Looking for inspiration? For many of us, it’s a big part of modern life and everyone searches for that feeling in different ways. There’s a special group of people who are often described as inspirational! People that give up their time to do better by the world, to try and make a difference where they can: volunteers.
We call these people “volunteers”. Their motivations are varied, but often selfless or at least for a goal greater than their own satisfaction and here we will discuss the 5 reasons why we think volunteers are great.
“Volunteers don’t get paid not because their acts are worthless but because they are priceless.”
As crazy as this sounds volunteers are not paid! This in itself makes them special, but it’s not because they do it for free it’s what they actually do that sets them apart. They change the lives of people because they want to and not because they are employed to. Here at TeamKinetic, we have been able to witness hundreds of thousands of logged hours from thousands of volunteers, it’s simply wonderful to see and we hope for many many more wonderful people engaging with fantastic causes.
“One of the greatest gifts you can give is your time.”
How do you value people’s time? Is it a cost replacement? Or is it more subtle than that, is it their very presence and the joy or comfort they can bring? This is not even considering the value the volunteer places on their own time. Valuing your volunteers is very difficult and fraught with pitfalls, but one thing we can all agree on without those people who give their time many services and people would be worse off.
“Don’t live for what you get, live for what you give.”
It is often quoted that real happiness comes from a sense of fulfilment. We would suggest that aspiring to freely give your time may be a way to achieve that fulfilment, to feel part of something greater than yourself is a particular human trait. Not to focus on what you get, or what you have but on what you can do for others. Volunteers epitomise this way of life, this is the reason many volunteers give so much. Don’t believe us about this? Read this and see what the research says about volunteers being happier and healthier.
“Wherever there is a human being there is an opportunity for kindness.”
We all have choices when it comes to how we choose to live our lives. We can choose to be kind, and fulfil the potential every single one of us has. I’m not suggesting every volunteer is a saint – far from it. But those who volunteer are choosing to try and be kind, to try and improve their community or cause. We salute those who make that choice.
“You may not have saved a lot of money in your life, but if you have saved a lot of heartaches for other folks, you are a pretty rich person.”
The value a volunteer provides and also extracts from their experience is difficult to quantify. The idea that saving the hearts of others is worth way more to people that any amount of money sounds crazy. But if a volunteer can help change a person outlook, improve their quality of life, share their time, wisdom and experience for the good of others, develop friendships, reduce loneliness, create opportunities for those that otherwise might not have them. These are potentially life-changing events for the person the volunteer might help.
So we say volunteers are special, and we at TeamKinetic take this time to say thank you, volunteers, for your time, your commitment and for believing that you can make a difference. We think you’re great.
Find out how TeamKinetic can work with you to recruit, manage, and retain your student volunteers.
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Volunteer numbers are stagnating while the number of opportunities rises each year. It is easy for volunteer managers to want to “recruit”, without assessing and placing volunteers in the most suitable opportunities.
TeamKinetic contend that it’s important for all volunteer managers to understand how to recruit volunteers. Equally, it is important to understand how to effectively manage them. Perhaps more important still – how do you retain them?
Recruiting volunteers
Let’s start with some figures that are important to know from a volunteer managers point of view. As this always helps to understand the context we are working with.
In giving, how much do we receive? The social value of volunteering (Andrew G Haldane, Chief Economist, Bank of England, 2014).
Clearly, there is an appetite by people to help shape their communities and give their time freely to achieve their goals. How do you and your organisations make the best use of this amazing resource?
Advertising
How technology is redefining volunteer management…
Technology has been a powerful tool in allowing people to achieve things that once were not possible in the past. The developments have allowed billions of people to communicate, share stories and ideas from different locations and times. TeamKinetic uses technology to allow volunteer managers to complete tasks in a simple and quick manner. Technology is a tool that can create a number of benefits to organisations that is focused on providing volunteers with the best possible opportunities.
TeamKinetic work with a number of organisations such as; Do-it.org, volunteering-wales.net and VolunteerScotland to offer volunteers options across the UK. We believe that audience size matters and individuals looking for things they are interested in is made simple.
We believe it is possible to create an audience ecosystem for opportunities. every volunteer manager in the sector plays an important role in providing volunteers with access to a wide range of opportunities that will bring about benefits to the organisation and volunteer. TeamKinetic is assisting volunteer managers to carry out these tasks by providing a platform that allows them to create and advertise opportunities according to the organisation’s audience. The system also inputs all volunteers into one area after registering. This allows the selecting process of volunteers to be effective and time-saving.
Opportunities
Volunteer managers should always strive to create opportunities that are appealing and beneficial to the volunteer. Opportunities should allow the volunteer to gain positive and worthwhile experiences because at the end of the day they’re giving up their time to help you!
When advertising an opportunity it is important to consider the following:
Provide the volunteer with all the information regarding the opportunity.
Include some of the benefits of the volunteering opportunity
Highlight some of the key requirements of your opportunity
Here are some amazing opportunities that have been provided to volunteers by organisations using the TeamKinetic volunteer management software. When opportunities are well thought out and advertised they can have a big impact on the volunteer and their experience.
Respect 4 All is a great example of a simple and easy to sign up volunteer opportunity created by the foundation. The opportunity is a regular ongoing event that is held every week that brings in a variety of volunteers. The Respect 4 All event is well advertised through the website and the mission of the event is clearly outlined. The Respect 4 All event is for girls and boys with complex and additional needs ages 5+.
