to accomplish. Goals are defined in broad strokes and are often long-term. As a simple example, XYZ Organization’s goal might be to expand its impact on individuals within the county.

How will the organization know if or when it has achieved its goal? This is where objectives come into play. An objective brings a specific aspect of the goal into sharp focus. In addition, an objective is concrete and short-term. All objectives should address the following components:

Your target demographic – What group of individuals do you seek to help?
Your agency’s impact – What is the desired outcome of your efforts?
A timeframe – What is the deadline to meet your objective?
A “yardstick” for measuring success – In what quantifiable way(s) will you measure your efforts?

Using our earlier example, an objective for XYZ Organization may read as follows: To develop a new service program for county residents, XYZ Organization will recruit 50 new volunteers within the next four months.

Once there is a goal and an objective in place, specific actions, or activities, should be formulated that will help meet the objective. Continuing our example, XYZ Organization might decide on the following activities:

Develop and distribute updated volunteer recruitment flyers
Run volunteer recruitment ads on local TV and radio
Increase focus on volunteer recruitment in social media avenues

As you can see, achieving just two or three objectives may require a significant amount of time and energy. In fact, to set yourself up for success, make sure your objectives are SMART. This commonly-used acronym reminds us that objectives should be:

Specific – Your objective is tightly focused and concrete.

Measurable – You have defined a means to quantify your efforts.

Attainable – Your objective may be a stretch to achieve; however, at the same time, the bar has not been set unrealistically high.

Relevant – Your volunteer program’s objectives mesh with the overall goals of your organization.

Time-oriented – Set a deadline for which to accomplish your objective (e.g., six or twelve months).

Although it does take effort to formally set goals, objectives, and activities, the process can be invigorating. It’s an opportunity for staff and volunteers alike to re-evaluate, refocus, and recharge — with a specific task to accomplish in sight.

Our brief article here barely scratches the surface when it comes to the topic of goal setting and hardly addresses the topics of program assessment and evaluation. There is much more to be found on the web on sites such as Energizeinc.com.

Inexpensive/Free Holiday Gifts for Volunteers

2009-11-30T03:47:33Z

Fonda Kendrick, VolunteerHub.com

The holidays… I don’t know about you, but they seem to sneak up on me every year. It’s such a busy time. However, as you are planning for the season, don’t forget about your volunteers. This is a great time to acknowledge the active volunteers within your organization. Your thoughtful gift is sure to leave them feeling appreciated and motivated. Still wondering what to give them? Here are a few last-minute (and cost-conscious) ideas:

Think back over the course of the year. Do you have photos of volunteer activities? If so, a framed snapshot can become a great keepsake. On a tight budget? Simply print out a digital photo and slip it into a dollar-store frame.

A “start” of a plant makes a nice gift for those with green thumbs. Think “dollar store” again for small pots.

Is your organization having a holiday party for staff? Why not invite volunteers, too? This gesture can solidify bonds between staff and volunteers, and it allows a more social setting than the normal office environment. It also makes your volunteers feel that they are truly a part of your team. The gathering can be as informal as a lunch-time potluck. This might be a nice venue for handing out certificates of recognition, as well.

For those who are tech-savvy, why not record a few brief interviews of people whose lives have been touched by your organization? Burn them onto a CD and distribute to volunteers.

At this time of the year, some people feel start to feel inundated with “stuff.” So, you may want to opt for a “consumable” gift. Cookies, nuts, or fresh fruit wrapped in colored cellophane are a great treat. (Check with your local grocer; you may be able to get these donated.) Either a cookie or hot chocolate mix in a tin is also a welcome gift. Hand-dipped chocolate-covered pretzels are both easy and inexpensive to make, too.

Collect favorite recipes of each staff member and compile into a booklet. Make it a theme (favorite soups, desserts, etc.), or just wing it!

Use inexpensive rubber stamps on paper to make note cards/stationery. Tie small packs with decorative ribbon.

