Visit this page for ideas, suggestions and hints to build volunteer recruitment capacity.

~ February 2005 ~ Topics

A recent gift is a wire sculpture of a person outside a box. Thinking and acting "outside the box" is always a challenge. The same is true in designing new positions for volunteers. It is easy to be consumed by recruiting for those essential volunteer positions. Taking time to think outside the box, design some new volunteer positions, has the long-term impact of opening whole new groups of people to an organization. Here are some ideas to get your thinking moving - outside the box.

The outpouring of aid following the December 2004 Eastern Asian tsunami is only a recent example of how people respond in the face of a catastrophe. Whether it is a burned house, a local flood, or an event of the scope of the tsunami, human beings "just show up." And, increasingly people show up, just to help, and it is not a catastrophe, just "business as usual." Here are some tips for dealing with the "just show up" volunteer.

• Enroll people. 3 x 5 cards can gather the essential information, including who to contact in an emergency. You need to know who these people are and if they are representing another organization or group. If under 18, YOU MUST have some type of parent release form that is signed and dated. If someone is driving make sure they have a valid drivers license and insurance. And check your own insurance for who is covered.
  
• Tell them the rules. Every volunteer needs to know what they can and cannot do. Get a one page sheet and review with anyone who signs on to volunteer. This person is representing the organization and can make you look bad, if they promise something you are not prepared to deliver.
  
• Keep jobs simple. Inexperienced volunteers need tasks that do not require extensive knowledge; alphabetize files (of the non-confidential variety), sort clothing or food, restock brochure shelves, etc. The one time volunteer cannot do the work of someone who has been trained and working for the organization for a long period.
  
• Get a partner. Match inexperienced people with those with experience. The partner can help the novice learn the ropes and avoid making mistakes.
  
• Develop "quick" training materials. A short video to spell out the rules, an audio tape (in case there is not electricity) with the same information, handouts that are laminated and can be used again and again, these are things that can get people "trained" quickly.
  
• Put people to work immediately. Simple jobs can be tackled immediately if there is not time to get in the training. It is a bad idea to have people sitting around doing nothing. They are anxious to work and not likely to be happy while waiting for you to get organized.
  
• Monitor progress. Never leave novice volunteers alone for long. The administrator of volunteers or a trusted experienced volunteer should be checking on them with some regularity. In disaster situations they can burnout rapidly and that needs to be avoided!

For more information on dealing with the spontaneous volunteer check out these sources.

• "Preventing a Disaster Within Disaster: The effective Use and Management of Unaffiliated Volunteers." Available at: http://www.pointsoflight.org/programs/disaster.
• NVOAD National Voluntary Organizations Active in Disaster at: http://www.nvoad.org/aboutnv.htm.
• "Managing Spontaneous Volunteers in time of Disaster," at: http:/www.pointsoflight.org/programs/disaster.
• Federal Emergency Management Agency at: http://www.fema.gov/library/dizandemer.shtm.

Directions: Read the statements in the column headed "behavior." If it is something you usually do put an "X" beneath the 0 and "Usually" rating; if it is something you do "occasionally" move more toward the "Never" and 5 rating. When you have completed the survey add up your score.

Scoring: Add your ratings from all six questions. If you scored 30 no one will ever call you a "control freak." If you scored 12 or less, you have high control needs and that can make it difficult for some people to work with you. You might try some of these tactics to change your need to control.

• Direct your energies toward specific projects. No one can know everything about all the aspects of managing volunteers. Concentrate in small areas, and encourage others to work on other projects and just keep you informed periodically.
  
• Find reasons to trust other staff and volunteers. Make a list of times when those individuals really "came through" and you did not need to control every aspect of their behavior.
  
• When you are dying to control, go the "suggestion" route. Offer ideas, but make it clear that you do not expect people to do everything your way.
  
• Set some goals to control less over the next six months.
  
• Read up on how to release control to others. Check out your local library or the Internet.

The Points of Light Foundation has forms available to nominate volunteers and volunteer organizations for the Daily Points of Light Award. It is designed recognize individuals and groups that demonstrate unique and innovative approaches to community volunteering and citizen action, with a strong emphasis on service focused on the goals for children and young people set by the Presidents Summit for American's Future. The award is given five days a week, excluding holidays. If you would like nomination forms, call 202-729-8000.

By calling 1-800-VOLUNTEER in the U.S., individuals can be connected to their local volunteer center. This is a national interactive call routing system designed to get volunteers connected to people who can help them volunteer.

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