This opportunity is perfect for an individual that has no experience and wants to get involved, as they are not required to have specific skills or experience. Once signed up the volunteer is provided with a full induction that allows them to get to know the volunteer managers and highlights what is expected of them.
The volunteer is provided with their own LFC Foundation Kit which is a good way of making them feel part of the team. Respect 4 All is a successful event and volunteers always leave happy, which is reflected in some of the reviews that are left.
“Lovely to meet the staff who made me feel very welcome as a newcomer. Really well organised, and would love to help again”
England hockey is another organisation that has used the volunteer management software to its potential by creating some fantastic opportunities. A good example of one of England Hockey’s opportunities is their spectator service role for the #IndoorHockeyUK event that is being held on the 28th of December.
The volunteer role is well defined with a clear outline of what is required (16+ and a criminal check). Additionally, the role expectations are outlined for the volunteer applying so they are fully aware of the tasks at hand.
England hockey has also used the volunteer system features to include what would be provided to the volunteer e.g a volunteer pack (including a t-shirt and water bottle), refreshments and meals. As well as the map feature which gives the volunteer and exact location of the event.
A diverse group of volunteers
Selecting
Matching the right volunteer in the role best suited to them is the best way to ensure success for your voluntary programme. Finding volunteers who commit to opportunities over a longer period of time is vital for organisational and volunteer development. All organisations are different and will have different expectations of what they require from the volunteer.
When selecting volunteers it is necessary to consider how difficult you wish to make it for them to have a positive experience. The type of role volunteers apply for will impact their onboarding process. it is important to consider whether they can apply and turn up to their opportunities or if you require a face-to-face meeting with them.
For example, tasters may require little to no onboarding and are ideal for the volunteer to try out opportunities. Supporting the volunteer to see what skills they have and how they may fit into an organisation. Whereas roles with greater responsibility may require references, DBS, and relevant experience.
TeamKinetic allows managers to set these guidelines for each opportunity they provide. Volunteers are never expected to provide more than is asked of them in the application process.
Dawn Georgeson -Volunteer Lead at the Liverpool FC Foundation had this to say about some of the issues volunteer managers face when recruiting volunteers.
“Reliability is one of the key things! Not that volunteers are not reliable but its more about what is a ‘regular’ volunteer for me. For one person every week could be a regular volunteering opportunity that they will continue to do. However, for some people, it could be once a month or even once a year and that regular to them, and it’s managing that. Discussing with volunteers on what their expectations are and what ours are, and making sure they marry up. That is one of the biggest issues in making sure people are fulfilling their opportunities.”
TeamKinetic allows volunteer managers like Dawn to set the type of opportunity on offer. Allowing them to better understand and manage how regular the volunteer will be. On the volunteer management software, TeamKinetic gives 3 opportunity options, which are:
Repeating – (An opportunity that is regularly ongoing e.g coaching football every Tuesday)
Non-repeating – (A one-off opportunity or event e.g Commonwealth parade)
Flexible – (An opportunity that is irregular e.g befriending old people when you have free time)
These options help categories the opportunities and allow managers to have a greater understanding of what they would consider as a regular volunteer for their organisation. The TeamKinetic volunteer software makes selecting volunteers simple and easy for the managers. This allows more time to be spent on organisation goals and developments and less time spent on administrative tasks and micromanaging the whole recruitment process.
Before volunteers even start to offer their time and energy, it’s important to understand how the law applies to volunteers. In this piece, we will look at the legal and managerial considerations you will need to think about in order to manage your volunteers effectively. It is vital to have a policy and good practice in place for effective volunteer management. Some examples of this will be discussed throughout the article.
Expenses policy
Good organisations have an expenses policy to cover volunteers for any additional costs or travel. Expecting a volunteer to cover their costs can be difficult for people who have a low income as it hinders their ability to regularly volunteer. Expenses that are reasonable, and within the organisation’s budget, should be reimbursed. Some of these include:
Travel costs – whether it be in your own vehicle or public transport
Meals and refreshments during volunteering
Additional equipment e.g protective clothing
This is just a brief example of some of the most common expenses volunteers claim. All organisations are different and have different policies in place. However, these expenses must be incurred during the time of volunteering and volunteers should avoid additional costs.
A good induction can be the make or break of a volunteer programme. Volunteers come with a great amount of enthusiasm and motivation but without a structured induction process, the enthusiasm can soon fade away.
Volunteers need the right training for the jobs that are required of them. Some volunteering opportunities require a great demand for skill and knowledge and volunteers need the right training and induction process in order to understand what is expected of them.
For example, volunteering roles, such as a marketing lead on a big organisation event, involve a great understanding of the organisation’s brand and goals. As qualified as the volunteer may be, without an induction, they will not be as effective in their role. Even if opportunities don’t require a high demand for skill and understanding, it is still important to induct the volunteer. Some things to include in an induction process are…
Your organisation’s policies and procedures.
Background to the organisation’s ethos and structure
Voicing concerns and how to deal with complaints
The role and responsibilities of the opportunity
TeamKinetic helps volunteer managers simplify this process by providing them with an organisation specific website. This gives the manager the freedom to provide as much information as they want for the volunteer. Such as a full description of their job roles and background to the organisation and organisation policies. However, it is important to try and always organise a one-to-one with a volunteer so they feel well-inducted and welcomed to the organisation.
Support
Empathy is key when working with volunteers, to manage and retain your helpers, volunteer managers must always ask themselves ‘how would I feel about this if I was the volunteer?’
