You may be part of a community group, on a local board, or even be working with volunteers directly or indirectly in your own organisation. Working on both sides of the volunteer line over the years has given me some insight into how to look after your volunteers, as well as getting great productivity out of them.
1. Capacity
What can and can't a volunteer do? Let's keep in mind that smaller, regional groups are often one hundred per cent volunteer run. The Board are all volunteers, so is the General Manager, the promotions person, the office staff etc. Keep this in mind when deciding what tasks a volunteer can and can't do. Because in smaller organisations volunteers do it all!
2. Burn Out
Some organisations, tend to overuse and eventually burn out their best volunteers. For example, a local group sees Toby who is great with kids and is asked to help with the kids program. Then the local group finds out Toby plays guitar so they ask him to help in the youth band, (with 2 practices a week), then they are so impressed they ask Toby to lead a weekly counselling group. On the odd weekend that Toby isn't playing in the band, they ask him to help with busy bees and other weekend activities. Then they also want Toby to go to a volunteers conference, and weekend retreat for their volunteers, and a couple of trips into the city. By this stage Toby is feeling quite overwhelmed and under-appreciated. The local group asks Toby and his wife to attend a marriage enrichment weekend - but unfortunately by this stage Toby has already burnt out and has suffered a nervous breakdown, is on anti-depressants and his wife has left him!
Be aware of how much your volunteers are doing. Don't let them do too much. Think longevity. If they are doing three things, take one off them. If they sign up for two activities on a weekend tell them they are only needed for one of them.
3. Boundaries
Set clear directions and boundaries. When a new volunteer starts be clear about the vision or direction of your organisation. Be clear about the type of work environment and culture it is. Be clear and precise about what is and isn't acceptable. Be clear about the organisation structure, particularly with who reports to whom. Ask them to commit to certain days and times as this will help you manage. Be clear about how you work with volunteers and how you treat them.
4. Vision
Sell the vision daily. Continue to remind your office staff, sales people, promotions people and board and everyone else about the purpose of your organisation and the message you need everyone to convey. This is particularly important during annual appeals where every minute you need to be selling the same vision. For example, you can't have someone explaining why we have to ‘go begging’ when everyone else is talking about the wonderful momentum and vision of the organisation.
5. The Board
When a board member is on site, helping in the office or whatever - they are not a board member during this time - they are a volunteer. While they are volunteering at your organisation they come under the direction and authority of the General Manager.
6. Food
If you can't pay them at least feed them. Perhaps you can't do this every day, but perhaps provide food on special occasions such as during an outside promotion event, or during appeals where you may have more volunteers in than usual, or possibly pizzas on a Friday arvo.
7. Appreication
‘Volunteer Appreciation Days’ are a big waste of time. Concentrate on looking after, being polite to, and appreciating your volunteers every day they work for you. No-one wants to be treated like crap the whole year and then go out for cheap pizza and fake applause once a year.
8. Mindset
Your volunteers don't have to be like you. You get a wide variety of personalities in a volunteer organisation and it’s good to keep that in mind. As long as they are willing to submit to the vision, policies and world view of your organisation then what is the problem? If they are not willing to submit they simply won't last and will soon leave by their own accord.
9. Pegs
Find the right holes for all your different pegs. Find out what each of your volunteers are interested in and put them in the place they want to be. Every six weeks or so have a coffee with them and ask how they feel in their current role, and whether they would like to be trained in and possibly move into other areas.
10. Guilt Trip
No guilt trip please. Ask your volunteers to let you know when they can't come in as this helps you manage. But don't make them feel guilty if they can't come in now and again. Just always say "No problem - and is there anything I can do to help?"
Ok ... just one more.
11. The Bus Rule
A bus driver doesn't get upset when people get on and off the bus. When people join your organisation - make them feel welcome. When they leave - wish them all the best.
For any questions or comments go to www.joshreid.net | 
