Volunteer Screening Blog

If you’re like most non profit organizations, you have all kinds of volunteers: enthusiastic and boisterous, or quietly committed. You have volunteers who are good at one thing and those who are good at many things. And you probably have some who don’t know their limits.

Before you lose valuable volunteers to burnout, it’s a good idea to become familiar with the signs of volunteer burnout—and how to prevent it.

1. Volunteers are not happy. Check in often to make sure your volunteers are still enjoying their work. Remember, they’re not getting paid, so satisfaction is important to keep volunteers engaged. If they’re not having fun, it may be time for a break.
2. Your volunteers are worried about getting their work done or missing deadlines. Pressure is not good for anyone. If your volunteers are stressed out about their workload, you could lose them fast. Find ways to spread out the work.
3. Your volunteers are irritable with fellow volunteers, or even worse—with clients. This is a sure sign of burnout, and it can have serious consequences. Any volunteer who is resentful of staff, clients and fellow volunteers to the point of becoming bad-tempered is in need of a talking to. Find out what’s bothering him or her, and offer a new position or leave of absence.
4. The laughter and positive atmosphere has disappeared. Listen to your volunteers as they work and interact with each other. Do you hear laughter and light conversation? Or do you hear snapping, heavy sighs or nothing at all?

Usually, the best volunteers, whose dedication and work ethic leads them to overdo it, are more susceptible to burnout. Keep the lines of communication open and check in often with all of your volunteers. Insist on a break for those who have been working too much or are starting to show signs of wear. And remember to show your appreciation often. Sometimes, a “thank you” is all a volunteer needs to hear to replenishment their motivation.

Most volunteer coordinators say that volunteers are their most valuable assets. Nurturing and looking after assets is important to keep them from slipping away. So how do you take care of volunteers? Are they slipping away, despite your best efforts?

Taking care of your volunteers can pay off in higher rates of productivity and retention. One trick is to channeling their creativity, talent and experience—and that takes real leadership. So does realizing that your volunteers might be smarter than you. Most non-profit organizations have volunteers from all sorts of backgrounds, like retired business executives, teachers, accountants, lawyers—people with top-level talent and plenty of brainpower.

1. When you see real talent and valuable experience in your volunteers, give them the freedom to do what they do best, and don’t micromanage. Get out of their way and you might be amazed at the ideas they come up with.
2. If the organization is facing a problem, ask for help or advice from your experienced volunteers. There is no rule saying that you must follow it, but it doesn’t hurt to ask. Whether or not a volunteer’s advice meet your needs, giving people the freedom to contribute to the organization does wonders for their self-worth, gives them a reason to keep volunteering and can result in solid new ideas for problem-solving.
3. Consider asking for ideas from a number of volunteers, or putting together a brainstorming session to address a problem. You may soon have a number of “what if” scenarios around the table. One of them could be the solution you decide to go for. Collective problem solving can be a great way to harness and leverage the talent of your volunteers, while making them feel valued and productive.

Leadership means educating volunteers about why their roles are important. But it also means matching them with jobs that matter to them personally. Taking care of volunteers by involving them in tasks that use their talents, creativity and intelligence is a great way to keep them engaged and make your organization more successful.

You have a great group of volunteers whom you depend on to help you efficiently run your non profit organization. They’re productive and happy, and all seems to be going well with all of your volunteers—right?

Maybe not. Volunteer dissatisfaction is not uncommon. But it can be a temporary condition and it is definitely a fixable one. The trouble is, before you have a chance to fix it, the affected person or persons have often moved on to better opportunities.

Here are three causes of volunteer dissatisfaction that can be easily remedied, with a little effort.

Problem 1:
Feeling anonymous: Everyone wants to feel valued, whether they are paid employees, volunteers, friends or partners. New relationships tend to be bright, shiny and happy—until the shine wears off and they become routine. When volunteers start to feel anonymous or you show little interest in them as people, they begin to feel dissatisfied.

Solution:
With long-term volunteers, showing interest in them, asking about their families and careers, their hobbies and goals, should continue long after they join you. Get in the habit of asking a personal (but not too personal!) question of one volunteer each day.

