Longbeach PLACE - Volunteer Program

Reflecting

Most volunteers want to get into their role fairly quickly. There is certain information we need from them and they need from us before this can happen. An initial induction session, which covers the essentials, usually works well. This is followed by other training sessions and instruction as needed. If is more effective and time efficient to work in groups. Volunteers can lose interest and motivation if there are unnecessary delays before starting.

Our volunteers have been through the induction and now more want to join, how best to manage this?

As more volunteers join the group, current volunteers can gain valuable skills by being actively involved in the induction sessions for new members. This hands on experience will build their leadership skills and self confidence as well as reinforcing their own knowledge and understanding.

How do we ensure volunteers maintain confidentiality?

It is helpful to have a clear code of ethics or confidentiality policy, which can be discussed and signed at the initial meeting. Confidentiality can be included as an ongoing training issue.
Code of Ethics Form: code_ethics.doc [13kb]

What about the rights and responsibilities of volunteers ?

There should to be a balance, between rights and responsibilities, to ensure all needs are being met. The volunteer needs to have this set out clearly in a written policy, which can be discussed at the initial meeting.
List of volunteer's Rights and Responsibilities: rights_responsibilities.doc [14kb]

If volunteers are working in teams they can do much of the planning and organising of tasks themselves. Ongoing training sessions will assist with skill building and volunteer team meetings will give the members ownership of their projects and tasks. The team of volunteers can be encouraged to research and compile lists or registers for:

These registers can then be used to provide choices for volunteers to ensure that their work is self directed.

Template for reviewing an activity or project: reviewing_activities.doc [11kb]
Community Development principles are used to create a cycle of learning for participants. To continually develop their skills, all team members need to be actively involved in the cycle:

Help! What do I do when a volunteer does not show up?

Rotating tasks and responsibilities within the volunteer team enables other members to continue with the project or tasks. Allocating a regular timeslot for volunteers, and restricting the time involved each week, can help prevent the gap that absences can create. If repeated non-attendance, without notification, is a problem then the volunteer policy can have provision for people to be replaced after a certain time. It is very reasonable to give someone else, who is keen, an opportunity to join the program.

How can we give recognition to volunteers?

Volunteers are entitled to have their work respected and need to know that the effort they put in is valued. It is always important for people to have a say in what effects them directly in the workplace – issues and ideas can be discussed in group training sessions - many excellent solutions to difficult situations can be found this way. The volunteer policy should clearly state any special entitlements that volunteers are due to, and what the conditions are. Whether it is a certificate after so many hours of work, or discounts on courses, consistency is important here - so that all are treated equally.

How should I react when my volunteers gets a job and leaves?

When volunteers develop useful skills – this can lead to work. This is one of those times of mixed emotions. Be proud that you have contributed to the increase in their skills, which has enabled them to move on to other opportunities. As volunteers gain confidence they should be encouraged to pass their knowledge onto newer volunteers – this way the program can be self-sustaining.

What if the placement is unsuitable?

A trial period to assess suitability works well for both the volunteer and the organisation. The length of the initial trial period needs to be made clear up-front. Issues can then be discussed openly at the first review. Regular reviews need to be conducted as a way of monitoring the placement.

Evaluations are conducted during the program to provide opportunities to address issues as they arise. At the end of the program trial period evaluation results can be used to prepare a final report and to gauge the programs ongoing viability.
Evaluation form: evaluation.doc [12kb]

Regular reviews for individual volunteers are necessary to ensure that all expectations are clear and on track. This is essential for both the organisation and of course the volunteer. The review gives both parties an opportunity to provide feedback. Items covered at the review should include:

	Suitability off the timeslot and allocated tasks;
	Discussion of expectations of both parties;
	Any issues (individually or within the team);
	Review of rights and responsibilities;
	Identifying any training needs;