Category: Volunteer Management Page 6 of 12

How to build an effective volunteer management business case

By

On 18th May 2022

In TeamKinetic Features, Volunteer Management

Volunteer management systems are beneficial to organisations- we think everyone knows this. But sometimes, organisations may find they’re struggling to convince others a software is what they need. And a lot of the time that’s down to cost and budget…

Leaders are likely to look straight at the price and make a decision straight away. Volunteer management software is an investment for your organisation and your leadership should understand this! Building a business case to go alongside the pricing will help massively in convincing the decision makers software is the way to go. 

“Aren’t our volunteers free?”

At some point, we’ve all heard this phrase. The illusion that volunteers mean free is simply false. Putting time and effort into volunteer processes shows volunteers that you’re the real deal- that you’re investing in their benefits too. While volunteers may be helping for free, managing rotas, sessions and volunteer satisfaction comes at a cost.

Why don’t you take a look at the amount of time you’ll save once a volunteer management software has been implemented compared to the cost of said software. By knowing just how much time (and money) would be saved in the long run, you might find that your colleagues would be open to investing.

“We currently don’t have the budget for this…”

This might be disheartening, but it isn’t a straight no- it allows you the time to build up a stronger business case to come back to. Senior management may want to move forward, but just don’t have the budget at the moment.  So in the meantime, strengthening your case for a VMS means it’s top of the list when there’s a budget available.

Is there anything in your current budget you could live without? If you think a volunteer management system is a high priority- is there anything lower in priorities you’re currently spending money on? It could be worth foregoing one thing (for now) to allow for a VMS that can transform your volunteer management. 

It might also be worth pointing out any other software in use, say for expenses or donor management software. For many volunteer management systems, they have this software already embedded in their software. TeamKinetic offers expense features which means volunteers can claim their expenses after an opportunity, and managers can track it. It may be worth looking into what each system supports- you may find yourself saving money!

“Is it really needed?”

In today’s circumstances- volunteer management software is a must. For any organisation looking to organise, manage, plan and communicate with volunteers, a VMS is a no brainer. With a volunteer management system you can do everything from one webpage- from one site. And, your volunteers can do the same. 

With volunteer management software you can combine multiple sectors of a volunteers journey, streamlining the process and making it faster for volunteers to start doing what they love. For example, volunteers might have to complete a DBS check. TeamKinetic allows DBS checks within our system, so everything stays in one place.

Along with streamlining, communicating with volunteers is easy. With profiles, you’ll always have access to the best (and preferred) ways a volunteer wants to be contacted. Need to check in? Want to ask them about a recent volunteering opportunity? Head to their profile and give them a ring, a call or a quick text.

You can also introduce volunteers to each other through groups. This way, a volunteer never feels they’re turning up an opportunity alone. With groups and opportunity chat, volunteers can feel included before they’ve even started volunteering. 

Is that all for your business case? 

That’s just a small number of ways volunteer management software can transform the way your organisation includes volunteers. Sometimes, people (both volunteers and volunteer managers) need just a little push to get onboard with a VMS; once implemented we find people rarely ever go back… 

You can explore more of TeamKinetic’s features by starting a free trial- from creating opportunities to the volunteer side, take a look at the ways TeamKinetic can make volunteering easier for everyone.

TeamKinetic Guide for New Staff Members

By

On 3rd May 2022

In Application Features and Tutorials, TeamKinetic Features, Training, Volunteer Management

Here at TeamKinetic, we appreciate that new staff members aren’t going to be able to jump straight into using our system to manage their volunteers. They’re going to need a bit of help – but don’t worry, we’ve got that covered with our TeamKinetic guide for new users!

If you have a new starter, or you’re starting somewhere new yourself, this blog is for you.

Here are some ways we can get you up and running managing volunteers on TeamKinetic…

Quickstart Guide

Our ‘Getting Started with TeamKinetic’ Guide is usually for completely new customers with new systems. However, in this case, it can be a good way to help people get to grips with the system.