Many times volunteers are thrown into tasks with little or no support and understanding of their role’s outcomes or objectives. Volunteer managers should aim to :
Provide the volunteer with a well-defined induction process.
Send out regular newsletters and information that is necessary to the volunteer.
Deal with concerns or problems volunteers have early on.
Assess training needs and facilitate personal development
TeamKinetic supports this by allowing organisations to have their own bespoke website that provides these features. Volunteer managers are able to communicate with volunteers easily through the site and have regular one-to-one contact with them.
How TeamKinetic can help?
The volunteer management system allows managers to upload documents such as the induction process, so volunteers have a greater understanding of what is expected of them. additionally, the system allows managers to group the volunteers on experience from the application process. This allows the manager to identify opportunities that are ideal for the volunteer when they first start.
Volunteers can receive regular email updates and newsletters on what is going on in the organisation, this could include upcoming events or volunteering opportunities. Managers can also provide additional information to volunteers regarding opportunities that have been changed on the system.
Finally, support can be given to volunteers on the system by giving the volunteer access to voice their concerns through a private opportunity chat room. After opportunity volunteers are able to leave feedback which allows managers to review any concerns the volunteer may have and arrange a phone call or meeting. Volunteer managers can facilitate personal development by notifying volunteers on upcoming training events that can be created as opportunities for the volunteer to book onto.
Volunteer management
Risk management
The voluntary sector is now working at a higher standard and organisations are expected to have regular risk management in place for the benefit of the volunteer and organisation. Evaluating and managing the risks in your organisation ensures that there is a reduced chance of incidents occurring while volunteers are working.
The National Council for Voluntary Organisations has provided a 7 step guide on how to manage the risks of your voluntary organisation.
Identify the risks – evaluate what the risks to your organisation’s strategies and goals.
Analyse risk – once analysing risks it is important to consider the possibility of it happening and the impact it could have on your organisation.
Prioritise – determine which risks bring the biggest threat to your organisation because managing the most serious risks is important.
Determine the appetite for risks – managers should determine the risk they are willing to accept in pursuing their objectives. Each objective will bring about a different risk appetite.
Reduce and control risks – Charities should control risks to a stand and that they are happy with.
Give assurance – Once the key risks have been identified, assessed and are subject to controls, it’s important to make that these controls are being performed as expected.
Monitor and review risks – Recording risks is important as it allows you to revisit and evaluate at different dates.
These guidelines have been tested and tried and are a great tool for reducing risks for your volunteers. Managing risks can save your organisation time and money and keep everyone safer and overall contribute to good volunteer management.
Supervising
Understanding what goes on within your organisation is key for developing both volunteers and the organisation. That is why it is a key responsibility for volunteer managers to supervise their volunteers and keep a record of their development and the risks that may occur.
TeamKinetic helps organisations keep up-to-date with their volunteers and monitor progression. The system gives the volunteer freedom to create their own profile and join opportunities individually. Permitting the volunteer manager to spend more time developing the organisation’s objectives and less time inputting data manually.
When supervising volunteers, what should you cover?
Ensure the volunteer’s relationship with staff, volunteers, and anyone they work with is going well. This can be done through regular communication and providing feedback when possible.
Inform the volunteer of any training that would benefit their development, when opportunities arise. TeamKinetics volunteer management software allows you to create upcoming training events as opportunities that volunteers can join.
Allow volunteers the ability to provide personal feedback after they have completed an opportunity. TeamKinetic assists by giving volunteers the privilege to leave feedback on the opportunity they have signed up to on the portal.
Provide volunteers with feedback, this goes a long way into making them feel valued and aiding their development. Similarly, managers can also leave feedback on the opportunity provided.
Meridian Swift author of “Is Making Volunteers Likable Our Objective?” writing in volunteerplaintalk, explores the importance of managing and addressing volunteer behaviour for the benefit of the volunteer, organisation and the volunteer manager. Meridian addresses the need to communicate the mission focus in order to get the best out of everyone.
One important point that Meridian made was “Ditch the idea that volunteers will stay because you’re nice to them”. Volunteers put their time and effort into helping, so they want their work to be meaningful and impactful. Therefore, when managing volunteers it is important to always provide the volunteer with opportunities that will benefit them and the organisation.
How to simply manage volunteers?
TeamKinetic provides volunteer management software for organisations that allow them to carry out these tasks without investing all their time into supervising volunteers and focusing more on their development. The simplicity of the system enables volunteers to get volunteering with little or no intervention required by the managers and coordinators.
Volunteers have the ability to add information, feedback, and check their progress on their own volunteer profiles. This is made visible to the volunteer manager, who can keep track of each volunteers progression. The TeamKinetic volunteer management software is designed to make volunteering simple and easy for everyone.
TeamKinetic got to sit down and interview Steve and Dylan, two amazingly enthusiastic volunteers from Liverpool FC Foundation. We discussed their experiences as volunteers with a disability and the impact volunteering has had on them. It was amazing to see all the work they put into the local community as well as the Foundation. Both men volunteer regularly, at least three times, throughout the week.
Dylan, Steve, Ash and Jerome at Respect 4 All inclusive session at LFC Academy
Heres what they had to say…
How long have you volunteered for and what do you enjoy the most about volunteering?
Steve: “It was in 2008 in September with Mark. He was the disability officer who invited me to join the Respect 4 All program, which allowed me to get into volunteering. I enjoy getting the disabled children involved in sports, especially football. I am very passionate about getting boys, girls, women, everyone into playing football.”
