Preparing Your Agency

There’s a phrase circulating that crops up periodically in speeches or books:  “volunteers are not a program.”  This concept can be traced back to an early article by Patty Bouse, Resource Development Specialist in the Nebraska Division of Social Services, in the Winter 1978 issue of what was then called Volunteer Administration.  We reprint the article here, noting how little has changed in three decades in the challenge of gaining legitimate agency acceptance for volunteer contributions.

Building collaborative relationships with highly-skilled volunteers can gain huge dividends for your organization and for the volunteers who participate. Based on her research for the upcoming book, The Art and Science of Engaging Baby Boomer Volunteers, Jill Friedman Fixler shares how creating work assignments that engage highly-skilled volunteers effectively provides a win/win situation for you and the volunteer.

Using five case studies of real organization experiences, this article explores what “highly-skilled” means and why such volunteers are increasing, what makes working with highly-skilled volunteers special or different from working with other types of volunteers, and where to find highly-skilled volunteers.

 

For years I have been encouraging managers of volunteer programs to function as in-house consultants; building commitment, capacity and competency of all staff that interface with volunteers in their organization. For too many years, I have seen the leaders of volunteer programs laboring diligently, trying single-handedly to manage volunteer programs in organizations where there was little buy-in, support or appreciation for their efforts. This has taken its toll on them and on the programs they have led.

Training tools/modules have been developed to help managers of volunteer programs train all staff in skills needed to work effectively with volunteers. But, staff training alone does not solve the problem. Although upper management is increasingly endorsing staff training in supervision of volunteers, they themselves are not always modeling good volunteer management at the top levels of the organization nor are they understanding and performing the roles necessary for them to contribute to a strong volunteer-friendly organization.

Without a synergistic exchange among the management team (including a manager of volunteer programs or those who provide shared leadership for the volunteer program), the organization will never achieve an optimal volunteer program.

Betty Stallings makes the case for developing a volunteer program management team, with solid advice for convincing agency executives this is best for the organization – and for them personally.

 

Introduction

Nonprofit organizations everywhere are engaging in strategic discussions to discover how they can be more efficient and effective in delivering services to enhance their missions. Too often they are not thinking about the impact of proposed changes on their volunteer manpower. Or they are having the discussion after the changes are made. At that point in time, it may be too late to consider the effect on volunteer involvement. I have observed national and regional organizations that, through benign neglect, did not engage volunteers in their initial strategic planning discussions. The impact was tragic. They lost many dedicated volunteers and donors who felt overlooked in the process.

“A Tool for Engaging Volunteers in the Change Process” provides a series of questions which should be addressed by staff and leadership volunteers as they are starting the process of major change within their organizations. The changes can be as great as mergers or can be less drastic internal changes dealing with how services will be delivered in the future.

It is often very difficult for paid staff to think about the effect on volunteers when they are concerned about how planned changes will impact their own positions within the organization. So, although these volunteer-focused questions may sound natural to ask, they must compete with the uncertainty felt by others about the organizational changes.

This article includes a print-ready handout of the change process Tool and a ready-to-use Microsoft PowerPoint presentation of the Tool to use in a meeting or training session.

Research-to-Practice Editor Steven Howlett re-visits a paper by Colin Rochester published in Voluntary Action, the journal of the Institute for Volunteering Research in 1999, about the management implications for volunteer coordination based on the organisational setting in which it takes place. Rochester observed that organisational context will impact upon how volunteering is managed, but this context is not very well addressed in the research literature and, as a result, best practice writing often gives minimal advice about how practice can vary from organisation to organisation.

The paper argues that there have been two implicit assumptions in the literature which may explain why the organisational context of volunteering has received less attention. The first is that what is being measured and described as volunteering is seen to be essentially the same activity regardless of where it happens. Second is the tendency to view volunteering as part of the non-profit sector, where it is seen as primarily unpaid workers contributing to the goals of the organisation; the result of this is a dominance management language emphasising the ‘workplace model’ of management.

Note:  Thanks to the generous permission of the Institute for Volunteering Research, the full text of the original study is provided as a PDF accompanying this review.

Colleen Kelly suggests that volunteer management has taken the road more travelled – the easier road – because when we began the process of formalizing volunteer involvement we did so mainly from the point of view of organizations recruiting volunteers to “fill positions” largely defined by paid staff. “I feel that this is one of our most pressing current challenges: developing a people-centred process, rather than a position-centred one – the road not yet taken.”

Based on an experimental project at Volunteer Vancouver, Kelly presents the concept of deploying entrepreneurial volunteers (EV) as “Scopers” to assist organizations in determining innovative ways to utilize highly- or specially-skilled prospective volunteers. She notes there are two approaches:

• Working with the ED: We can begin a process of working with organizations to determine the very specific tasks that highly-skilled volunteers can do for the organization.

• Working with the EV : We can teach the entrepreneurial volunteer how to go through a process of finding – and getting – the right volunteer position.
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Once in a while, a volunteer is injured, or injures someone else, in the course of his or her work. Sometimes, it is just an allegation that the volunteer injured someone else; whether or not the allegation is true, a legal defense still is required. In many cases, the cost of the incident is greater than the volunteer's own ability to pay, which is why insurance protection for volunteers should be part of every nonprofit organization's risk strategy. Even so, prevention is better than cure, and there is a lot you can do to prevent accidents from happening in the first place.

In this article, we will describe the circumstances involved in the claims we see in our Volunteers Insurance Service (VIS ® ) program, and offer guidance to help you minimize the chance that such claims might happen to your own volunteers.

Injuries caused by volunteers to themselves or to others tend to fall into a few common claims scenarios which we'll cover in this article by the three types of volunteer insurance coverage that respond:

• accident medical reimbursement
• personal liability
• excess automobile liability
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  • Read more about Volunteers' Most Common Accidents - and How to Avoid Them