The workbook covers all the basics, such as:

  • Creating and Managing Opportunities
  • Inviting Volunteers
  • System Configuration
  • Logging Hours
  • Rewarding Volunteers

If you have a new staff member who will be acting as an admin on your system and would benefit from playing with an empty system, give us a shout and we can set them up on one of our demo sites. This way, they can explore without altering anything on your existing system!

You can contact us via the live chat on our website.

Training Sessions

If you’d like to get stuck in as soon as possible and need some direct help from us, we’ll get you booked for a training session with our Implementation Manager, Steve.

Steve is a great trainer and will go through everything you need to know to do your job effectively! Training takes place online and can even be recorded and saved for future reference. Training is always personalised to you and your needs. This makes it one of the quickest and most beneficial ways to get started with TeamKinetic.

If you’d like to book 1-on-1 training, contact us via the live chat on our website, email Steve directly, or give us a call on 0161 914 5757.

Alternatively, you can join one of the open training sessions being held throughout the year. These are open to any TeamKinetic users and can be booked by going to ‘Help and Support’ –> ‘Extra Training’.

These sessions will take an in-depth look at how to use TeamKinetic on a day-to-day basis to manage your volunteer programme better.

After completing this training, you will have:

  • A good understanding of how each user type interacts with the system
  • How to communicate effectively,
  • Best practice for managing your volunteers and service providers.

Built-in Support


If you consider yourself tech-savvy and want to figure it all out yourself, our built-in support can help. Just click the (?) icon in the top right corner. You should be able to find tips on every part of the system. 


This will open up our Help and Support menu.
This menu is searchable and should cover all aspects of the system.

Most convenient, it will show you a list of help topics relevant to the page you’re currently on.

Need a bit more help than you first thought? You can also access the Quickstart Guide and Tutorial Videos from this menu.



Anything you’re still not sure of?
Our Live Chat feature will get you in touch with one of us and we’ll help you out!

There is a TeamKinetic guide for any type of user – not just new starters!

Please note our operating hours are 9am – 5pm BST. Any contact outside of these hours may experience a delayed reply.

You can check the latest training dates from within your system. Just go to ‘Help & Support’ → ‘Extra Training’

Impact Storytelling: How to connect with your volunteers.

By

On 29th April 2022

In Community, Volunteer Management

We all know how impactful storytelling can be. And we’re sure that at some point we’ve been affected by a story told to us in a range of mediums (We’re inclined to think that everyone has also spent 6 hours crying through channel 4s It’s A Sin).

Being impacted by someone else’s story ignites something in us to get up and do something. It could be learning more about a topic, or thinking about a topic in a different light. What organisations can do is share their stories- to drive volunteers into action and reach larger audiences…

What is impact storytelling and why should you use it?

You might be wondering what exactly impact storytelling is. It’s sort of completely covered in the name- storytelling that impacts someone sees it. Impact storytelling can be posters, videos, a blog, anything that gets your impact out there. It’s important because it can be one of the most valuable sources of communication an organisation can use- no matter who it is you’re trying to reach.

Organisations should be using this to connect with their potential audience (or potential volunteers). Let them know how your organisation helps others- show the difference you make! You want people to become invested and interested in your organisation.

By connecting with people’s emotions, you can inspire them to get up and help make a difference where they can.

Best practices…

When you look to start creating an impact story, you must first get to know your audience. Or the audience you’re targeting. What are the main motivations for those coming to you to volunteer? Or get involved in a particular way? Are there any interests that stick out amongst your audience you could latch onto and highlight?

Knowing your audience as best you can, really helps when planning your impact story. Therefore, you’ll be using the appropriate actions/communications to reach your target audience…

Once you know how you’re going to put your story out there- it’s time to find the story to go with. Build up relationships with colleagues, volunteers or even those who your organisation helps. You might find that sharing real stories will give more of an impact to your audience.

Make sure to ask those involved in your story if they are okay with sharing it, and if they wouldn’t like their name involved- anonymise it as appropriate.

The stories you share should be focused on your organisation, and the impact that you make. Show the depth of your organisation- you want your impact storytelling to touch everything that your organisation does… 

On one final note…

On a final note, make sure to evaluate your impact. What do you think could be changed in your approach to have a better response to your impact storytelling? By evaluating you can see what did work, and what might not have been effective. Evaluation is key.