Dylan: “I have volunteered for 2 months now. I like to get involved with the kids and help them with playing different sports.”
Do you feel that younger children look up to you for help and inspiration?
Steve: “Very much so, it’s hard for disabled people to break into sports. I’ve really enjoyed helping the children become better players and better individuals. Before the LFC Foundation, I volunteered for the Liverpool council and I used to go to a special school in Liverpool, so I have always felt passionate about sport for disabled people.”
What does the LFC Foundation mean to you?
Steve: “It means everything to me! I’ve been a supporter for the Liverpool Football club since I was 3 years old. The work that they do, not just in disability but all kinds of projects through the city. They’re a leading light. They impact so many peoples lives. Out of sports, I am generally a quiet person. The Foundation has developed my confidence in coaching. Being around the more experienced coaches and learning from them really helps with my volunteering.”
Dylan: “Everything! I play for the team and I’ve been there for ten years. I’ve improved my people skills and working with others. I want the foundation to keep growing.”
It was clear to see how much being involved with Liverpool FC Foundation meant to Steve and Dylan, Volunteering in football clearly meant a lot to them and their engagement with the young people in the sessions was fantastic.
One of the sessions regular attendee’s was Reiss, He has been inspired not just to keep coming to the sessions by these two great coaches, but also to go one step further, and to register as a volunteer on the LFC Foundation portal powered by TeamKinetic.
Reiss is a 16-year-old Liverpool FC fan and who’s enthusiastic for his club is limitless. He regularly attends the Respect 4 All sessions and we to know what had made Reiss so keen to do more?
Reiss playing Football at the Respect 4 All session at Liverpool Academy
Do you enjoy the activities at the LFC Foundation?
Reiss: “Yes, I do! It’s really good to get kids with disabilities together and getting them involved in football and learning new skills.”
What would it mean to you to become a volunteer for the LFC Foundation?
Reiss: “It would mean a lot to me to volunteer. I want to help younger children like I have in the past. I hope to be volunteering for the future with the LFC Foundation. Volunteering will allow me to gain more experience and work with others, to better my CV.”
It was a fantastic day at the Respect 4 All event, and all the young people getting involved. The impact the staff and volunteers had on these young peoples lives can be difficult sometimes to effectively explain, but it should never be underestimated. The Liverpool FC Foundation put in tremendous amounts of effort to create a strong community. TeamKinetic is proud to play its role in supporting this work.
There will be a host of exciting speakers, from award-winning volunteers to key members of the sector. After three successful previous events we hope to welcome back many of our delegates, but if you have not been before, why should now?
Let us help you make the right choice.
1. NETWORKING
There will be people from right across the volunteering community at the event, meaning this is the perfect opportunity for you to break out the old business cards and get networking. The knowledge and experience available from the delegates in the room will be second to none and building that network of volunteer managers will only provide you with more help and support.
2. BE INSPIRED
We are lucky to work in a job that is never short of amazing and inspiring stories and anecdotes, and this event will bring some of these stories to life. Our speakers all have stories to share and insight to impart. Our opening speaker, Dennise Larrad the BBC Sports Personality of the Year Unsung Hero Volunteer of the year for 2017, is going to open the event sharing some of her experiences as well as what it’s like to share a stage with Tom Daley.
3. LEARN (About TeamKinetic amongst other things)
Whether you have 10, 100 or 1000 volunteers, there will be learning and opportunity to exchange ideas. Our speakers have a wealth of experience and the format of the day leaves lost of opportunity for you to question them and to dig deep into their knowledge. We also invite you to come and chat with us at TeamKinetics stand, our volunteer management software can cater to your volunteer management needs and is available at a price that might just surprise you.
4. GET A GREAT DAY OUT OF THE OFFICE!
We will fill your day with interesting people, great knowledge and insight and some thoughts for you to take back to your organisation to think about. On top of that we will put on a good buffet, so at worst you don’t go home hungry.
It would be fantastic if you could come along to this event and if you are interested you can purchase your tickets here
TeamKinetic believes that the internet has the potential for transformation in our world comparable to the Gutenberg’s printing press , but if the last few years have taught us anything, it’s that the internet reflects both the very best and very worst of human nature. What do volunteer managers need to know about the internet to keep their volunteers safe?
I’ll provide some useful resources to give some context and understanding of the darker side of the internet and how we have used this to try and inform our policies and procedures as an organisation and what we think you should consider as an organisation as you become more reliant on digital platforms.
The internet provides almost limitless opportunity for grassroots social action, citizen journalism, voluntary engagement and so many other potentially positive outcomes, but we are naive if we do not recognise and consider the risks.
Jon Ronson, journalist and author recently wrote “So you’ve been publicly shamed” on how the networked effect of the internet can lead to individuals being ostracised. His entertaining and occasionally dark work examined some of the difficult issues around user-generated content and how people’s mistakes are amplified and stored for eternity in the memory of cyber-space. Ronson’s storytelling introduces the reader to the inherent risk for normal people to get caught up in exceptional events and how little control they have over these events once a post goes viral.
Sarah Jeong, now of the New York Times Editorial Board, Vice and The Verge has written extensively on the internet’s inherent problems and her book, “The Internet of Garbage” gives informed insights on the risks and unintended consequences of poor policy and practice and how that can impact organisations and their users. Jeong discusses at length some of the nuanced problems the modern internet has created for itself and how copyright law is being misused as a method of content suppression and removal, due in part to lack of other recourse to individuals who find themselves at the centre of a viral internet storm.
