Roles are a great tool for onboarding your volunteers and can be better in many cases than using custom registration or profile questions. Learn how to create a role, add it to an opportunity and process your applications.
Who Should Attend
This is an advanced topic and you should be familiar with how to create opportunities, use the application process and other ways to restrict volunteer access to an opportunity.
There’s just oneweek to go until Volunteers’ Week 2022! How are you planning to recognise the hard work and effort of your volunteers? We all know the value volunteers bring to organisations, but more often than not, many volunteers go unnoticed.
With Volunteers’ Week right around the corner, it couldn’t be a more appropriate time to thank your volunteers for everything they do. Struggling for ideas? We might be able to help….
Why is it important?
Spending time rewarding your volunteers throughout the year is so important for retention. Whatever their reason for volunteering, volunteers want to feel valued. For many it may be the reason why they volunteer with you… They’re given an incentive to volunteer as much as they can.
Even just a simple ‘thank you’ after an opportunity can boost a volunteer for the rest of the day. It’s that feeling of being wanted- being valued- that you can really tap into during Volunteers’ Week. Your volunteers deserve it, and not just between 1-7th of June.
Focus on the impact!
Your volunteers spend so much time helping organisations without ever realising the impact they’ve made. While they will know who they’re volunteering for and the values that each organisation has, they might not think so much about their own impact. Shouting from the rooftops the exact impact they’ve made will help them feel valued like never before.
There are a number of ways you can celebrate your volunteers during Volunteers’ Week, no matter the budget you might have. Why don’t you set up a social event? It can even be online or a hybrid event to reach as many volunteers as possible. You could highlight the work completed over the year, or even show them how their skills have helped others.
The power of social media..
Use the hashtag #VolunteersWeek and show off your volunteers’ hard work and efforts to the rest of the world – they deserve it! Your organisation may also get some organic exposure. In the weeks after Volunteers’ Week, you may have a bunch of new volunteers signing up.
Not only can you promote your volunteer efforts, you can also use social media to thank them. There’s no doubt organisations have a group chat with volunteers to keep them informed. Why not use that to your advantage. Jump into the group chat and let your volunteers know how valued they are. Start conversations with volunteers about their motivations behind volunteering and what they’re thankful for.
Social media is a strong tool that everyone uses. We’re constantly connected, for organisations with a small budget, social media may be the best tool to use this Volunteers’ Week!
Finding gifts at a low cost…
Whether your budget only covers something ‘low-cost’, or you’re just looking to try something new, there are a number of low-cost options you can go for to celebrate your volunteers…
It could be a card, or even a postcard commemorating a volunteer’s hard work and effort. We’ve found that sometimes, volunteers love a good badge. Despite the low cost, volunteers will feel appreciated and let everyone else know about the difference they make.
Even small things, such a tea bag, or a packet of coffee – so your volunteers can have a cuppa on you. It’s often the small things that volunteers appreciate the most, little can sometimes mean a lot.
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!
Bean baths, vows of silence and walking mountains- the ways in which people decide to raise money for a charity are vast. But they all give people a sense of adventure and purpose. Our day-to-day looks at the volunteering done by organisations, as opposed to the fundraising aspect. That doesn’t mean we don’t love hearing the stories of people bathing in beans or walking the 3 peaks for a charity close to their heart. Sometimes, those fundraising inspire others to do the exact same thing.
We also love helping when we can! Which is why we’re bringing you Allen’s story- some of you may know him as Tiny- currently cycling from Cornwall to Scotland for a charity helping the veterans of this country…
Allen’s Story
We first heard of Allen’s story through our Lead Software Developer- Rolf. Residing in Wales, Rolf welcomed Allen in for some well-earned kip and to get cleaned up and fed for the rest of his journey.
Having served in the foreign legion for many years (having first signed up at the age of 17!) He has set himself the task to raise £40,000 by the time he’s completed his cycle. Not only is he cycling, but apart from the odd couple of nights recuperating, Allen has decided to sleep roadside too battling every kind of weather (quite literally- Britain eh?)
Amazingly, Allen has pledged to start on another route if his target isn’t met by the time his cycle is over. An incredible commitment already, Allen’s determination to raise money for a cause so close to his heart is as inspiring as it is remarkable. We hope that Allen’s story only encourages others to get out there and fundraise!
For many, signing up for a run/walk/swim/cycle can be daunting. Stories just like Allen’s may be the push you need to put pen to paper and get started. It isn’t just Allen who’s set themselves tasks this year…
Mother and Daughter duo, Lucy and Greta are among a group just shy of 50 soon to set off on a trek of the Sahara. Having 90% of the funds raised already, the group is focused on sending the money to funding a construction for a new and larger hospice in Pease Pottage.