Donate a book to a local library in honor of a volunteer or group of volunteers. Check ahead of time to make sure, but most libraries will add a plate on the inside cover of the book detailing both the donor and the honoree(s).

Sometimes the best gift can be a heartfelt, personalized letter. This does take some time, but if it is written by your organization’s volunteer coordinator or other staff member that has worked closely with the volunteer, your words of appreciation may be valued far beyond other gifts.

These ideas, of course, are geared toward those who are currently volunteering. However, don’t forget about the ones on your inactive list. Look back to the ones you haven’t seen within the last six to twelve months. Taking the time to send a holiday card to those volunteers you haven’t seen in awhile may pay off later. The card will serve as a reminder of your agency and may garner your organization some extra consideration when new year’s resolutions are made.

And remember, although the holidays are an obvious time to reward volunteers, make sure to keep in mind the importance volunteer recognition plays throughout the year!

Strategies for Dealing with Unreliable Volunteers

2009-10-29T01:19:33Z

Shawn Kendrick, VolunteerHub.com

As much as we appreciate volunteers, there are always a few, however, that throw a wrench into our plans due to their unreliability. You know the ones…. The “over-scheduler” who calls at the last minute to let you know he has a conflict and won’t be able to make it. Or the “amnesia victim” whose scheduled time just slipped her mind. The intentions may be good, but these unreliable helpers can really impact the effectiveness of your event or program.

The question is how to deal with them. Again, the answer lies in treating volunteers similarly to the way you treat paid employees. There’s very little research specific to handling troublesome volunteers, but there is a wealth of human resource data aimed at dealing with regular employees who may be problematic. This can serve as our guiding light in dealing with volunteers. When addressing problems such as unreliability, Dr. Joanne Sujansky, founder of the management consulting firm KeyGroup, suggests the following approach.

(Note: where Dr. Sujansky refers to employees in her article, we modify it here to specify volunteers.)

Be specific - Don’t exaggerate or make generalized statements statements like “you’re never on time.” Stick to exact accounts, such as “you’ve had to cancel the last two times you’ve been scheduled.”

Focus on the requirements of the job - Be clear in explaining how the unreliability affects everyone. It’s quite possible that your volunteers don’t understand how integral their roles are. With some clarity, they may take matters more seriously.

Consider the needs of the volunteer - Always try to address the situation in the manner you think will get the best results from that volunteer. Keep in mind that some are straight shooters and would prefer you get to the point, while others may seem crushed to hear they aren’t doing well. With this in mind, strongly consider how you are going to deliver the message.

Give timely feedback- Don’t wait a long time to address a problem situation. Of course, if there is a highly emotional or stressful environment at the time of the poor performance, wait until it has subsided.

Make sure the volunteer understands - Don’t ask a bunch of closed-ended questions. If you ask the volunteer if s/he understands,the answer is likely to be yes, whether your point came across or not. So, at the end of the discussion, it’s a good idea to ask your volunteer to paraphrase what you just said. From there, you can see if s/he truly gets what you are saying.

Document - Always create a paper trail of your conversations, as well as the behaviors before and after them. The trick here is to be objective and document both good and bad. Many managers fall into the trap of only documenting problematic behavior.

As Dr. Sujansky points out, most people in positions of authority hesitate to confront individuals about poor performance. However, if you do, one of two things will probably happen: 1) the volunteer’s track record will improve, or 2) the individual will deselect himself/herself from your volunteer pool. In the long run, either of these two outcomes is likely to result in a more dedicated, cohesive, and productive group of volunteers for your organization.

To view Sujansky’s article in IT Today go to http://www.ism-journal.com/ITToday/eightrules.htm

For more information about KeyGroup Consulting, go to http://keygroupconsulting.com/

Family Volunteers

2009-09-30T20:34:01Z

by Shawn Kendrick, VolunteerHub.com

As mentioned in our October VolunteerHub Brief, a new non-profit geared toward getting young children involved in volunteering was recently launched in Austin, Texas. The organization, called Little Helping Hands, was founded by Marissa Fogel. In a September 8th press release, Fogel explains her reasons for starting the cause: “I started Little Helping Hands to inspire community service in early childhood and to show that it can be a fun and positive learning experience for the entire family.” She further points out, “Introducing children as young as four to volunteerism creates a foundation for acts of compassion, generosity, and responsibility throughout adolescence and into adulthood — not to mention a wonderful way to spend time together as a family.” Because the group’s mission is to get children involved, most activities take place after school or on weekends and are chosen with all age groups in mind.