Problem 2:
Feeling useless: Volunteers don’t have to show up for work. When they do, they need to feel useful. It’s a great feeling to know that you’re making a difference—and that’s why most people volunteer. When volunteers feel their efforts are wasted, or that they’re having no impact at all, dissatisfaction sets in.

Solution: Find ways to illustrate to volunteers how they are making a difference. This could include sharing data and statistics, or simply telling success stories of how their efforts are helping others in the community.

Problem 3:
Feeling confused: Volunteers need feedback, just as paid employees do. They don’t always know for sure if they are contributing or performing their duties successfully.

Solution:
That’s why volunteer evaluations are just as important as employee evaluations. And should be performed regularly.

Keeping your eyes and ears open to volunteer dissatisfaction can prevent unhappy volunteers and help you retain them longer!

Why does one volunteer coordinator excel at leading teams while others struggle with it? While some people come by their leadership abilities naturally, it is a skill that can be learned; however, just like learning the piano, it takes regular practice.

Leadership Tips for Volunteer Managers

1. Get people excited about your mission: If you’re not enthusiastic about what your organization is doing, how can you expect your volunteers to be? The moment your drive lags a bit, someone will be affected by it—so do what you have to do to stay motivated.
2. Tap into volunteers’ needs: Find out why each person is there. For one volunteer, it might be to find a community. Others are fulfilling a spiritual mandate to give back. Still others are motivated by being needed. When you get to know your volunteers and their reasons for doing it, you’ll be better able to meet their needs.
3. Show you care: This is related to number two. While every volunteer might have a different reason for doing it, they all have one common need: to feel like someone cares. Showing an interest in your volunteers’ family and personal lives—without prying or becoming too familiar—is important. Remember that each individual will have a different comfort level regarding sharing personal information, so proceed carefully.
4. Show appreciation: Another common need among volunteers: to feel appreciated. When volunteers start feeling that the only thing you care about is that they show up to work, trouble can begin. If you start seeing negativity or bad attitudes in your formerly happy volunteers, ask yourself how long it has been since you’ve shown appreciation for their service.
5. Don’t waste their time: Find specific tasks or jobs that fit each volunteer’s interests and talents. This can be difficult, but it’s important to keep them productive and feeling that their time served was not wasted.

Keeping volunteers engaged is an importnat aspect of managing them—and it takes leadership skills to do it successfully. If you’re struggling with leading volunteers, these tips are easy to implement. Try all five and see how quickly your relationship with your organization’s volunteers improve.

Nonprofit organizations don’t have it easy these days. From cuts in state funding to lower donations from supporters, many charitable organizations must battle every day just to keep the doors open. And not all have succeeded. With all the difficulties facing NPO directors, they have their hands full. Added regulations and time-intensive requirements can seem unnecessary.

But there is one that is not: conducting background checks on volunteers. “Why should we be required to run background checks?” said one NPO director. “I don’t have the time or budget, and all of our volunteers are model citizens.”

This must be one lucky NPO manager! Others have not been so lucky. Volunteers come from all backgrounds, and just like the general public, there are a certain percentage of honest volunteers, dishonest volunteers, and volunteers with criminal histories—or worse, sex offender status.

Despite a lack of time or budget, nonprofit organizations depending on federal and state funding to serve their clients could be mandated by state and federal governments to conduct background screening. Specifically, those providing day care or child care services, or that bring employees or volunteers into contact with minors or vulnerable adults, are typically required to perform background checks on all employees and volunteers.

In addition, federal programs or those with federal contracts are required to conduct criminal background checks on both employees and volunteers. The same is often true in some states, if any state funds are used by the organization.

Any NPO that plans to conduct background checks must notify the potential volunteer and obtain written consent by way of a signature on a notification page. It’s easy enough to add this document to a volunteer application.

Whether it’s mandated or not, it’s just good practice to conduct background checks on potential volunteers. Why not take this easy step to protect your staff, clients and other volunteers from potential danger of an unknown volunteer’s unknown problems?

According to recent studies, customers really respond when companies are involved in helping their communities, with a direct result to revenues. In this economy, with social funding being cut out of state and federal budgets, volunteers are more vital than ever to thousands of non-profit organizations nationwide.