I mention these two texts as they are accessible and informed, and for those who are looking to understand the internet, they will help non-technology people appreciate the inherent risks of a highly networked world, the very real risks that can affect everyday users and voluntry organisations alike.
TeamKinetic is aware that our volunteer management platform has the potential to recruit volunteers in almost any situation. It is effective and easy to use and can be administered remotely with high efficiency to deploy individuals or teams of volunteers at short notice. These characteristics are great if you run a charity, an event or a university internship program, but they are equally great if you are recruiting individuals to partake in less positive endeavours. The creators of any platform which allows users to create content and communicate with each other must be aware of the risks as well as the benefits.
Recent legislation such as GDPR, goes some way to help individuals protect their privacy and increase their control over websites and platforms they engage with. It also gives businesses and organisations the chance to audit exactly what information they collect, why they collect it, and what they are going to do with it. This was a revealing process for us and was very worthwhile. All legislation, however well intentioned, runs the risk of “unintended consequence“. As responsible curators of TeamKinetic we have to embrace some basic values by which to manage our site.
What are our ideals and values?
As an organisation, we have put honesty at the centre of our company values. This is a type of statement that is easy to say, but much harder to live by. We aspire to offer honesty in our pricing, in our customer service and our product.
Our role in supporting the organisations that use TeamKinetic to manage their volunteers goes beyond the provision of software. We want to build a community of volunteers and volunteer managers that can share practice and policy, develop professional connections and work to strengthen the sector as a whole through the development of consistent standards in the wider information technology infrastructure of volunteering.
We want to be able to share expert knowledge and insight based on our user data and experience to help the sector become better at recruiting, deploying and recognising their volunteer’s hard work. We commit to making our data available to researchers, and the resulting insights and findings will be freely available to all who have a valid interest in the voluntary sector.
Finally, we want to create an amazing experience for all our users, that means the best technology, built in a way that is easy to use and importantly every user is protected by good policies and excellent support. Our volunteer-centric approach to development will remain the centre of our business operation.
We hope you will join us on our continued mission to be part of the ‘good’ internet and we look forward to your thoughts on how we can do this.
We get to understand the Liverpool FC Foundation and what they do for the community and how TeamKinetic Volunteer software is allowing them to make a bigger impact around the city, through our interview with Katie Ellis and Dawn Georgeson
LFC Foundation
About the Liverpool FC Foundation
Liverpool Football Club has long served its local community and it has been a part of their history to support the people of Liverpool. More recently, in 2010 this commitment was furthered with the launch of the Liverpool FC Foundation, developed as a financially independent organisation.
The Liverpool FC Foundation’s mission!
“is to bring together the LFC family to create life-changing opportunities for children and young people.”
The Foundation is all about providing opportunities for children and young people. They run a number of projects throughout the week for different groups :
Girls and Women.
People with disabilities.
Disadvantaged communities.
Children and families.
It is a goal of the Foundation to provide activities that are fully inclusive. The Liverpool FC Foundation is also in partnership with a number of other organisations, like Liverpool School of Tropical Medicine (LSTM) and many others.
They work with partners to raise awareness and to tackle issues around the city. Volunteering for the Foundation allowed me to see first hand how inclusive and welcoming they are, as well as the impact they have had on younger people of Liverpool and beyond.
The Foundation has a strong team of community coaches and project leaders that deliver sessions to young people in the community working directly with schools, sports venues and youth organisations. Their six-step plan shows how they achieve these goals.
The impact Liverpool FC Foundation has made to the community
The foundation has made a significant impact on the community, aiming to offer all young people in Liverpool access to sport. Liverpool FC Foundation run over 100 tournaments each year, working with over 5,000 children. The charity also runs a number of projects such as Kicks, Primary stars, and Open Goals. Open goals is a new project which is aimed at engaging young people and families to take part in the regular physical activity.
Liverpool FC Foundation focuses on more than just sport. The organisation also run an employability program which aims at young people aged between 18-25. The project helps young people with CV building and interview skills to prepare them for the future. The impact of the project has helped people with their confidence, interaction skills, and preparation for work.
Fundraising is another way the foundation has made a difference to the community. Liverpool FC Foundation works to help those in need around the community, including their partnership programmes. The Foundation runs a variety of fundraising events such as:
VIP Gala Dinner with Jürgen Klopp.
LFC Supporters Club Fundraising Challenge.
Newly launched LFC Foundation lottery.
The Foundation looks at improving the life of the community and helping each other. The Foundation engages with over 21,000 people a year, which shows their impact as a foundation.
How Liverpool FC Foundation has benefited from using the TeamKinetic volunteer software
Having spoken to Dawn (Volunteer lead) and Katie (Project lead) it was important to get an understanding of what difficulties they previously had in terms of recruiting volunteers. As the Volunteer lead, Dawn has the responsibility of recruiting volunteers for the opportunities on their volunteer software website which is powered by TeamKinetic.
Katie, Dawn and I discussed how they have adjusted to using the TeamKinetic volunteer management software, and the benefits it has provided them and the Liverpool FC Foundation.
This is what they had to say…
Dawn: “We have gone from using a paper trail to now having something that is digitally quite far ahead of the game. It simplifies everything. From the minute someone registers, I get informed via email and they also get notified with immediate contact. Which I think is really important to volunteers as its making them feel valued”
Katie: ” I think the thing that is good, is when we discussed at the start how we were going to place the website, where people were going to find out about how to volunteer. We were able to share the foundation URL so that it was really easy to find. With a button on the Foundation website were volunteers could find it.”