From a volunteer coordinator’s perspective, attracting entire households to help out at your organization is obviously a great way to boost any program. With National Family Volunteer Day scheduled for November 21st of this year, now may be the perfect opportunity to get families to join your efforts. This annual day of service falls on the first Saturday before Thanksgiving and is sponsored by the HandsOn Network. The day also receives a great deal of support from Disney, giving savvy coordinators the opportunity to leverage a household brand when trying to tap into this demographic. In 2010, Disney is even planning a “Give a Day, Get a Disney Day” promotion, in which those who volunteer with a participating agency for a day will receive a free one-day admission to either Walt Disney World or Disneyland. To learn more about how your organization can participate in this program, go to http://www.handsonnetwork.org/disney.

Attracting families can be tricky; however, here are some suggestions. For starters, you certainly want to be visible in places where families gather. Some suggestions would be schools, churches, recreation centers, boy scout/girl scout meetings, and youth sports facilities. Once you’ve narrowed this down, whether you speak to folks in person or simply leave marketing materials, remember to highlight the benefits to the family. For instance, FamilyCares.org points out that volunteering as a family:

Strengthens family communications and bonds
Allows family members to be role models
Builds shared memories
Increases commitment to volunteering and community
Provides quality family time

Pointing out benefits to the volunteers will certainly help your case for recruitment, so don’t be shy about explaining that volunteering is a win-win activity.

The final piece of the puzzle is insuring that you have projects appropriate for various age groups. You don’t want family-driven projects to be so difficult that children can’t do them or so simple that adults are bored. Again, FamilyCares has many great ideas on its web site that you can use as a starting point for your own planning. The site also gives details of projects in which even very young children can participate.

To learn more about the organizations listed in this article, go to:

www.littlehelpinghands.org

www.familycares.org

www.handsonnetwork.org

Evaluating Volunteers

2009-09-01T23:05:03Z

by Shawn Kendrick, VolunteerHub.com

Do you have an evaluation process for your volunteers? If the answer is “no,” you are not alone; in fact, you are in the majority. Granted, to many volunteer coordinators, the concept of actually evaluating volunteers may seem strange. After all, these folks are freely giving their time. Putting them through an evaluation may seem unfair and even unappreciative. The truth is, however, that these helpers are anticipating something in return for their efforts. Among other motivations, they expect a well-run program filled with dedicated and competent volunteers. By completing evaluations, you’ll send a clear message that you are running a serious program. You’ll also insure that volunteers are utilizing–and not draining–precious resources.

Once you’ve decided that you are going to evaluate your volunteers, it’s time to think about the process. Even though the tendency may be to interact with volunteers more casually than with paid staff, some experts recommend making sure the volunteer evaluation process closely mimics that of the one used for those on your payroll. In fact, you may even want to use an identical process. This means you won’t be doubling your efforts by creating a whole new set of forms and systems specifically for volunteers.

If this doesn’t fit your needs, however, and you find it necessary to create a specific process and paperwork for your helpers, there are places you can turn to for guidance. For example, www.idealist.org has a whole host of resources, including a link to a sample evaluation. Another great source is www.docstoc.com. There you can search for both paid and free volunteer and/or employee evaluation forms. (This site also has a ton of other documents that may be helpful, such as authorizations, agreements, surveys, and registrations, just to name a few.)