Here are 10 benefits of implementing a corporate volunteer program:

1. Employee volunteer programs allow corporations to develop more personal relationships in their communities, by sharing their human resources with non-profit organizations in need.
2. According to a 2003 study called Good Companies, Better Employees, employees that participate in company-sponsored volunteer programs think more highly of their employers, with 63% calling it a great place to work compared to other companies.
3. The same study reveals that 67% of employees who participate in volunteer programs are fairly or very satisfied with their jobs.
4. These employee/volunteers also speak more highly of their employers to others, with 54% saying nice things vs. 49% of non-volunteers.
5. Volunteer activities strengthen work teams, build employee skills and contribute to professional development.
6. Employers see higher retention rates for employees who participate in volunteer activities. In addition, they are more likely to pursue promotion and development opportunities after volunteering.
7. Employers can enjoy a higher level of workforce skills when employees volunteer. A 1998 study showed competency improved 14 to 17 percent as a direct result of volunteering.
8. 51% of employees surveyed in 2007 said they believe an employee volunteer program is the greatest contribution a company can make to a non-profit organization. In contrast, only 37% named financial donations and 8% mentioned product donations as the greatest contribution.
9. Corporate-sponsored volunteer events raise visibility in the community. Businesses benefit from positive perceptions and free publicity. Good-news stories about employee volunteers often generate greater media coverage, too.
10. Employee volunteer programs help attract new employees. 62% of 18- to 26-year olds said in the 2007 study that they prefer to work for companies that provide opportunities for them to apply their skills to a non-profit organization’s benefit.

Non-profit executive Nancy March found herself playing the role of volunteer coordinator as staffing cuts made her volunteer manager a thing of the past. “I need easy ideas to help me more effectively manage both the non-profit and its volunteers,” she said recently.

Here’s what volunteer coordinators know about keeping volunteers motivated and clients happy:

How you say it is more important than what you say. It’s all in the delivery. Communicating critiques or instructions well requires knowing how, when and where to do it. Especially when it comes to handing out necessary criticism to volunteers—who don’t have to be there—it’s important to gauge the person’s feelings before you start. If you need to correct a volunteer who’s failing at a task, make sure she’s not having a bad day already. Ask how she’s doing and listen closely. You may need to wait until another day.

Offer compliments more than criticisms. Catch volunteers doing something right—and offer immediate praise. Keep track of how often you do it. Karen Awashka, a volunteer coordinator in Madison, WI, starts her day with six dimes in her pocket. Her goal? To transfer each of them to the other pocket before the day is over. Each time she compliments a volunteer with “you’re such a help to our organization,” or “I really appreciate the way you reorganized the bookcase,” she transfers a dime. Why dimes? “Because they’re small, light and they don’t clang together too much,” said Karen. The idea is to find a way to remember to balance criticisms with compliments.

Lead by example. Don’t put off tasks onto others that you can do yourself. Don’t compromise on quality of service delivery or on the brand promise of your organization. When volunteers see leaders digging in and working hard alongside them, they are reminded they are part of an important team.

Ask for feedback. Lauren Bailey, volunteer manager for a youth services organization, suggests asking volunteers what three things could be improved in the organization. “I try to ask each volunteer this question at least once per quarter,” she adds. “It gives them a sense of ownership that we are all looking for solutions to our common problems. And they have great ideas!”

Volunteers are just like any other staff member that comes into your nonprofit organization. They are usually unknown, unpredictable and will do the unexpected while working for your NPO. It’s important to know as much as you can about each volunteer before they can cause harm and it’s vital to the safety and strength of the organization to use the same background screening procedures you use for employees.

Why is it Important to Screen Volunteers?
To Protect the People You Serve: This is the most important reason to screen volunteers—to keep dangerous people away from your clients. Adults who work with kids or teens, elderly caregivers and home visitation volunteers should always undergo background screening.

To Limit Liability: If your NPO serves the public, the entire organization is at risk whenever and wherever a volunteer is placed—especially with at-risk populations such as children or the elderly. If harm is done to a member of the public, the NPO could be held liable for a volunteer’s behavior. Thorough background screening will weed out volunteers with arrests or other criminal activities in their pasts.

Because it Could be Mandatory: Nonprofits that depend on federal and state funding are usually required to perform background screening on employees and volunteers.

To Protect the Organization’s Reputation: Volunteer screening allows a nonprofit to enjoy a good reputation in the community, which can lead to more support. Having a “loosey-goosey” approach to placing volunteers can harm an NPO’s standing in the community.