Hopefully we’ve been able to help you get started on your impact storytelling journey, or at least got your brain following for ideas!

How to bring your non-digital volunteers, digital!

By

On 27th April 2022

In TeamKinetic Features, Volunteer Management

It’s not unknown anymore that going digital is the future. We’ve seen first-hand the digital shift within the volunteering sector and the effect it has had on volunteers. Now, not everyone has adapted to the digital side of volunteer management. But don’t worry, we’re here to help you bring them into your digital plans.

When organisations move over to a digital platform, sometimes we find that their volunteers may be a little hesitant to indulge or be uncomfortable using a new system.

You’ve probably found yourself in a situation like this at some point. This is why at TeamKinetic, we make sure that volunteers can go at their own pace. That doesn’t mean you can’t give them a little push forward though…

Introducing digital to the reluctant…

Introducing a digital volunteer management system to reluctant volunteers works best when you focus on how it can make their lives easier. Talk about the benefits they’ll care about, like quick session sign-ups, easy communication, and less paperwork. Share examples of how other volunteers have found it helpful to show it’s a tool for them, not just for admin.

Keep the training simple and hands-on, offering guides and support to help everyone feel comfortable. Most importantly, listen to their concerns and take their feedback seriously. Showing how the system saves time and reduces hassle will help them see it as a win for everyone.

Developing a plan for action

To introduce a digital volunteer management system successfully, you could start by holding a casual meeting or drop-in session where you can demonstrate the system in action. Show volunteers how easy it is to use and focus on features they’ll find most helpful, like how to sign up for shifts in just a few clicks or receive instant updates. Keep the tone friendly and invite questions to ease any initial hesitation.

Offer personalised support by setting up one-on-one or small group tutorials for those who need extra guidance. Create simple, step-by-step guides or video walkthroughs they can refer to at any time. If possible, designate a “digital buddy”. This could be another volunteer or team member who’s confident with the system and can provide peer support.

During the rollout, ask for feedback regularly. Use surveys, informal check-ins, or suggestion boxes to understand what’s working and what isn’t. Adjust your approach based on their input, and celebrate their wins when they successfully engage with the system. For instance, share stories of how someone saved time or avoided mix-ups using the platform.

Finally, be patient. Not everyone will adapt at the same pace, so offer ongoing support and reassurance. By making the process collaborative and supportive, you’ll help even the most reluctant volunteers feel confident and included.

How can TeamKinetic help with this process?

Once started on TeamKinetic, admin users can invite volunteers to sign up via email or create volunteer accounts themselves. By emailing volunteers, they’ll instantly get to the sign-up page and can complete their registration in just a few short steps. Volunteers who complete the registration themselves are already one step into the digital journey – a small easy win!

Even though it’s a quick and easy registration process, there may be volunteers who refuse to, or can’t, engage digitally. For those cases, we’ve made it possible to create and manage volunteer profiles on their behalf. No email? No problem. Admins can create volunteer accounts without an email address.

When acting on behalf of a volunteer, you can update/change their personal information if/when needed. This includes uploading a photo and any relevant documents, joining opportunities and logging their hours.

You’ll also be able to signify whether the volunteer in question has completed any required induction and training.

Digitally inviting your volunteers

Once a volunteer is signed up, they may find themselves feeling like a deer in headlights. Lots to do but they might not be sure where to start.

At this point, we give them a welcome message, with clear instructions on how to get started. The best part is that it’s fully customisable so you can tell your volunteers exactly what they need to know.

At the beginning of their journey, it can be good to invite them to join an opportunity immediately. With TeamKinetic, you’ll be able to invite volunteers directly onto sessions that interest them so they can start their volunteering journey right away.

When volunteers are comfortable using the system, they can search for the opportunities they want themselves. Once they find an opportunity they like, they can join or apply depending on restrictions.
(For some opportunities, organisations may ask for volunteers to apply, and jump through some hoops before getting onto a session.)

You’ll be able to keep volunteers in the loop through emails and texts – you can even set up calls with volunteers to keep in touch. Any changes on an opportunity are emailed to each volunteer so they’re always kept up-to-date on the latest changes. 