Once you’ve honed in on what your process is and what your paper trail is going to look like, you’ll want to decide how often you are going to give feedback. One of the best evaluation devices most businesses use is the “probationary period.” This is also a great way to set the tone for you volunteers. Letting them know that for the first 30, 60, or 90 days they will be receiving a lot of instruction and feedback both assures them they won’t be thrown to the wolves and lets you keep a close eye on them. This also creates a sort of forced reflection point to see if the volunteer and the organization is a good fit. Of course, you will also want to decide on how often volunteers will be evaluated after the probationary period.

Most of your successful volunteers will probably welcome the opportunity to receive feedback. Also, if potential volunteers are informed that they will be evaluated if they join the program, you’ll probably find that some of the marginal candidates will weed themselves out. All in all, evaluations will help you cull a crop of volunteers who are open to constructive criticism, which will ultimately help both them–and your program–grow.

Know Your Boundaries

2009-08-01T13:40:45Z

by Shawn Kendrick, VolunteerHub.com

Perhaps one of the most difficult and sensitive issues to deal with as a volunteer coordinator is how to deal with volunteers who have difficulties with boundaries. When we refer to boundaries, we are talking about what is appropriate behavior in a given situation. This set of guidelines can vary depending on agency, position, and skill level of the volunteer. For instance, a simple gesture such as a hug between client and volunteer may be appropriate in a socially-focused organization but completely inappropriate in another agency. Even within the same organization, volunteers have to be careful to stay within their guidelines. For example, a well-meaning helper may give some advice they aren’t qualified to give. At other times, an overzealous volunteer can impede upon someone else’s job. Whether a client is involved or not, it’s in the best interest of all if you can intervene early — or, better yet — prevent boundary issues from arising.

As a volunteer coordinator, the best thing you can do is be very clear about your expectations. Because there is so much gray area, don’t assume that what’s acceptable and what isn’t is common knowledge. Most volunteers who have trouble in this respect have good intentions. The problem is that they don’t see things from a professional’s perspective. As such, you’ll definitely want this subject to be a large part of your orientation. It’s also a great idea to put your standards, as well as the consequences for violating them, in writing. It’s probably also wise to have your participants sign a copy of the rules. This leaves no doubt that participants are aware of your guidelines.

Of course, when a situation arises, you may have to make a judgement call. If possible, ask another member of management to analyze the situation with you. It helps just to make sure you have someone else’s perspective when making a tough call. Once you put your heads together, you may want to consider a few things. First, simply ask yourself how you would feel explaining the situation to your supervisor. Would you be comfortable, or would you find yourself at a loss? Next, take it up a level. How would you feel the situation would reflect on you and/or your agency if it were part of a newspaper headline? If the thought of this makes you cringe, then you definitely may want to rethink things. Finally, do you feel you would be OK with explaining the scenario in a court of law? If your gut reaction to this is not good, then you definitely need to take action.

In the end, you may feel a little uncomfortable addressing sensitive issues with folks who are helping you, but remember that the volunteers are operating on behalf of your agency or organization. As such, they carry many of the same risks as a paid employee. For that reason alone, its best to keep your eye out for problems. However, organizational liability and risks aside, it’s important to also protect your volunteers. Setting strong and clear boundaries is a great way to keep well-meaning volunteers from falling into a difficult situation.

SMS Feature

2009-07-25T04:51:00Z

VolunteerHub can now send SMS reminders to volunteers’ cell phones. To enable it for a site, follow these steps:

1. Add a new Boolean question to the user form.
2. Set the question’s prompt to be "Send SMS Reminders?" or something similar.
3. Set the question’s token to be "SMS Allowed"
4. Save the question.

That’s it! Any user who responds “Yes” to this question will begin receiving event reminders via SMS as well as email.

Embed Feature

2009-07-13T19:12:39Z

You can now embed your upcoming events in your organization’s website!

Log in as an administrator.
Click the “Setup” tab.
Click the “Embed” sub tab.
Customize the look and feel (optional)
Update Preview and HTML (optional)
Copy the HTML code posted in the box
Paste the resulting code into your site’s HTML.

Too Many Volunteers?

