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Volunteer management for derby people

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Stine Momo Agerbæk

on 2 February 2016

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Transcript of Volunteer management for derby people

Volunteers
No; it doesn't have to be "like herding cats" - if you do it right!
VOLUNTEERING
Common problems:
COMMUNICATION
Keywords:
What do you need?
Make it easy
Set the work in perspective

Involvment through communication.
Use WE and mean it!


HOW?

Volunteer management
- leading people with other tools than money and power.


MOTIVATION
How can you motivate
your volunteers?
People are motivated by
different concepts - or
a mix of these...

OWNERSHIP

How do you get people
involved?
How does a volunteer's
involvement change their
perspective?
WHY VOLUNTEER?

What reasons can you have for volunteering?
HOW TO MANAGE THEM???
How to motivate them???
How to be "the leader"???

LEADERSHIP TOOLBOX
REsults
* CLEAR GOALS - Volunteers know when they've met and exceeded the goals set for them or the organization.
Ownership
* Make them plan and organize themselves
Recognition
* The most traditional: Thank you!
Responsibility
* Delegate and trust them to do the job
REASONS FOR VOLUNTEERING
DON'T JUDGE. THEY ARE DIFFERENT - BUT EQUALLY VALID.

THE "CAUSE"
Volunteers who have the cause for a reason, see the opportunity for volunteering as a chance to do something for a "greater good"...
PERSONAL
SOCIAL
OWNERSHIP
What kind of volunteers??
Delegation
TRUST
Honesty
growing demands
consequence
Information
opportunity for growth
help vs. guidance vs. coaching
independence
confidence
Tasks depending on skills and involvment
confidentiality
feedback
commitment
stringency
support
responsibility
VOLUNTEER leadership
being a part of something
mutual dependency
Social bonds
make it "official"
Different ways to
motivate and
acknowledge volunteers
Nope. None of these involve cake...
Circle of involvment
Can be seen as different levels of concentric circles... or a maelstrom, dragging you in!
The closer to the middle, the deeper you're in
.
I'm not that involved...
Just wait!
People on the outside require more management and more detailed directions than the ones in the middle.
You can get people closer to the middle by giving them gradiently more complex jobs with added responsibility. That way you can create a growing sense of ownership.
DOIN' IT RIGHT:
DOIN' IT WRONG!!!
(Seriously, don't do this. You'll be miserable in no time!)
STRUCTURE & INFORMATION:
REMEMBER - ALWAYS INCLUDE ANSWERS TO THESE QUESTIONS:
* What will I be doing?


* Why is it important?
(If you can't answer this - why should anyone bother?)

* Where, when, for how long?
* What skills do I need? Will there be training? Where do I find more info if needed?
*Do you need to bring something special yourself?

* Who will I be working with? Who will be my "supervisor"? Who do I contact for info?
* Add whatever you feel is needed - but remember these details!


NEVER SELL THE JOB / TASK SHORT! Nobody wants to do pointless work. Even if there are cupcakes, beer and derby....
AND THEN:

SAY THANK YOU!!!
THANK YOU ISN'T JUST THANK YOU!
DON'T THANK PEOPLE FOR SIMPLY SHOWING UP!
DON'T THANK PEOPLE WITHOUT MEANING IT!
DON'T FORGET TO THANK INDIVIDUALLY!
AND NEVER EVER THANK PEOPLE SOLELY FOR WORKING FOR FREE!!!
REMEMBER EVERYONE! BE NICE AND BE SINCERE!!!
DIFFERENT PEOPLE; DIFFERENT JOBS; DIFFERENT THANKS
(VALUES; ENTHUSIASM; WORK ETHICS; SKILLS, DEDICATION...)
"You did a really important job today - we couldn't have done this without your time and dedication!"
MAKE PEOPLE A PART OF DERBY!
ACKNOWLEDGE SPECIFIC DETAILS - APPRECIATE ACCORDING TO THEIR INDIVIDUAL MOTIVATIONAL STYLE...
SEE EVERYONE! (aka don't be too VIP or a snob)
MAKE PEOPLE FEEL WELCOME, NEEDED, USEFUL & WANTED.



