MANAGEMENT
&
TRAINING

Controlling Your Schedule

It is so easy to get side tracked at work. Here is a one-week production plan to help you overcome the obstacles of getting work done.

Increasing the Output of Small Groups

Many volunteer projects and activities are planned and implemented by committees. Often those committees can become unwieldy. Here are some tips to make that large group more productive by creating small groups.

• Break into smaller groups depending on needs and expertise. You have a big fund raising activity. A local company is donating computers to keep track of items sold and money collected. Not everyone in the group understands computers. Assign this area to those with the most experience and interest.
• If you are looking for creativity, create several small groups and let them work on the same problem or issue. This will generate more ideas and creativity. The final solution might be a combination of the suggestions from all the groups.
• Small groups provide the opportunity for an experienced volunteer to mentor someone with less experience. You can put highly motivated volunteers, who always follow through, with those who are less so.
• Allowing volunteers to decide what they would like to do is a motivator. People work best when they are doing what they know how to do and what they want to do.

Introducing a Change

Change and adults is usually problematic. Volunteers and staff can resist change, assuring you that the old way works just fine. Here are some hints to make that change go more smoothly.

• Meet with volunteers in advance of the change to determine their concerns. This can be done in groups or with individuals.
• Write down the concerns. Be sure to ask for their misgivings with the old way of doing things, too.
• Put the concerns on poster board or easel paper and post where everyone can see it for a week or two. This depends on how often the majority of volunteers are in and out of the facility.
• Ask volunteers to decide on their biggest concern. Provide red or blue stick-on dots, so each person can vote on their biggest concern.
• Develop multiple strategies to address those concern: articles in the newsletter, e-mail messages on just that topic, a training session to deal with the concerns, or a letter from the administrator about the concerns.

Talking is not teaching and listening is not learning. That is the mantra of anyone who is serious about using effective adult learning methods to teach. Listening is a key to being an effective teacher. Here are some reminders of how to do it effectively.

* Avoid answering direct questions. Learners frequently ask direct questions. Turn that question back to the group or the individual who asked. You usually get several good answers, and you can supplement with your own, if the group missed something obvious. This also encourages participation.

* Be quiet. This means not saying anything for 15-20 seconds. That is a long time and someone generally wades in with an answer or comment or asks you to clarify the questions. Many trainers ask questions, wait 5 ­ 10 seconds and then answer their own questions. This trains the learners that you really do not want participation and so they oblige the teacher by not responding to future question. They know the trainer will answer them.

* Strive for neutrality. You may disapprove of an answer, but do not let it show. The same goes if you agree. This means more learners will find the environment safe to put forth their ideas.

* Avoid defensive responses. Grit your teeth and smile when you have the urge to defend your comment or action. An experienced trainer defuses potentially defensive situations by saying, "I don't ask anybody in class to buy anything I say. All I ask is that you give it house room for the duration of class. When we are done, you will decide what is valuable for you and what works. And that is how it should be." Find something similar to say to defuse those tense moments.

Washington State University offers a Volunteer Management Certification Program through the Internet. Individuals around the world can earn a certificate in managing or coordinating volunteers, without leaving home.

For more information, visit Volunteer Today's Internet Resources page. Look for the Washington State University listing. There is a hot link to their Web sites.

The National Association of Volunteer Programs in Local Government (NAVPLG) is an association of administrators, coordinators and directors of volunteer programs in local government. Its purpose is to strengthen volunteer programs in local government through leadership, advocacy, networking and information exchange. NAAVPLG is an affiliate of the National Association of Counties and is seeking affiliate status with the National League of Cities.

Cost is $20 for individuals and $75 for group local government membership. An affiliate membership is $25 and is intended for those who are not local government members but may have an interest in the group. There is a quarterly newsletter, national network, and access to NACo's Volunteerism Project.

For more information contact Glenis Chapin, who is a member of the Executive Committee. She can be reached by phone at 503-588-7990. Be sure to mention you read about this in Volunteer Today.

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Copyright by Nancy Macduff.

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