Want to see more of our Digital Functions? 

We’ve seen how our functions have helped hesitant volunteers embrace the digital side of volunteering and its benefits. TeamKinetic, like any good VMS, is straightforward to use once you’ve had a look around.

Why not get in touch over on our website to see how we can benefit your organisation? 

You can find TeamKinetic on social media and listen to our podcast:

Twitter       Facebook       LinkedIn       YouTube       Instagram       Podcast

 

Have you enjoyed using TeamKinetic? If you could leave us a review on Capterra, we’d really appreciate it!

The launch of Kindocoin SBRI project and TeamKinetic’s involvement.

By

On 14th April 2022

In News & Views, Press Releases, Volunteer Management

The Kindocoin SBRI project is officially launching Phase 2. TeamKinetic is honoured to be one of two companies spending the next 12 months developing and evaluating our prototype solution in a real-world setting. You can read a description of the product we’ll be working on here, along with more information from Health Innovation South East Scotland. 

The Wellbeing Hub is a volunteer-powered community care web solution. It enables volunteer managers to safely direct support and care to discharged patients. The Hub intends to reduce delayed discharge and readmissions by increasing people’s ability to self-manage or manage with volunteer support. 

The Hub integrates technologies in an innovative way, with safe data sharing that facilitates the partnering of volunteers and volunteer-led services. This allows patients to build a trusted and sustainable network of support.

Phase 1 demonstrated the administrative burden placed on volunteer managers, we know it is difficult for volunteer-led services to be responsive and to provide a scalable service. The Hub reduces that burden by managing complicated and sensitive data sharing, and facilitating patient support via safer volunteer management practices. 

We intend to link patients to third sector providers using our OpenReferral enabled service aggregator. Our data sharing features ensure front-line staff can find suitable services and have confidence that only appropriate information is shared.

Enabling volunteers to develop relationships with patients and providing pathways to community-based activity, will lead to lower planned care needs and should reduce future unplanned hospital visits. Integrating volunteers by ‘passporting’ and developing an ongoing pathway to community-based activity supported by volunteers, will produce a more flexible and sustainable volunteering network.

Patient safety is paramount; volunteers must meet the very highest levels of safeguarding certification. Volunteers who undergo such checks can move more freely between service providers through the use of digitally verified ID, online vetting and barring checks.

Patient outcomes linked to voluntary service intervention have been difficult to quantify. Using advanced data science, we will provide a new dimension of insight into the impact volunteers have on patients and their long-term outcomes. The Hub will provide new clinical insight and develop the case for community-based, volunteer-supported care.

Once again, we’d like to say how proud we are to be involved in a project like this. We’re excited to see what we can do, and how we can help! 

For information on how TeamKinetic can help you organise your volunteers, head to our website to start a free demo of our software or give us a call on 0161 914 5757.

Follow us on social media:

Twitter       Facebook       LinkedIn       YouTube       Instagram       Podcast

How to develop an inclusive and accessible volunteer experience

By

On 13th April 2022

In News & Views, Volunteer Management

Being inclusive and accessible are integral to modern society – particularly so in the third sector. Allowing as many people as possible to get involved is great for everyone. This is something that we aspire to at TeamKinetic – we’re constantly striving to be as inclusive and accessible as possible.

Inclusive vs Accessible – What’s the difference?

A variety of people are pictured, promoting an inclusive and accessible environment.

Accessibility focuses on designing a user experience that meets the needs of everyone in your audience. Ensuring something is accessible is likely to be the difference between a user being able to do something or not.

Accessibility involves a wide range of disabilities, including visual, auditory, physical, speech, cognitive, language, learning, and neurological disabilities. Everyone deserves the same levels of access and no one should feel excluded.

Inclusivity, on the other hand, involves creating an experience with a wide range and variety of users in mind. This includes thinking about their various abilities, environments, situations, and contexts.

While inclusivity doesn’t address a specific user need, it does ensure that there are a range of tools and features that help all users feel comfortable. Inclusive measures (or lack of), are likely to be the difference between someone wanting to do something or not.

What are TeamKinetic doing?