VOLUNTEER APPRECIATION 101
COMiNG TO TERMS WITH BEING "THE BOSS"...
LONG TERM INVOLVMENT NORMALLY
REQUIRES A MIX...
THINK ABOUT PROVIDING REASONS IN ALL 3 CATEGORIES
THINK ABOUT YOUR OWN REASONS; YOUR LEAGUE MATES', etc...
CONFLICTS OFTEN ARISE FROM PEOPLE HAVING DIFFERENT MINDSETS
authority
Leading via passion
motivation
promoting initiative
enthusiasm
Micromanage / not trusting the volunteers
Not giving people the information they need
Thinking there's only one right reason to volunteer
Give special preference /treatment to certain volunteer
Not letting the volunteers have a say in their work / tasks
Taking the volunteers for granted
Not requiring a proper job from the volunteer
Thinking of the volunteers as passionate, competent and trust worthy
Remembering that the volunteers are a valuable commodity
Allowing the volunteers to feel responsible for their jobs
Being honest, stringent and fair - and keeping everyone in the loop
DIFFERENT KINDS OF VOLUNTEERING
* Organizational volunteering
- people do it because they're part of the league / group etc.
* Skills based volunteering
- you do it because you got a certain skill set you want to practice / and the league need this skill from you...
* Socializing
- you do it because your friends are in there etc.
* Cause or project based volunteering
- getting the project to work or helping the "cause" makes people tick
Lack of commitment
No demands / no possibility for sanctions

Unmotivated volunteers
Volunteers not feeling appreciated
No clear lines and clear info on jobs at hand
Unclear communication
How to assume authority without being too bossy
Lack of trust in the volunteers
How to delegate
Volunteers who don't feel connected to their jobs and the organization
VOLUNTEER:
to offer (oneself or one's services) for
some project or purpose.
Dictionary says:
EVEN BETTER DEFINITION:
...if you ask me...
Volunteers are people with a passion that take on a task because they have the WILL/WANT to
Volunteer: Noun and Verb.
Closely related to "will".
Alternative compensation
FIrst of all: ALWAYS KEEP PEOPLE IN THE LOOP.
If decisions are made, your volunteers should know about it.
How will you create ownership and engagement if people don't know what's going on??
There a bunch of different reasons
for volunteering...
-and a bunch of different types
of job as well.

* Being a part of "something" (here: the derby community)
What's important to this kind of volunteer:
* Making a difference
* Helping the "cause" or solving problems within the cause
* They are passionate about the organization and the
activities involved - let them use their passion
Volunteers motivated by personal reasons have personal growth, experiences or challenges as a compas for their involvment.
What's important to this kind of volunteer:
* Getting new skills, experiences and maybe things on the résumé
* Practicing personal interests and skills
* Furthering their network
* Enjoying being part of something they're interested in
Volunteers motivated by social reasons have the interpersonal
connections, friendships, fun and social bonds as their main
motivation.
What's important to this kind of volunteer:
* The social bonds in the volunteer group
* Volunteering TOGETHER
* Having social events outside the volunteering
* Keeping in touch with each other as more than just co-workers
* Being told they're good friends / nice towards the other volunteers.
How can you motivate through a focus on results?
* Being the best - either in competition with themselves or others
* Wall of fame, volunteer of the month etc etc.
Visible performance acknowledgment
* Thank them for helping the project become a success - use measurements and goals met as a proof
How can you motivate through a focus on responsibility?
How can you motivate through a focus on ownership?
How can you motivate through a focus on recognition?
* Make the volunteer responsible for their own tasks
* Have others refer to the volunteer as expert
* Give them room for growth
* Provide feedback based on their "area"
*Acknowledge their part in the big picture
* Keep focus on the big picture and how important they are to that
* Let the volunteers decide, individually and as a group
* Acknowledge their commitment and passion
* Give the volunteers the opportunity to decide "the future" and the visions for the organisation
* See them as individuals - not just as one in a group
* Remember names, birth dates, exams etc...
* Thank you cards, gift bags, applause, shout outs, champagne, after parties...
* Acknowledge the volunteer as a person
* Be authentic. Don't fake it, just be yourself.
* Remember that you're all part of the same thing, with the same goals
* Be passionate about the project and job at hand - it's contagious
* Don't let the volunteers be stressed by you, even if you're busy
* Keep communicating positively and calmly
* Express clear goals and expectations
* Be honest about how you feel about a problem
* Don't try to be perfect, try to be assertive and helpful
* Give good feedback - operational and goal oriented.
* Make sure everyone knows the rules, guidelines and goals for the project
* Handle conflics as soon as they arise, but never in public
* Be stringent and have the same rules apply to everyone
* Keep it situational not personal
* If needed; make written agreements/contracts with your volunteers

...Think about what kinds of volunteering you have in your league...
...I don't really, cake is f'in delicious...
...it's just not the best way to motivate your volunteers!
And last but not least... always remember this!
In a volunteer organization the management / employee relationship is turned upside down.

* The volunteers are not there to support the management's goals and needs...