2009-06-30T02:08:18Z

by Fonda Kendrick, VolunteerHub.com

It’s a perfect storm when it comes to volunteerism in America right now, based on several factors that we’ve blogged about in the past. The baby boomers are retiring, the unemployed are looking for activities to hone their skills for resumes and simply to fill their free time, and President Obama has issued a massive call to action on the volunteer front. Based on these three streams of supply, nonprofits are currently seeing an unprecedented demand for volunteer opportunities.

In an ironic twist, many organizations that have seen a rise in their volunteer numbers have also seen a downturn in resources. Lindsay Firestone of Taproot comments, “It’s like a Greek tragedy. We’re thrilled to have all of these volunteers. But now organizations are stuck not being able to take advantage of it because they don’t have adequate funding.”

Just a few months ago, The New York Times reported a huge surge of volunteers in areas all across the country. (One hundred thousand in New York City alone!) Suddenly, many nonprofits nationwide are saying something they never thought possible: we have too many volunteers! In fact, the Times quoted one anonymous nonprofit exec as saying, “Can you make them stop calling? Everybody’s inspired by Obama,” he noted. Then he tacked on, “They also don’t have jobs.”

Others echo the executive’s sentiment. Bertina Ceccarelli of United Way in New York, states: “It’s sad but true, but the irony is that sometimes it’s almost more work to find something for a volunteer to do than to just turn them away.”

Having too many volunteers can be chaotic and counterproductive; both volunteer coordinators and volunteers can become frustrated with this situation. However, as we researched deeper into this topic, we found some tips for regulating volunteers within an organization:

Before recruiting new volunteers, take stock of your current needs. List the tasks you would like to assign to volunteers, how many people you will need for each task, and how many hours per week should be devoted to these assignments.
Write up a “wish list” focusing on a variety of areas within the organization. What have you been wanting to do/try? In particular, you may want to focus on fundraising efforts, marketing/PR/graphic design, and maybe even maintenance work such as cleaning or painting. Again, assess the hours and number of individuals needed for these tasks.
Create a “crowdsourcing” area on your website. Have members of your organization brainstorm on challenges that hinder them from attaining some of their goals. Ask your volunteers (or the public in general) to offer ideas for solutions, then use those suggestions, in tandem with volunteers, to put those plans into action.
Get creative. What new programs or teams could you start with additional volunteers, even on a shoestring?
Develop a list of tasks that can always be done with little direction/supervision.
Hold monthly informational meetings for potential volunteers to find out more about your organization and its volunteer opportunities. This will minimize time spent on this aspect of recruiting and maximize the amount of individuals reached each month.
Cultivate one or more volunteers to manage and/or train other volunteers.
Start a waiting list for volunteers. As we all know, some volunteers have a short-lived enthusiasm. If some drop out of your volunteer pool, it helps to have more ready and willing contacts at your fingertips.

Handy hint: Once you have new volunteer opportunities planned, don’t forget to use VolunteerHub’s event slot limit feature to set boundaries on the number of volunteers registering. (Make sure to use the waitlisting feature, too!)

Remember, with a surplus of volunteers, this is your time to be selective. You have the right — and the responsibility — to interview volunteers to make sure they are a good fit for both your organization and the projects you have outlined. And, by partnering with other organizations in your community, you can refer individuals that do not mesh well with your agency to other groups to which they may be better suited.

Perhaps most importantly, keep in mind that this is your chance to make a lasting impression on your volunteers. Take the time to evaluate your need for volunteers and match those willing to help with challenging, meaningful tasks. If they have a fulfilling, well-planned experience, your volunteers are likely to maintain their ties to your organization for years to come.

National Community Tax Coalition Conference Aug. 31st-Sept. 1st ‘09

2009-06-09T16:21:21Z

Please visit our booth at “Realizing the Dream: Promoting Financial Opportunity in All Communities” National Community Tax Coalition Conference.