To Discourage Predators: Often, just knowing your organization conducts background screening will be enough to keep away volunteers who might be seeking inappropriate contact with children. Conversely, a no-screening policy could look like an open invitation to offenders and predators to come right in and start working with vulnerable populations.
Volunteer managers and nonprofit organizations are vulnerable to financial loss and inappropriate or dangerous behavior of volunteers. Criminal background screening on all volunteers can protect your organization, staff, and clientele from harm.

Every non profit organization (NPO) needs a volunteer strategy. Whether it’s for recruiting board members or office helpers, a plan is essential to finding, retaining, and training volunteers. And, it can make the volunteer manager or executive director’s job much easier!

Why should NPOs have a volunteer strategy?

Volunteer strategies allow volunteer programs to run more smoothly. Planning is the first step to any successful endeavor. If your NPO is embarking on a volunteer program without a plan, it could fail, putting the entire organization further behind on its goals.

• They make recruiting volunteers much easier. A volunteer strategy should identify the best-fit volunteers for the organization, including demographic information (age, gender, occupation, residence, etc.), level of involvement and needed skills. Once the various groups of potential volunteers are identified, it is much easier to find them, reach them, and recruit them.
• To help focus orientation and training efforts: A well-trained volunteer is a better volunteer. Defining roles, supplying job descriptions, and identifying staff or volunteer trainers is essential to properly orienting and training volunteers. How can training be accomplished correctly—and replicated—without planning?
• To keep volunteers engaged and help avoid burnout. Another important aspect to volunteer strategy is retention. It’s usually not a good idea to recruit volunteers and then ignore them. Keeping them interested in the mission of the NPO, demonstrating appreciation, and soliciting their feedback are all vital pieces to the retention puzzle. And there are many more—which should be explored when creating a volunteer strategy.
• To enable NPOs to develop leaders out of volunteers. If an NPO’s executive or volunteer director is not focused on the volunteer strategy, there is a huge potential for loss, both in the simple numbers of volunteers (who are not being successfully retained) and in the loss of potential leadership. When a strategy has been established, everyone is more focused. Seeing the leadership qualities in volunteers becomes an everyday thing. And those who could help take the NPO closer to its goals will not fall by the wayside, unnoticed and underappreciated.

Every businessperson knows the importance of planning for the future and strategizing on how to get there. The non profit sector can take this page out of the business playbook and use it to successfully run volunteer programs!

The unemployment rate is still around 10% in the U.S. As more people lose motivation to look for work, they are turning to volunteerism to keep busy, update skills, or find new interests.

In fact, the demand for volunteer opportunities has inspired the HandsOn Network, the largest nonprofit volunteer network in the country, to participate in large job fairs. The job fairs are a partnership with Monster.com, the online job board.

As local job seekers tour the displays and learn about job openings, they are also introduced to non profit organizations that need volunteers. Job seekers can gain from volunteering in many ways, including:

• Networking opportunities: meeting new people can lead to job opportunities
• Showcasing their abilities: volunteer managers and nonprofit directors tend to notice the talent and skills of every volunteer—which is good thing, when you’re out of work
• Keeping skills current: it’s important to keep your mind sharp, your computer skills current, and your communication skills intact—and that’s hard to do when you’re home watching daytime television
• Learning new, marketable job skills: volunteering is a great way to try new tasks, software, or job skills—which can even lead to a job using them
• Having the satisfaction of putting their skills to good use in their community—feeling useful again is priceless

Out-of-work individuals don’t usually remain so forever; when they do find work, they often maintain their volunteer duties, as well as spread the word to their new co-workers about their experience. This is a great thing for nonprofit organizations; the more skilled volunteers that know about your mission and needs, the better.

And out-of-work volunteers often have more time, passion, and desire to have a purpose than employed volunteers. A mix of all kinds of volunteers—employed, retired, unemployed—is a great thing for any non profit organization!

If you’re strapped for volunteers, let your network know that you are looking. Now is a great time to gain the skills of the highly-educated, skilled workforce that is now out of work—but they won’t be forever. Whether you need help with fund-raising, marketing, grant writing or strategic planning—there is a wealth of talent in your community that you can tap into.