With regular system updates, we’re continually looking for ways to improve the inclusive and accessible nature of our features. In the past, we have integrated several key accessibility measures into our system.

Now, our system has in-built adaptive technologies to help open the door for everyone to volunteer, from screen-readers to WCAG 2.1 AA standards.

Our inclusive design looks at how we broaden our appeal so all users have an equal opportunity. We have done this via:

  • Dual language interface for our work in Wales.
  • Introducing blind recruitment processes.
  • Add-ons such as Recite-Me provide tools such as multilingual screen reading.
  • Site size and colour contrast adjust.
  • Other site translation (integrating Google Translate).

Organisations must adhere to laws surrounding accessible design, you can read more on the UK law here.

How can my organisation be more inclusive and accessible?

  • Do you face problems with attracting volunteers from diverse backgrounds?
  • Does the thought of creating a fully inclusive and accessible onboarding process overwhelm you?
  • Have you experienced barriers to making changes?

If you find that your organisation is struggling with any of the things mentioned above, the Association of Volunteer Managers (AVM) hosted a great session on this.

Event: Making an inclusive and accessible recruitment and onboarding experience

During the event, we heard from Amy McGarvey (Research Manager) from NCVO who shed light on the effect of the pandemic on volunteering. The key findings were:

  • Volunteer numbers in general decreased from pre-pandemic numbers. It is estimated that there is around 1/5 fewer people volunteering now in comparison to figures from 2019.
  • The number of volunteers with a disability has decreased.
  • Digital solutions are seen as a barrier and an enabler. Some felt excluded by the move to digital methods, whereas it may have opened the door for a more inclusive pool of volunteers.

We also learned that organisations have various barriers to inclusion. These are:

  • Lack of resources, time, and capacity.
  • Recognising everyone is different and being unaware of how to cater to every individual need. 
  • Volunteers not being honest about extra support they may need. 
  • EDI not being valued as much as it should be and facing resistance from others in the organisation when trying to make changes.

We learned that the volunteer experience can be made more inclusive by seeing volunteer well-being as a the focus. Cost-effective actions that celebrate volunteers and their differences are seen to be effective, e.g. celebrating a variety of cultural events, using diverse imagery in promotional materials, and ensuring all language is inclusive. Overall, making sure volunteers feel supported is a foundational aspect of improving your inclusivity.

Find out more about the event by going to the AVM website. 

You can also read our Is Your Pool of Volunteers Diverse and Inclusive? blog. It includes the latest sector stats as well as advice on how you can improve your own diversity and inclusivity.

Interested in volunteer management tools?

Why not take a look at TeamKinetic? You can even start a 30-day free trial with absolutely no payment details required. Just head over to our website.

You can find TeamKinetic on social media and listen to our podcast:

Twitter       Facebook       LinkedIn       YouTube       Instagram       Podcast

 

Have you enjoyed using TeamKinetic? If you could leave us a review on Capterra, we’d really appreciate it! We’ll even send you a little thank you.

Are you getting the best from your opportunity descriptions?

By

On 6th April 2022

In TeamKinetic Features, Volunteer Management

Opportunity descriptions can make or break whether someone decides to volunteer for you. If a potential volunteer can’t find an opportunity that excites them, then they probably aren’t going to join you on your organisations journey.

With your descriptions you can describe to your volunteers, and potential volunteers what’s possible for them within your organisation- let them know how they can use their skills, talents and drive to add to something bigger than themselves.

Descriptions can sometimes be a little boring, and packed full of information and language that can make a volunteer confused or disengaged with the opportunity within the first few seconds or so… When written correctly, you can inspire and motivate volunteers to sign up and jump onto the opportunity there and then. Your description also helps you find the right volunteer for the role.

Descriptions can also help when volunteers have joined an opportunity; it can give you a checklist of sorts when supervising volunteers on an opportunity- if a volunteer isn’t meeting expectations- has your description been too vague on what you’re looking for? An opportunity description should have done the leg work to get you in touch with a volunteer (or volunteers) who are the best fit.

Opportunity descriptions can be such an important communication tool towards your organisation. So how can you make sure your description is well-crafted?

