Volunteer Management System Process

  1. Needs Assessment
    Before creating new volunteer opportunities, it is important to look at the specific skills that are needed; the time commitment that is required; and the expertise, interests, attitudes and other qualities you are looking for in a volunteer.

  2. Job Development & Design
    Each volunteer should have a written position description that provides a summary of the work and activities they will perform.
    Volunteer position descriptions can include:
  1. Recruitment
    Recruiting volunteers remains a challenge for all volunteer leaders who have a need to find the right volunteers for their open positions. When recruiting members for volunteer positions, keep in mind the following reasons that motivate people to want to volunteer:
    ● Organizational Cause – loyalty to their relationship with the honor society
    ● Personal Touch / Word of Mouth – a member from the organization personally contacts the individual with an opportunity
    ● Communicate Expectations – the volunteer receives clear expectation of the job
    ● Advertise – chapter leaders publicize open positions
    ● Community Events – the member feels a sense of belonging to a group through meetings and special events

  2. Matching
    What are the needs of your volunteer group? What skills do your members have to offer? Make the most effective use of your volunteers by matching them with positions that suit their interests and talents.

  3. Orientation/Training
    Volunteers should be welcomed and introduced to their new position by receiving information about a variety of areas related to the organization, their role and resources they can use. Once a volunteer is placed in a position in your chapter, educate them about their position and provide general information they will need for the position.
    ► Follow this orientation checklist for your new volunteers:
  1. Supervision/Motivation
    Your volunteers will look for regular contact with you as a volunteer leader. You can be successful in retaining their interest and enthusiasm by remaining available and establishing an inclusive environment.
    ► Be available to your volunteers and:
    ● Provide contact lists for chapter members and leaders
    ● Provide agendas and minutes for your meetings
    ● Keep historical records of current and previous chapter leaders
    ● Track updated chapter information

    It is important to express appreciation to volunteers, both formally and informally, and communicate the value of volunteers to your chapter.
    Rules of Recognition: Give it. Give it frequently. Give it in a variety of methods:
    ● Say thank you or tell them they did a good job.
    ● Ask them their opinion.
    ● Show interest in their personal lives.
    ● Put them on important task forces/committees.
    ● Write articles about their performance or encourage them to write an article.
    ● Give a certificate or trophy.
    ● Give additional responsibilities.
    ● Honor them for years of service.
    ● Involve them in the planning process.

    ► For recognition ideas for your members, visit the following links on the Rimici "ONE Source" Web site:
    ● Utilize the Volunteer Thank You letter template

  2. Evaluation
    An evaluation of volunteers can help you to determine the success of your volunteers and to set long- and short-term goals and objectives.
    ► Here are a few suggested areas of evaluation:
    ● Have your board evaluate its experience at the end of the year or term.
    ● After an event, ask episodic volunteers to evaluate the event process and procedures.
    ● Ask volunteers to provide feedback about their experience or their leaders.
    ● Invite volunteer leaders to share their evaluation of their volunteer groups.