Dawn: ” I think as well, even for someone who isn’t particularly good at IT, the volunteer software is very simple to follow. The forms are really easy to fill out and are pretty self-explanatory”
Katie: “Volunteers like to feel valued, so the incentive program and how we can track that on the TeamKinetic system is something we will be looking to do next. I think that will be very powerful, especially in a football club. To have incentives that link back to the reasons people volunteer and one of them is for the fans to feel closer to the club”
Dawn: “Yeah, also it isn’t just closed off to fans of the club, its people who just want to help the local community. That is quite clear in the opportunities we provide, showing that it’s not just about the club but the community in general”
Volunteer experience of using TeamKinetic’s volunteer software
I wanted to find out what the volunteers thought of the volunteer system as they are also an integral part of the Foundation’s development. I spoke with Rinchen who had gained a paid role as a digital analyst from his volunteering efforts. This is what he had to say about the volunteer software.
” Using the TeamKinetic volunteer system has been pretty easy. I have signed up to a few opportunities already using the website. It’s user-friendly and you’ve got all the options there. You’ve got all the opportunities allowing you to sign up to what you want and has a lovely map of where it is making it very easy to find. ”
Understanding our customers want and needs are at the heart of TeamKinetic. This allows the team to develop innovative ways to make our customers lives easier. To find out more about TeamKinetic and our work and how we can help you recruit, deploy and retain more volunteers, please get in touch with our team.
Reminder!
Tickets are still available for our annual volunteer conference. The link for the ticket can be found HERE
Using volunteer management software can simplify the management process and allow volunteers and providers to focus on the bigger picture.
For years volunteers have dedicated their time to help organisations in all areas; youth work, teaching, befriending, sport, you get it, the list goes on!
Volunteers put in tremendous amounts of effort and passion into what they do for the community. Volunteers give up their time for a multitude of reasons like;
Change and impact the lives of others in a positive way.
Become part of a community with a shared goal.
Help those less fortunate than they are.
Provide help to a charity that once helped them.
We occasionally forget the generosity of volunteers. The number of hours they dedicate to helping others can sometimes go unnoticed. It is important for us as a community to be aware of peoples achievements. From the world-class events to small community get-togethers. all the inspiring stories can remind us of the real reasons we volunteer, and why it is so rewarding.
Why Do I Need Volunteer Management Software?
Before delving into the perks of volunteer management software, here are some quick facts and figures to consider:
Volunteer supported events across the UK are held at over 10,000 venues.
Whilst it is fantastic to see the sectors advancements, the resulting demands on volunteer managers become greater and require them to find new ways of recruiting, managing, and retaining volunteers.
Operating a modern volunteer programme manually or using spreadsheets and in-house tools often leads to time being monopolised by administrative work, rather than developing the programme. A manual system cannot support an increase in volunteer sign-ups for opportunities as the process and response become prolonged.
Volunteer managers face the challenge of creating and maintaining a digital volunteer platform and embracing the possibilities that 21 million volunteers offer. This is where a volunteer management system excels, allowing volunteer managers space and time to grow their programme and communities instead of micro-managing the process.
Volunteers want to be connected with what is happening in their community, know what their commitments are, and keep track of their achievements. Volunteers value text and email reminders of their sessions and regular updates about new opportunities. They enjoy connecting with other volunteers and want to be empowered to find and choose their own opportunities.
Volunteer managers want to be able to advertise and promote their programmes. They want to get up to date figures and KPI reports to support their programme and grant applications, communicate effectively with ever increasing numbers of volunteers. As well as, gaining real insight into the effectiveness and impact of their programme.
This is simply not possible with a manual approach. Good volunteer management software should allow the volunteer managers and volunteers access to all of the above at a reasonable cost whilst freeing up the managers to grow and improve their programme.
Why TeamKinetic Volunteer Management Software?
If you decide you do need a volunteer management system there are plenty to choose from so why choose TeamKinetic?
In a nutshell; it’s FREE, it’s powerful, it’s user-friendly, it’s trusted and it works!
The simplicity of the system enables volunteers from 9 to 90 to get on and get volunteering with little or no intervention required by the managers and coordinators. TeamKinetic comes with a variety of user-centric features including;
Logging hours and achievements in a downloadable volunteer profile.
Searching for opportunities, events and roles in their area or further afield.
Direct communication channels to the opportunity providers and other volunteers on the opportunity using Chatter.
Following favourite opportunity types and providers to get notified first when new opportunities are added.
Daily text and weekly email reminders for sessions.
Calendar views.
CPD and qualification uploads.
TeamKinetic empowers the volunteers to choose their own opportunities and commitment level. It keeps the volunteers engaged with regular updates, HourTrade rewards and our Badge levelling system.
We have extensive administration tools for creating and managing opportunities and volunteers. Daily activity summary, TeamLeader functions, profile image and identity badge creation, KPI and custom reports, text messaging, custom registration and profile questions, GDPR compliant and so much more. There is no more need for micro-managing and you can get on with the important development of your programme instead of worrying if you have enough volunteers.
Lastly, did we mention it’s free? Or choose a low monthly cost option so you can see if a volunteer management system is for you with zero or very little financial commitment.
For further information please don’t hesitate to get in touch with one of our team on 0161 914 5757 or visit our website for more information.
Admins can now register volunteers directly from their admin menu by going to VOLUNTEER MANAGEMENT > CREATE VOLUNTEER.