August 31st-September 1st, 2009
San Antonio, Texas

Marriott Rivercenter
101 Bowie St
San Antonio, TX 78205

Follow VolunteerHub on Twitter

2009-06-02T15:20:33Z

Now you can follow us on Twitter!

http://twitter.com/volunteerhub

Volunteerism’s Health Benefits

2009-06-01T03:26:14Z

Shawn Kendrick, VolunteerHub.com

In July 2007, we reported on the number of baby boomers hitting retirement age. (In fact, consider that one-fourth of the American population is made up of this group — the largest cohort in the country’s history.) The oldest baby boomers began turning 60 in 2006, and their average life expectancy is estimated to be 83.

With this large influx of retirees, nonprofits stand to make large gains in their number of volunteers. However, according to recent research, it’s not just the organizations that will enjoy the benefits of boomer efforts. A recent literature review by the Corporation for National and Community Service (CNCS) reveals that boomers may, in turn, gain many health advantages from their volunteer experiences.

The review shows that benefits include better mental health; reduced risks for high blood pressure, depression, and anxiety; and longer life expectancy. The study further explains that adults over 60 are likely to experience the greatest degree of benefits.

It seems that boomers will continue to see the health perks of volunteerism as they age. A study by Johns Hopkins Medical Institutions backs CNCS claims. This research focused on older individuals who volunteered to help children in a reading program. The results showed that:

after completing the program, 44 percent of participants felt stronger, compared to only 18 percent of the control group.
falls decreased for the volunteer group, and the usage of canes for walking assistance dropped by 50 percent in the volunteer group, while the control group only experienced a 20 percent drop.
volunteers experienced an increase in social activity, while the control group saw a decline.

The most astonishing fact of this study was that only 11 percent said they volunteered to improve their own lives, and only two percent were trying to be more active. Even though participants were in the program for altruistic reasons, they benefited just the same.

To spark additional interest, nonprofits may do well to consider highlighting volunteerism’s health benefits when recruiting baby boomers and older adults. This could be especially effective, since a 2006 survey of American seniors released by SecureHorizon shows that among seniors’ top concerns are sustaining their health and mobility as well as continuing an active lifestyle.

As researcher Dr. Mark Yaffe states, “Volunteering may produce a ‘win-win’ situation. Society benefits and the person volunteering may personally benefit. What a perfect prescription for health promotion and maintenance.”

Although the studies cited above honed in on benefits for older adults, the rewards aren’t just for those over 60. Studies suggest that volunteering at a younger age can be a preventative method, possibly warding off future health difficulties. This, coupled with the benefit of an increase in self esteem and confidence that comes with completing projects, makes helping others a good idea for all ages.

For more information on Baby Boomers and volunteerism, see our blog article: Is Your Organization Ready for “The Boom?”

Congress Approves the Edward M. Kennedy Serve America Act

2009-05-01T22:46:32Z

Shawn Kendrick, VolunteerHub.com

With the recent milestone of President Obama’s first hundred days in the White House, media outlets across the nation are taking the opportunity to reflect on our new leader’s dizzying start to his tenure. With that in mind, we would like to take a look at the progress of the president’s volunteer initiatives thus far.

If you recall, we took a first look at Obama’s plans for volunteerism during our review of both candidates’ perspectives during the election campaign. At that time, the future president’s objectives rested in the expansion of the AmeriCorps program. The AmeriCorps umbrella was to include subsets such as Classroom Corps, Homeland Security Corps, and Clean Energy Corps, to name just a few. Candidate Obama also wanted to incentivize participation through tax credits for college students and encourage growth through seed money for non-profit organizations.

We’re happy to report that on April 21st, just eight days short of his one hundred day mark, President Obama signed arguably this generation’s most comprehensive national service act into effect. True to his campaign promise, The Edward M. Kennedy Serve America Act aims to triple the number of volunteer opportunities across the nation through a vast Americorps expansion. The bill also has a local flavor with its earmarking of a “Volunteer Generation Fund” that is set to help local non-profits recruit, train, manage, and recognize volunteers. Efforts will be focused on education, health, clean energy, veterans, and economic opportunity. In sum, the Serve America Act authorizes funding of $6 billion over the next five years. In addition to the tax credits mentioned above for college students, incentives will also be offered to senior citizens, who can then pass the award on to their college-aged grandchildren.

