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Project Planning - Volunteer Engagement

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Engaging volunteers effectively to create change requires organization and planning. This presentation provides tips and tools that can be used by organizations as they implement service projects whether a small, episodic project or a multi-event engaging hundreds of volunteers.

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Project Planning - Volunteer Engagement

  2. 2.
  3. 3. Developing Service Projects 5: Finalize the Plan 4: Secure Resources 3: Get Organized 2: Decide on a Project 1: Focus on Community
  4. 4. 1: Focus on Your Community
  5. 5.
  6. 6. 2: Narrow Your Focus
  7. 7. Research the Issue <ul><li>Statistics </li></ul><ul><li>Background </li></ul><ul><li>Underlying causes </li></ul><ul><li>Project ideas </li></ul><ul><li>Community experts </li></ul>
  8. 8. Develop Partnerships <ul><li>Review potential project partners </li></ul><ul><ul><li>Mission </li></ul></ul><ul><ul><li>Resources they offer partners </li></ul></ul><ul><ul><li>Services they offer to the community </li></ul></ul><ul><li>Approach potential partner </li></ul><ul><li>Define roles, outcomes and resources </li></ul>
  9. 9. Conduct a Site Visit <ul><li>Search for potential projects </li></ul><ul><li>Involve key decision-makers and stakeholders </li></ul><ul><li>Answer important questions about agency needs and how the project will impact the community and the agency </li></ul><ul><li>Gather details about needs for potential projects, including special skills and materials </li></ul>
  10. 10. Elements of a Successful Project <ul><li>The project should. . . </li></ul><ul><ul><li>Support our organization’s mission </li></ul></ul><ul><ul><li>Build upon positive relationships within the community. </li></ul></ul><ul><ul><li>Demonstrate a clear impact. </li></ul></ul><ul><ul><li>Be volunteer-friendly </li></ul></ul><ul><ul><li>Provide volunteer leadership opportunities </li></ul></ul><ul><ul><li>Provide volunteers with a sense of accomplishment and positive involvement. </li></ul></ul>
  11. 11. DISCUSSION Project Ideas Activity What are the needs in your community? How might various organizations collaborate to maximize PR and community resources? What grants and/or state and national resources are available? What about corporate partnerships?
  12. 12. Decide on a Project <ul><li>D efine the scope make a decision based on the following: </li></ul><ul><ul><li>Time </li></ul></ul><ul><ul><li>Effort </li></ul></ul><ul><ul><li>Impact </li></ul></ul><ul><ul><li>Other Factors </li></ul></ul>
  13. 13. 3. Be Organized —map your project
  14. 14. Create a Task List <ul><li>Determine what you want to accomplish </li></ul><ul><li>List assignments </li></ul><ul><li>Decide number of volunteers needed for each slot </li></ul><ul><li>Prioritize goals (if necessary) according to importance </li></ul>
  15. 15. Create a Budget <ul><li>Outline costs associated with all tasks </li></ul><ul><li>Keep track of all donations: </li></ul><ul><ul><li>Monetary </li></ul></ul><ul><ul><li>In-kind services </li></ul></ul><ul><ul><li>Goods—food, supplies, equipment </li></ul></ul>
  16. 16. Identify Resources
  17. 17. Volunteers <ul><li>Establish volunteer needs </li></ul><ul><li>Consider variables: </li></ul><ul><ul><li>Volunteer skill level </li></ul></ul><ul><ul><li>Volunteer age </li></ul></ul><ul><ul><li>Duration of project </li></ul></ul><ul><ul><li>Availability of supplies </li></ul></ul><ul><ul><li>Physical space available to perform the work </li></ul></ul>
  18. 18. Team Leader Programs
  19. 19. Other Volunteer Positions <ul><li>Perform tasks—raking, painting, sorting, supervising children’s groups, etc. </li></ul><ul><li>Greeters </li></ul><ul><li>Distribute & manage supplies </li></ul><ul><li>Pass out water, snacks, etc. </li></ul><ul><li>Plan a kick off reception </li></ul><ul><li>Serve as guides and runners </li></ul><ul><li>Video or take pictures </li></ul><ul><li>Capture volunteer quotes </li></ul><ul><li>Safety Ambassador </li></ul>