This is just another example of those pushing their comfort zones to raise money for where it’s needed most. We’re wishing Lucy and Greta, along with the rest of the team all the best ahead of their upcoming hike!
It comes as no surprise that hearing others fundraising stories inspires so many others to start their own. People might think that they’re too small to make a difference- this shouldn’t stop you from getting up and fundraising for an organisation you love. Any difference, big or small, means so much to charities and organisations. A difference, big or small, is still making a difference.
Wondering how you can fundraise?
Stories like Allen’s, like Lucy and Greta’s, inspire people every day to donate or start a fundraising journey of their own.
If you’re feeling inspired, why not start your fundraising journey today! You might be wondering what activity you can take on. We’ve got you covered with some simple fundraisers you can take on to start your passage…
Runs and Walks: 5k, 10k or marathons, walking up (and down) mountains. The weather is getting warmer- so why not get out there and put one foot in front of the other. If you’re looking for something more casual, why not try a step challenge? 100,000 steps in a certain time frame?
If walking or running isn’t quite your forte, why not follow in Allen’s footsteps. Find a route, jump on your bike and start pedaling. Become your own Allen! With the East Coast and Scotland left to go- we’re sending Allen all the best. You can read more on his story and donate if you can here.
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!
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.
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.
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.
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!
Many roles go unfilled… why is that?Do volunteer managers need to have a deeper understanding of volunteer demographics? Can we continue to assume that empty roles will fill up because they’re helping a good cause?
Unfilled volunteering roles
Having a good understanding of your volunteers and the roles you offer is key. Unfilled roles can have a negative impact on your volunteer management and make it difficult for tasks to be carried out.
Volunteers want to volunteer! Don’t make it difficult for them.
All volunteer managers need to prioritise roles that are crucial to the organisation because they involve tasks that drive long-term goals to be met. By prioritizing the most important roles it allows you to focus the energy and time on the areas that are most likely to have a greater impact on the organisation and its development.
Knowing your volunteer capacity and demographic
The one-size-fits-all is approach has long past its expiration date. Knowing who volunteers for you is crucial for developing relationships, providing opportunities and understanding who to target when recruiting volunteers. Volunteer trends are always changing and adapting, with volunteers being much more diverse. Here are some demographics to consider :
Age
The idea that only older people volunteer is diminishing. Today students in higher education regularly volunteer and are part of the most likely groups to volunteer. Different age groups will have a variety of skills they can utilise in their volunteer work.
Gender
The gender gap has become almost even with more men getting involved in volunteering than ever before. Women consistently volunteer in all areas, whereas men are typically more likely to volunteer in sport. It’s important to consider how your operations could be improved to create a more gender-inclusive environment for your volunteers.
Location
There are countless organisations offering ways to volunteer. This has created a great spread of opportunities contributing to better communities across the country. Within your organisation, you might consider mapping your volunteers to understand your key areas. Then you can ensure your opportunities are easily accessed by these areas.
Studies show higher levels of austerity among communities in the north of England and the local authority spending has fallen nationally by half since 2010. The lack of resources and inequalities mean many people are excluded from taking part in certain opportunities
Research conducted by our good friends at Jump highlight that a lower proportion of volunteers come from lower SEG (42%) compared to the representation of that group in the national population (50%).
Some of the barriers faced by lower SEG to volunteer include health barriers (illness or disability), caring responsibilities, and age constraints.
More information on Jump’s work and their report on “Why is volunteering biased towards higher socio-economic groups?” can be downloaded on their website.
So how can we help you fix these problems?
TeamKinetic is centralised around providing volunteer managers with resources to create accessible, easy-to-find opportunities for their volunteers.
Our volunteer management software works to eliminate issues such as filling roles and allows for a greater understanding of your volunteer base.
Advanced Search Functionality
Volunteers can search for opportunities with our search functionality which includes searching by location, opportunity name, and categories. This allows volunteers to find the nearest opportunities available to them without searching the whole internet.
Map Volunteers & Opportunities
Volunteer managers can view the number of opportunities and volunteers through a map format. This is useful in decision-making and creating opportunities according to your volunteer demographics.
Reports and Analysis
You can gain insight into the success of your volunteer programme by evaluating your volunteer sign-ups (including those who are active and repeating), the number of opportunities you have created and other demographic information.
These functions can help with providing suitable roles and ensure opportunities are filled.