The most refreshing aspect of the legislation is the fact that it was a bipartisan effort. The bill easily passed both the House and Senate on its way to the president for approval and was finalized a mere 22 days after its introduction. In the midst of one of our nation’s most tumultuous times, politicians from both sides of the aisle were willing to come together and affirm their opinion that volunteers are able to make a difference and will help our country overcome its current obstacles.

For more information about the bill, visit www.nationalservice.gov

New “Event Summary” report

2009-04-20T11:49:00Z

Check out the new “Event Summary” report located under the “Report” tab. This report will give you details for events in a given date range.

"Let Me Repeat Myself:" Using VolunteerHub’s Recurring Events Feature

2009-04-01T03:01:51Z

by Fonda Kendrick, VolunteerHub.com

If your organization hosts events that repeat on any kind of a regular basis — whether daily, yearly, or some interval in between — make sure you are taking advantage of VolunteerHub’s Recurring Events option. This feature can greatly reduce your volunteer coordinator’s time spent entering upcoming events.

When creating recurring events, there are a couple important things to remember. First, a recurring event can occur only one time per day. Secondly, a recurring event must end during the same day it begins.

Just in case you’re not currently using this timesaver, simply follow these steps:

1. From the Events page, click the Add Event tab.

2. Enter an event name and then click on the Recurrence Master radio button. This will signal to VolunteerHub that this is an event that repeats.

3. Complete the general information sections (Event Information, Registration, and Email Notifications) as you normally would. Then click the Save Event button at the bottom of the page.

Now you will be taken to the Recurrence Master page, in which you will record the specifics of the recurring event. You will need to complete this section in order to activate each individual occurrence (or instance) of the event.

4. Choose the appropriate radio button in the Recurrence Pattern section, and then designate a starting and ending time for your event.

5. Click in the field labeled Recurrence Start Date; a calendar will appear. Click on the appropriate month and day.

6. Choose the appropriate radio button in the Recurrence Frequency section. Then supply the required information in the fields provided.

7. You will see two choices in the Recurrence End Date section. If you are running the event for a set number of times, click the radio button next to End after… and enter the appropriate number of occurrences in field.

Click the second radio button if you wish to end the series of events on a certain date. Then simply click the adjacent field to bring up the calendar. Click on the appropriate ending date.

8. Click the Activate Instances button.

All of the individual instances of the event should immediately appear at the bottom of the page.

Congratulations! You’ve just created a recurring event!

“But what if I need to change one of the instances I just created?” you may be wondering. No problem. Just follow these easy steps:

1. From the Events page, simply click on the description of that specific event.

2. Then click on the Edit tab in the event’s Summary page. You may change a variety of specifics by “detaching” them.

Any or all of the following may be edited by clicking the appropriate box(es): time, description, location, event contact, registration details, and/or emails. Simply locate what you need to modify and click the box next to Detach…. Additional fields will appear in which you may revise any of these aspects of your event.

3. Finish by clicking the Save Event button.

Need to cancel an instance? You may delete an instance just as you would delete an individual event.

Now you know some of the basics of using recurring events. So, if you’re not already doing it, go ahead — repeat yourself!

2009 Habitat for Humanity National Conference & AGM (Winnipeg, Manitoba Canada)

2009-03-25T17:42:51Z

VolunteerHub will be attending the National Canadian Habitat for Humanity Conference May 21st – May 23rd, 2009

Delta Winnipeg
350 St. Mary Avenue
Winnipeg, Manitoba R3C 3J2

Come visit us at our booth!

Habitat for Humanity Ohio Affiliate Statewide Conference 3/27/09-3/28/09

2009-03-25T17:37:54Z

VolunteerHub will be attending the Habitat Conference for Ohio Affiliates.

Friday, March 27th & 28th 2009
Doubletree Hotel Columbus Worthington
175 Hutchinson Ave
Columbus, OH 43215

Come visit our booth!