What to include in your descriptions…

We’ve collated together a list of 10 sections to include on your opportunity description that can help your volunteers find the right role for them, and your organisation gets the best out of each and every volunteer.

  • Opportunity Title. Think about whittling down your entire description, in just a few words- that’s what your title should be. The title is one of the most important aspects of your opportunity, you want to entice your volunteer to know more.
  • Responsibilities. For a quick snapshot of the roles and responsibilities within the opportunity- include a quick bullet point round up. This will help give a volunteer a concrete process of what they’ll be doing day-to-day.
  • Time Requirements. Let volunteers know how much time would be required from them- a quick way to cut those volunteers out who may be looking for less hours (or have more hours to give!) Many opportunities will have a beginning and end date, so including that can help a volunteer decide too.
  • Location. This is pretty simple and self-explanatory. Adding a location attracts the volunteers in that area and stops any of those volunteers from joining if they can’t make the destination provided.

You could also include…

  • Working Environment. Add whether there’s a dress code, or any physical requirements needed for the job. Anything along these lines will work really well here.
  • Skills/Qualifications. It doesn’t have to be a massive list or paragraph, just the essentials that are needed to complete the opportunity. These will be skills that you feel are required for the role.
  • Training. If there is any training needed to be undertaken by the volunteer letting them know in the opportunity description means they can start to get prepared. You don’t have to go in depth about the training, but letting them know how to access it can help them get training completed before the opportunity starts.
  • Support. In what ways will your volunteers be supported on this opportunity?
  • Perks? Is there anything while on the opportunity that volunteers will receive? For example, will they have access to a free lunch or free parking? Adding perks onto your opportunity gives extra ‘bonuses’ to volunteers- what do you have to offer? Let potential volunteers know!

Once you’ve written your description, make sure you read it over! If you saw this opportunity advertised, would you want to join up? Think about if someone who doesn’t know much about your organisation was to stumble across the opportunity, what would they think?

And there you have it!

While our checklist of opportunity descriptions may be quite long, you don’t want to overwhelm your volunteers. Your description should give them all the helpful information they need straight away- any other information can come afterwards.

Potential volunteers should be able to scan the page and know the jist of the opportunity and what is being asked of them. 

If you’re looking for a volunteer management system, don’t hesitate to get in touch! Give us a call on 0161 914 5757, or email us at info@teamkinetic.com. You can also start a FREE trial here! 

How TeamKinetic can help with UK-based volunteering for Ukraine.

By

On 1st April 2022

In Community, News & Views, Security and GDPR, TeamKinetic Features, Volunteer Management

For well over the past month, we’ve been updated by news outlets about the war in Ukraine. From Snake Island and “Ghost of Kyiv” to young Amelia, symbolising hope with Let It Go (who has since performed the Ukrainian national anthem in Lodz); we doubt there has been a single person who has felt unaffected by what’s happening.

But it’s what people across the world have chosen to do in these times that we would like to focus on – and how we, as a volunteer management system company, can help. We see day in, day out the work and dedication of volunteers and the impact they’ve made to the lives of those they help; it’s why we do what we do!

At the beginning of the month, nearly 20,000 foreign volunteers travelled to Ukraine. While it’s been advised not to travel to Ukraine, the number of volunteers looking to help within their own countries has only increased. Volunteering for Ukraine continues to cover healthcare, travel and refugee assistance (just to name a few). It lies with refugee assistance we believe our system can be of most benefit.

In recent weeks, the government has announced that Britons will be allowed to open up their homes to millions of Ukrainian refugees displaced by current events- this route will work for an initial 12-month period, matching refugees with those who have offered up free accommodation. From national organisations to the local charities around you, help is needed. 

At TeamKinetic, we pride ourselves on the features in our system which allow for fast setup, recruitment and deployment of volunteers to help the set up of such schemes. Our tools help the rapid deployment of volunteers needed in situations such as the one facing Ukraine and its people.

Our instalment of DBS checks has only increased the pace at which volunteers can be approved and well on their way with helping those in need. While we may not know the ins and outs of every organisation’s recruitment needs, it’s been our promise from our very first day to continuously develop our system to accommodate as many organisations as possible. Our DBS checks are one of the many ways we employ important safeguarding within TeamKinetic while maintaining a swift recruitment.