  20. 20. Supplies <ul><li>Determine what supplies, materials, goods and services you need </li></ul><ul><li>Strategize about types and amounts </li></ul><ul><li>Think about partners and local groups/ businesses that can provide resources at no cost </li></ul><ul><li>Note supplies that will need to be purchased </li></ul>
  21. 21. PLAN FOR. . . Orientation and Training
  22. 22. Create Timelines <ul><li>Project planning </li></ul><ul><li>Day of project </li></ul><ul><li>After project </li></ul>
  23. 23. Plan for Reflection
  24. 24. Plan for Evaluation <ul><li>Goal-based : Did you meet the goals of the project? </li></ul><ul><li>Process-based : Was the project planned, managed and implemented effectively? </li></ul><ul><li>Outcome-based : Did you achieve the objectives of the project? </li></ul>
  25. 25. 4: Secure Resources
  26. 26. Volunteer Recruitment
  27. 27. Funding, Products and Services <ul><li>Faith groups </li></ul><ul><li>Foundations </li></ul><ul><li>Neighborhood associations and civic groups </li></ul><ul><li>Nonprofits </li></ul><ul><li>Businesses </li></ul><ul><li>Colleges and universities </li></ul><ul><ul><li>Sororities & Fraternities </li></ul></ul><ul><li>Professional organizations </li></ul>
  28. 28. Connections that Count <ul><li>Start with people you know </li></ul><ul><li>Ask people you know to engage their friends </li></ul><ul><li>Talk personally with people to “sell” your project </li></ul><ul><li>Know what you need and ask people how they can contribute </li></ul><ul><li>Don’t be afraid to tap people’s emotions </li></ul><ul><li>Try creative outreach </li></ul>
  29. 29. 5: Finalize the Project Plan <ul><li>Address questions </li></ul><ul><li>Finalize plans </li></ul><ul><li>Meet with leaders </li></ul><ul><li>Review the schedule </li></ul><ul><li>Discuss documentation </li></ul><ul><li>Confirm all supplies </li></ul><ul><li>Provide food and drinks </li></ul><ul><li>Make any final calls </li></ul><ul><li>Pack a project kit </li></ul><ul><li>Check on trash containers </li></ul><ul><li>Create a fun atmosphere </li></ul><ul><li>Check, double-check and triple-check! </li></ul>
  30. 30. Communicating with Volunteers <ul><li>Pre-register volunteers </li></ul><ul><li>Provide important project details </li></ul><ul><ul><li>Logistics such as date, time, address, public transportation and/or parking information </li></ul></ul><ul><ul><li>What to wear or not wear </li></ul></ul><ul><ul><li>What to bring and what will be provided </li></ul></ul><ul><ul><li>Where to check-in at the project </li></ul></ul><ul><ul><li>Point of contact </li></ul></ul>
  31. 31. Safety <ul><li>Review project for possible hazards </li></ul><ul><li>Consider parking, access to water and restrooms </li></ul><ul><li>Provide for accessibility issues. </li></ul><ul><li>Know where emergency exits, first aid kits and automated external defibrillators (AED’s) are located </li></ul><ul><li>Have a phone to call first responders if necessary </li></ul><ul><li>Keep contact information handy. </li></ul>
  32. 32. Contingency Planning <ul><li>Think through the worst-case scenarios of what could go wrong </li></ul><ul><li>Create contingency plans for weather and other potential problems </li></ul><ul><li>Prepare ways to expand or reduce project goals due to number of volunteers </li></ul><ul><li>Know whom to contact in case of problems </li></ul>
  33. 33. DISCUSSION <ul><li>Form small groups </li></ul><ul><li>Review the Program Planning “Fact Sheet” that has been provided. </li></ul><ul><li>Discuss past projects in which something went wrong. Which of the project planning steps were missed or otherwise apply to the situation? </li></ul><ul><li>Did you have a contingency plan and, if so, how did it work? </li></ul><ul><li>What could you do differently next time you face this problem? </li></ul>
  34. 34. Summary <ul><li>Questions, Feedback </li></ul><ul><li>Please complete and return your evaluation form. Your input is appreciated. </li></ul><ul><li>Thank You for your participation </li></ul>