Create a volunteer without an email address
The admins ‘Create Volunteer’ registration page differs from the standard registration page as it allows you to create a volunteer without an email address or password. The volunteer cannot log in, so the administrator would be responsible for joining and logging hours for the volunteers account, but this negates the need to make up dummy email addresses and passwords.
If a volunteer does not have an email address, then this is shown on all pages where you can send an email to the volunteer, so you know which volunteers you will need to telephone, rather than email.
Special Requirements Status
Admins and providers can now see very easily if a volunteer requires additional support on an opportunity by the new Special Requirements icons. This helps notify the provider that they need to look at the volunteer’s details and make sure they can accommodate their individual needs.
Custom Volunteer Profile Fields
Are you fed up of using the admin notes section to record information on volunteers? Well, admins can now add custom fields to volunteers that DO NOT appear in the registration page.
This means that you can capture any information on a volunteer including:
If they have attended an internal course
Any additional information you capture during an induction
If they have completed a particular process
If they have attended an induction meeting
These custom fields are displayed in the volunteer’s profile, and you can stipulate who can see the information (volunteer, provider or just administrators)
Volunteer photos on Find Volunteers page
You can now see the volunteers photo next to their names by going to VOLUNTEER MANAGEMENT > FIND VOLUNTEERS and clicking the SEARCH button.
TeamLeaders
There is often a trusty volunteer who is on the ground and is in a much better position than the provider to help volunteers and to know which volunteers have turned up. These users can now be marked as “TeamLeaders” giving them the ability to mark whether other volunteers have attended the opportunity, which also logs the provider hours on the opportunity. You can specify the number of TeamLeaders you want per session which is independent of the number you set for volunteers.
TeamLeaders have no effect on Flexible opportunities as the checking in process is not relevant.
TeamLeaders are not currently supported on the iOS and Android apps, if you have TeamLeaders enabled users will not be prompted to try the app till TeamLeaeder functionality is included.
Following and Favourites
We have added the ability for volunteers to follow providers and opportunity categories that they like or are particularly interested in.
Once followed, whenever a new opportunity is added by their favourite providers or in their favourite categories they will receive an email with the details so they can jump in quick.
Weekly Email
The weekly email volunteers receive that summarises what’s going on in the following week has been radically overhauled. It is now far nicer to look at and includes details of any events that are going on that week, any new opportunities that have been added since the last email, and any opportunities that have sessions in the coming week. Additionally, any sessions the volunteer has joined for the upcoming week are listed.
This email goes out every Friday evening at 6:30 pm(GMT) to all those volunteers that have opted in to receiving emails and also to all those volunteers that have sessions in the coming week.
Below is an example from Queen Elizabeth Park, each email will carry the colours and branding of your site and contain your most relevant content.
You can switch the weekly email off from your super admin settings page at SETTINGS > APPLICATION OPTIONS > EVERYTHING ELSE
As always we love your feedback on these types of changes, so let us know what you think by emailing us here
Session Calendar
The session calendar now excludes sessions where the maximum number of volunteers has already been reached. In addition, any sessions in the past, that have not already been joined, do not have an active link.
This gives us a faster calendar and we prioritise sessions that are still available to join leading to a less frustrating experience for the user.
Volunteer Session Display
We’ve added a handy session view to the volunteer details page. Previously you could see the opportunities a volunteer was on and then drill down to the sessions, which was fine for most of our users.
Some users are however much more focused on sessions rather than opportunities and it was a drag having to find the opp and then the sessions. This new view available from the sessions tab on the volunteer info page lists all sessions from 6 months ago (we will be adding new searching and filtering in future releases). Any that are in the past can be quickly checked in and the hours logged. Its a great way to spot sessions where the provider has yet to log the volunteers hours.
Mobile App Prompt
We will now be giving users the chance to download our mobile companion apps from the login screen. If a volunteer accesses the login screen using an iOS or Android device they will be prompted to open the app store and download the app.
Please note that TeamLeaders are not yet supported in the mobile app.
Custom Provider Profile Questions
As for volunteers, you can now also add your own custom questions to a provider profile to store specific information you might require against each provider.
You can add these from the same place as registration custom questions in SETTINGS > CUSTOM QUESTIONS from the super admin menu.
These questions are private and not viewable or editable by the providers.
Email History
Providers can now view their email history from ACCOUNT DETAILS > EMAIL LOG. This includes emails they have sent and those they have received from the system, like opportunity joining notifications.
Admins can also see any providers email log via the providers profile page. The volunteer email log has been available since the last update.
Opportunities
More Opportunity Location Types
When creating opportunities you can now specify if the opportunity ‘covers an area’ (e.g. posting leaflets or visiting the elderly). This shows as a large circle on the map and also allows you to describe the area (e.g. North San Francisco)
You can also mark an opportunity location as ‘volunteer from home’.
Both types of new opportunity locations are available as filters, which brings us to…
New Search Filter
Volunteers can instantly filter their search results in a more user-friendly way with the addition of filters along the left side of the search results. Here you can limit the search to a particular category, opportunity type or tag etc.
Better Search Matching
We have included the ability to search for names and words with apostrophes that will match whether the apostrophe is there or not, so St David’s will match St David’s and St Davids.
Conflict Checking
Volunteers will no longer be able to join sessions that overlap in time. If they try, they will receive an alert letting them know they can’t join the session because it conflicts with an existing one.
