Summary

A properly executed volunteer management program proceeds through six basic stages: (1) development of job descriptions; (2) recruiting; (3) screening, interviewing and matching; (4) orientation and training; (5) supervision; and (6) recognition. Skipping stages or jumping ahead to deal with later stages before completing the earlier steps will lead to problems and confusion. Plan carefully and work systematically to achieve success.

The Background

The governing board of For Dogs Only (a newly formed nonprofit canine rescue shelter) knew it was time to seek volunteer assistance in order to gain a foothold in the community. In a rush to recruit volunteers, the nonprofit`s board quickly posted five job opportunities on the internet, based on job descriptions written for another shelter. Without proper reflection, the board hadn`t taken into account that the other shelter was older and much further along in its business life cycle, and that their posted duties wouldn`t quite match up with the new shelter`s current needs. It didn`t take long for the five new recruits to become disappointed with their new jobs. After several days of standing around idle, the volunteers became disgruntled. Two of the recruits quit. The paid staff found themselves neglecting their own responsibilities and falling behind in their work as they scrambled to find meaningful work for the remaining three recruits. Soon the negative experience lowered the morale of the entire agency.

The Solution

Prior to recruiting, a description must be developed for each volunteer position. All position descriptions should include the purpose and duties of the position, a designated supervisor and worksite, a timeframe for the performance of the job (including number of hours per week or month and length of service required, e.g. three months, six months), a listing of job qualifications, and a description of job benefits. Position descriptions should be reviewed and updated at least every two years, or whenever the work involved in the position changes substantially.

Lessons Learned

Volunteers are entitled to a clear, complete, and current description of the duties and responsibilities of the job they are expected to fill. The job design and development stage must be given careful consideration first before recruitment begins.