To keep track of the thousands of homes opening their doors, reaching out a hand and the people they will be embracing, is a mammoth task. Our system’s functions can help with recording all information needed to ensure those refugees entering the UK for shelter know they are safe. Our personalisation means no matter what your organisation is looking to collect, or put out to volunteers, it is all accessible in TeamKinetic.

We have a number of organisations starting and developing programs to help Ukrainian refugees – something we are honoured to play a small part of. We want to ensure that anyone who needs a quick start, rapid deployment of volunteers and a platform to do so can find it at TeamKinetic.

It is easy to sit in a country, surrounded by our family members – the people we love – and think there is nothing we can do to help a country roughly 1,949 miles away. But it would be foolish to think such. We can help right where we are, helping those families who’ve travelled 1,949 miles to find safety; to find even a glimmer of hope that one day, they will be able to return to Ukraine. To return home. 

How to get your volunteers embracing management software…

By

On 23rd March 2022

In TeamKinetic Features, Volunteer Management

Over the past few years, there’s been a real focus on walking away from stacks of papers, and investing in an online volunteer management system. While we may be biased, we have to agree! No matter where you are on your journey, keeping your volunteers in the loop will help volunteers start embracing your new system. 

So how can you give those encouraging pushes to your volunteers, to help them start embracing your online system?

Embracing Your Vision.

Let your volunteers know what you’re planning! Your volunteers are vital to your success as a program, so let them in behind the curtain of your volunteer program. While you might not be up and running straight away, keeping your volunteers in the loop brings a sense of community. Every milestone you hit can be shared, and celebrated, with everyone who adds to the organisation.

It can also be a time where you can be transparent with your volunteers as you work on understanding your new platform. TeamKinetic’s implementation is as slow or as fast as you like; whenever you’d like to debut your new volunteer management system, we’ll be ready!  If it’s going to take a little while longer- let your volunteers know! You’ll develop a stronger connection with your volunteers if you update them on how your organisation plans to move forward.

Remember, your volunteers don’t need to know everything that’s going on behind the scenes. Leaving them with a few updates along the way will excite them for what’s to come. Once you’re up and running, make sure to let them know the important ‘stuff’; how can you register? How to join an opportunity? Where can you reach us for support?

Volunteer Access.

For many organisations, some of their volunteers don’t have access to online devices like a computer or a smart-phone. So as you plan your transition to an online platform, think about the ways in which you can reach those volunteers who might not be online or internet ready.

Why not offer regular drop in sessions where volunteers can pop in, and register in-person. You can also support new volunteers who may need some training or a welcome chat! For volunteers who might not fully understand the system, show them the basics first! Build up from there and your volunteers will be embracing the system as they go. 

It’s not something we really have to say, but make sure you have a team supporting your volunteers. You’ve been using the system in training, and everyday use. Your volunteers will be using the system for the first time- so expect  a lot of questions from volunteers! Try encouraging your volunteers to spend time on the site getting to know where they can find everything and what the basic functions are…

Let your volunteers know about the features…

One way to indulge volunteers into a platform is to let them know about the features that suit them best. Some of the best features we’ve found that are loved by volunteers are…

Online registration. Volunteers have an easy-to-follow, easy to access registration process and profile that they can keep coming back to keep track of when they’re volunteering, the opportunities they like and what’s happening within the organisation. A volunteer site is a great place for all of this to sit!

Achievement badges. When a volunteer hits a certain number of volunteer hours, or has been awarded volunteer of the month at an organisation, an achievement badge popping up against their profile can be the biggest encouragement for a person to carry on volunteering. At TeamKinetic, we’ve seen first hand how achievement or participation badges have motivated volunteers to volunteer more. It also lets them know how much they’re valued at your organisation.

Communication. At TeamKinetic, we believe that two-way communication is a massive factor in keeping your volunteers coming back to volunteer time and time again. Not only can both pirates keep in touch with updates, but organisations can show that they’re around for their volunteers- check in with them and see how they’re doing! Where a volunteer feels valued and listened to, they’ll continue to return.