*Instead the management are there to facilitate the volunteers opportunities and ideas and make sure they have what they need to do make these things happen.
Volunteers are magical, elusive creatures who, in a culture obsessed with “busy,’ look at their packed schedules and say:
"You know, instead of binge watching five seasons of my favorite show online this weekend, I think I’ll donate my time and talents to a cause."
- In this case the cause is derby
VOLUNTEERS ARE HUMAN UNICORNS
Think about what kind of volunteers your league have?

What jobs do they do?

Who manages the volunteers? And how?
Volunteers (in this session):
Someone who volunteers to do something for derby (their league, WFTDA, a tournament, EROC etc...) besides actually PLAYING derby...
THE GOAL?
To make this the reaction whenever your league is in need...
THE OTHER GOAL?
To make your dedicated volunteers feel like this....
ACHTUNG!!
Every time someone says
"I just want to skate"
and expect others to volunteer -
somewhere in the derbyverse a
poor skater breaks an ankle...
If you think you're "too important" to volunteer, you're basically saying the volunteers are unimportant...

Quick Idea turnover and action
OWNERSHIP
WHY do we use volunteers in our league?
...Clue: if the only answer is "to save money" or "to avoid doing it ourselves" you're doing it wrong...
HOW do we organize the different groups of volunteers? And WHY?
Do they count as members of our league? All of them?
Does some volunteers have more benefits (widely defined) than others?
Are there coherence between workload, league status and benefits?
I WON'T TELL YOU HOW TO STRUCTURE YOUR LEAGUE - BUT TAKE A GOOD AND HONEST LOOK AT HOW YOU DO THINGS...
HOW can we make the different volunteers feel like part of the league?
Remember all the "derby is one big family" talk - it includes the volunteers, no matter what they do!
HOW can we create a sense of ownership and commitment amongst the volunteers?
Committed volunteers who feel like part of the league take on responsibility, honour your trust, perform better and are WAY more dedicated = WIN!
DIY is basically radical volunteering for
something you are passionate about!
Always be prepared to do the same as you ask your volunteers -
and keep the common goal in perspective.
Volunteering isn't beneath anyone
If anything - it's above the
capacity of the divas
and d-bags...
WE HAVE SOME DEDICATED VOLUNTEERS IN SEVERAL ROLES... BUT HOW DO WE GET MORE?

Your own volunteer gene-pool:
Rookie skaters, injured people, people in love with derby but unable/unwilling to skate...

Visibility
Make it attractive to volunteer and possible to join. Make the options for volunteering accessible and the jobs visibly appreciated. Make volunteers seem like a valued part of the league.
Put them in to game programs, say public thank you... Put them on the website and make it visible that volunteers are a part of the derbyverse too...

Make it accessible
It should be easy and attractive to get in touch. Don't make the league seem closed off to new people...


Once you have them:
Make them feel socially connected and responsible for their jobs... chances are huge they'll stay on.
Depending on "how deep" people are involved - choose your leadership style
How to avoid having to do it all by yourself... different volunteers, different leaders....
...think of it as different kinds of colouring books... from paint by number to "connect the dots" and so on...
Sometimes you need both a leader and a manager...
The leader is the one who motivates people, the manager prevents them from running around like a bunch of motivated idiots...
Afraid of being the "evil boss"...?
DEMOCRACY
TRANSPARENCY
INVOLVMENT
OWNERSHIP
Some BIG words to remember about your league's structure...
...don't forget the volunteers on these matters!
RESPONSIBILITIES AND RIGHTS
Give the different volunteer groups a say in their own work and structure. If possible
(in the ideal world) they should have the same democratic rights as other league members...
All volunteers should be able to figure out how and why league decisions were made. Especially if it concerns their work. AND especially if they have "limited" democratic rights in the league...
Involve the volunteers in the league decisions that would influence their jobs. Let the volunteer groups decide democratically on their own structure and leadership internally.
Involve them in league activities, parties, bout programs and website etc. Make them a real part of the league.
Make the volunteer groups decide their own workflow, social structure, meeting frequency... Keep putting the volunteer groups' work in perspective as vital to the league's work and as vital to derby.
Let them be their own team!
Make sure they are aware of their democratic rights,
league status and various benefits.
If you are the manager:
Google forms, spead sheets, gantt charts...

To-do lists and project management tools:
Asana, Podio, Trello, slack... use whatever works for you.

Get deadlines and names on tasks!
If you are the
leader:

Connect with
people.

Remembering
names are gold

Be approachable.

Respect the
manager side of
the operation.

Motivate people
to do the work
on time.
Full transcript