Route Calculation
Volunteers can now calculate a route from their home location to the opportunity by car, public transport or cycle. This is accessible from the opportunity details page before they join an opportunity and from the opportunity management page location tab, if they have already joined.
Session Confirmation
Previously we only sent the session confirmation email, which consists of a summary of the sessions joined for the opportunity, the first time a user joins an opportunity per user session. This method was used to reduce the number of emails a volunteer receives immediately after joining multiple sessions. This however proved to confuse the users who were suspicious of what the screen was showing them if they did not receive a confirmation email.
The confirmation email is now sent every time they join a session regardless. We would be interested to hear your thoughts on how you think this may impact the volunteer and if you have any feedback we would love to hear it.
Reports
Day Schedule report
Have you ever come in on a Monday morning and wondered what volunteering activity is happening that week. The latest update includes a report which shows you exactly what opportunity sessions are happening that day, week, or on an opportunity or event.
The new ‘Day Schedule’report allows you to view a list of all sessions that are taking place on a particular day (or range of days) by going to REPORTING > REPORTS & ANALYSIS then click on the OPPORTUNITIES tab and scroll to the bottom of the page.
These also contain the list of TeamLeaders currently on the session and it also allows you to flip a volunteer from a regular to TeamLeader roles.
Opportunity Tags report
You can now see how many opportunities are tagged with a specific word, and how many hours have been logged against it. To access this report go to: Reporting > Reports & Analysis > Opportunities from side menu then scroll down the page.
Orbit Summary Reports
For those of you in an Orbit network, you can now search across the entire Orbit for volunteers, providers and opportunities. You can quickly find out what Orbit member a resource belongs to, and some useful information about each resource.
This is available from its own menu entry ORBIT SUMMARY. This will only be visible for administrators of Orbit systems.
References
Complete references yourself
If you like all your volunteers to have a reference before they join any opportunities, then this update will certainly be of interest.
Admins can now complete references themselves, or they can manually send a reference form to a referee. This allows you to hold references against volunteers before they have even joined an opportunity.
We have also added the ability to re-submit a reference to the original referee.
We welcome your thoughts and your feedback on these changes if you wish to share them with us just drop me a quick email.
We would love to see you all at our conference this year, where we can talk about the future developments in TeamKinetic in much greater detail. If you have not claimed your free ticket yet, then head to your application or call us in the office on 0161 914 5757 and we will get you booked on.
In a digital age where it seems that everything relating to training, development and even networking can all be accessed online it can sometimes prove challenging to convince or justify time away from the office. We wanted to provide you with 6 reasons to get out of the office and hopefully, convince you to attend a volunteering conference in the future!
You owe it to your volunteers
Countless volunteers travel, give up their time and go out of their way for various volunteering roles. Whether it’s staying an extra couple of minutes to tidy up or responding to an urgent last-minute call to cover a shift, volunteers always have a knack for giving more than expected.
Yet, as volunteer managers, we sometimes forget to prioritise operational and strategic tasks which will provide a greater long-term benefit, becoming immersed by working in our volunteer programme instead of on it.
Sometimes we need to take a step away from our organisation’s day-to-day running to learn, exchange best practice and hard-learned lessons with your peers, or just simply reiterate the steps we need to ensure long-term value in our volunteering programmes. A focused conference can do just that.
If you stop learning, you stop growing (and so does your volunteer programme)
This nugget of wisdom often echoes through any informative or educational events marketing material. Yet, despite its excessive use, it remains true and is one of the most important factors for ensuring you prioritise your personal and professional development.
Without developing your skills and knowledge of the latest trends, technology and discoveries, you put yourself at a disadvantage. Ensuring that you spend sufficient time developing an awareness of new developments will ensure that you protect your volunteer programme and safeguard preparation for future changes.
Who said work should be boring ….have fun
We have all been guilty of slipping into a routine where we repeat activities daily, trying to reduce any distractions and focus on what matters. In doing so, we inadvertently remove the sources of entertainment, creativity and inspiration we previously amused ourselves with and used to fuel our work with the necessary passion it deserves.
Attending a conference provides an opportunity to find new inspirations in an environment that is fun, welcoming and different. Simply by removing ourselves from the confines of our office, we open our minds to new stimuli that can inspire a change in our approach. The opportunity to meet new people, learn new ways and experience new places, genuinely excites (most) of us.
Network, Network, Network
Meeting someone in person provides a real chance to connect. You notice their body language, facial response and their voice. Collectively these interactions have a much greater value which is longer lasting and valued.
The importance of building your network is beneficial to both yourself and your organisation. It could be as simple as identifying new suppliers or sharing approaches to a shared challenge. The value and potential of collaboration, open discussion and mutual interest make networking very worthwhile.
Industry Insight
The opportunity to listen to industry-leading figures can provide a chance to learn valuable information and insight that you may not have been aware of or had access to. As speakers want to be recognised for their experience and expertise they will supply their audience with an arsenal of practical and easy-to-implement takeaways; from bite-size easy wins to long-term strategic considerations.
Lunch, Lunch, Lunch
As every volunteer manager knows, it is important to keep your workforce focused and fed. So make sure you don’t miss out on the top lunch provided and enjoy a freshly prepared, wholesome and tasty lunch with refreshments.
So what are you waiting for, you owe it to your volunteers!
So there you go, 6 compelling reasons for you to give up your desk for one day, go on an adventure to discover, network and learn.
If you would like to find out more about TeamKinetic’s Annual Conference or Volunteer Management Software, please get in touch.
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