Time to start embracing volunteer management?

Hopefully this has helped you understand how to engage your volunteers on your new system or help them come round to the online space you’ve provided! If you’re looking for a volunteer management system, why not try a free trial with us at TeamKinetic over on our website.

Or book in a demo with us! Simply call or email on 0161 914 5757 or katie@teamkinetic.co.uk.

 

How are you matching your volunteers to the right roles?

By

On 16th March 2022

In Volunteer Management

Volunteering is a two-way process. A volunteer has to decide whether the roles and responsibilities given to them by an organisation work for them. The organisation also needs to find volunteers who fit the opportunities they offer. Are both parties getting the best out of themselves? Do volunteers feel they’re helping out in the most effective way they can?

Make sure you take the time to really get to know your volunteers. Find opportunities that really fit into who they are and what they’re interested in. So, how can you find out what your volunteers are interested in?

The art of asking…

The simple answer is to ask. But really, there’s a lot more to unpack. As pandemic restrictions have come to a close in the UK, the chance to meet volunteers face-to-face is back. If you’re looking to meet with potential volunteers, keep it relaxed and informative. Let your volunteers open up to you.

The main thing is to make sure your potential volunteers feel at ease.

We’ve heard a lot of talk about post-pandemic social anxiety, so we’ve made a quick checklist to help ease your worries and make sure you have everything you need heading to a meeting…

  • Make sure your future volunteer has your contact details – it will be useful to them, just in case! 
  • Meet at an informal, relaxing venue. Why not position it as two people going for a coffee to catch up. Let them know it will just be an informal chat. 
  • Think about some open questions you could ask to get conversation going and learn more about why they would like to volunteer. Is there anything in particular they are interested in helping with? 
  • It’s a two-way process! Expect to answer some questions a potential volunteer might have about what they’ll be taking on.

Take a look at this Charity Comms post about how to communicate with your volunteers! 

Can unique interests help volunteer roles?

While many volunteers are matched to opportunities based on their capabilities, it’s a nice touch to see if they have any personal interest in exploring something new. Dig a little deeper into what types of opportunities your volunteers are looking for and if you can accommodate them, why not give them a chance!

We all know that while volunteers want to help, they also want to get something out of it too. By helping in roles/responsibilities they’re maybe not well versed in, they’re learning something new. This means your organisation ends up with a pool of volunteers with a wider range of capabilities on offer. 

If you can’t meet a potential volunteer, why not create a quick interest questionnaire? Completed questionnaires can help you understand more on how your volunteers want to use their skills to help the organisation and those in need. It also helps the organisation make no preconceived judgements on where a volunteer would be “most useful.”

In addition, this information helps determine what opportunities a volunteer tends to jump on. Knowing their interests can help keep them engaged and returning to help. 

Are you delegating or dumping volunteer roles? 

“Skilled delegation of volunteer team duties is an art that many managers, even experienced ones, struggled with.” 

Before matching volunteers, it’s always a good idea to double check your delegation. We’re all busy, and while we try to communicate with each other the best we can, your delegation could leave a volunteer feeling unsatisfied. You may find that a volunteer will have problems if their skills or interests are being ‘ignored’…

I’m sure some may have experienced a frustrated volunteer. They may feel opportunities or tasks are ‘dumped on’ them, or that they are left to complete tasks on their own. Not only does this decrease productivity but it also wears down team morale and retention rates.

If a volunteer feels under-valued, or they aren’t happy with how they’re volunteering, it’s likely they won’t return. How you delegate is something everyone should be taking a look at. Improving your delegation skills means you can meet everyone’s needs and gives you the strongest chance to make a difference within your organisation.

Looking for a volunteer management system?

Are you looking for a volunteer management system? Look no further. Start a FREE trial with us here, and take a look at all we have to offer!  

Page 6 of 12

← Previous

Next →

Search

Subscribe to our blog

Enter your email address to subscribe to the TeamKinetic blog and receive notifications of new posts and stories.

Join 1,712 other subscribers.

Contact Details

Powered by WordPress & Theme by Anders Norén