How to develop a volunteers’ program
You’ve weighed up the pros and cons of a volunteers’ program and decided to proceed. You realise that a key factor in the success of any volunteers’ program is how it is managed. Effective management of volunteers could be the difference between success or failure for your program. Here’s how to build and manage a volunteers’ program...
1. Develop a program structure.
Most volunteers shun a formalised structure resembling the workplace of paid employment, but they do insist that there be a structure with appropriate procedures that they understand and that are under constant review. They want organisations to derive the maximum benefits from their involvement so, ideally, the structure should facilitate continuity, quality, and clear communication.
Continuity is best achieved by:
- including volunteer management among the responsibilities of a permanent staff member
- allocating day-leader volunteers whose responsibilities include coordinating the activities of other volunteers.
Quality is assured by:
- putting in place procedures to ensure that all completed tasks are signed-off and incomplete ones are brought up for further actions
- recognising and eliminating areas that don’t conform with these procedures.
Clear communication requires:
- conducting regular meetings among volunteers and between the volunteers’ manager and day-leaders
- continuing a commitment to face-to-face communication to build and enhance productive working relationships.
2. Appoint a volunteers’ manager.
Ideally, a volunteers’ manager needs to be a permanent employee who:
- works with you to develop appropriate policies outlining what specifically the program will do
- works with volunteers to develop appropriate procedures and quality-control mechanisms
- recruits suitable volunteers aiming at diversity rather than conformity (a highly homogeneous organisation is susceptible to disease)
- assigns a mentor or ‘buddy’ for each volunteer
- maintains a record or register of volunteers including skills, experience profiles, contracts, confidentiality agreements, insurance agreements, and current and potential projects
- monitors progress, maintains contact with volunteers, ensures their job satisfaction, provides support, and demonstrates effective people skills
- designs and modifies induction and training programs
- organises and facilitates meetings of volunteers
- ensures that the program complies with union guidelines and requirements - e.g. volunteers must not be used as staff replacements and must not work in excess of fifteen hours per week
- prepares budgets for the program.
3. Assign day-leader volunteers.
Day-leader volunteers will be familiar with the day-to-day operations of the volunteers’ program and will perform a type of supervisory role. They can:
- assist with policy development
- help develop job descriptions
- manage other volunteers within the workplace on a day-to-day basis
- arrange and provide suitable on-the-job training
- ensure suitable work space
- help volunteers and other staff to work together effectively.
