March 25, 2017
A few days ago I got a call from Matthew, one of those volunteer types who like to put up their hand for the next best thing. He had landed the job of recruiting a team of volunteers for a city-wide fund-raising effort and scheduling them into a roster for the day. Not a problem he thought – just ring around the people on the list handed to him – slot them in at their preferred time, perhaps do a bit of juggling with where they wanted to go. Piece of cake. And a nice way to support an organisation he respected.
Except a lot of people did not answer his calls, even after several messages. ‘Should I keep on trying to contact them?’ he asked. Of course my question in reply was ‘What sort of briefing were you given when you took up this job?’ Not much. ‘What did you understand you were asked to do?’ Just ring around a few people. ‘No outline of how to run a conversation?’ Zilch. … And so on.
Matthew was not very happy.
Neither was Gina, who volunteered for a branch of a national organisation that had a high reputation in the community. She really wanted to get involved in this work, took up the intensive training, got fired up to give it a go. Loved the work and being involved with people in the community, but hugely disappointed and disillusioned with the organisation. Problem was the other volunteers had all been involved for some years, and they were a very cliquey group. Not at all inclusive when it came to newcomers. And the team leader, the local manager of this branch, was in cahoots with them. You’d go to a meeting and they would spend half the time gossiping about local issues, and even the cases they had been working on. No direction from the manager, no meaningful support, and little guidance when you needed it. Gina stuck it out for a year or so but was pleased to move on to new employment in a different town. She was going to be more cautious about volunteering in the future.
Jess’s problem was somewhat similar. Her volunteering involved supporting families in the community, taking up heaps of time and rather a lot of travel when there were meetings arranged with various agencies. That was OK, really, but Jess was missing the organisation support she had got from volunteering stints with other organisations. Yes, there was an occasional group email with a generic thank-you message, and a list of instructions on what still needed to be done. And yes, there was also a compulsory fortnightly team meeting to attend. But instead of a forum for discussion of ideas and sharing concerns, the manager would go through a list of what Jess and her colleagues were doing wrong. All rather dispiriting. Jess checked out what other people were thinking and feeling and they supported her idea to challenge the manager at their next meeting.
It wasn’t going to be a formal complaint, just setting out what volunteers would appreciate in support and recognition for the work they were doing. Jess was not unaccustomed to laying out facts and examples, but she did not expect the hostile response from the manager. There was no discussion, just a personal attack that made Jess out to be ungrateful, lacking understanding of the organisation and its mission, and totally off the wall in her comments. The other volunteers stayed silent.
Jess has not done any formal volunteering since.
Fortunately I don’t think the experiences of Matthew, Gina and Jess happen frequently, but they are reminders of the real importance of
- Clear instructions for volunteer tasks via a role description
- Ensuring an inclusive process for new volunteers
- Managers of volunteers understanding ethical boundaries and their leadership role
- Genuine recognition and appreciation of volunteer work
- Listening to volunteers and their ideas for improvements in the programme
When we listen carefully volunteers can always teach us a thing or two.
December 10, 2016
There wasn’t a lot of sun around on Monday last week (December 5 2016) in New Zealand. International Volunteer Day seemed more muted than usual. Yes, there were tea parties and picnics and presentation of volunteer awards around the country, but fewer media statements from previous years and less shouting-out on social media.
A very big thunder rolled across our sky when the Prime Minister announced his intention to resign, taking too much of our airspace. And the coach of our Phoenix football team resigned too, after losing a match which took them to the bottom of the table.
On the other hand there was a great news story about the rescue of 340 campervans and rental vehicles stranded in Kaikoura after their renters had left town – by ship, helicopter or plane in the aftermath of the earthquake. About eighty volunteers from the NZ Motor Caravan Association put in a ten-hour day, travelling by bus to the town, and returning in convoy over a road that still has some hairy spots to negotiate. Pity there wasn’t a mention that the first journey took place on International Volunteer Day.
But there was enough during the day to give me a glow, and a deal of pride in the value of volunteering. Here is my hit parade:
For starters, the United Nations’ theme for the year Global Applause – Give Volunteers a Hand is well captured in a video which also reminds us of the role volunteers play in working towards UN Sustainable Development Goals.
Our Minister for the Community and Voluntary Sector commended the volunteer workforce as ‘major contributors to New Zealand topping lists of the world’s best places to live’.
Over the previous weekend more than 800 Flight Centre staff gave 2,200 hours of volunteer time to community projects around Auckland, as part of their ‘Giving Back’ conference. A big tick for corporate volunteering.
Volunteer Centres did their stuff, from a library display to a reminder that New Zealand boasts the highest rate of volunteering in the OECD with kiwis spending an average of 13 minutes a day volunteering. (The global average is just 4 minutes a day.) Volunteer Waikato’s message on Facebook went like this:
“Thank you is not really enough… without you guys there would be a lot less happening in communities throughout New Zealand… and all over the world. You are not just awesome… You are FREAKIN’ AWESOME (with a Unicorn!)”
There were some great one-liners too:
From a volunteer: ‘I think I needed volunteer work as much as volunteering needed me’.
‘While on this day we think of you we recognise that you have been thinking of others all year.’ (Salvation Army)
‘We acknowledge that there is nothing stronger than the heart of a volunteer.’ (St John New Zealand)
In New Zealand our theme for the day was Together we Can, a tag-line which could be incorporated into a photo of volunteers at work. Here is Gisborne Volunteer Centre’s effort, and incorporated in their message is the best line of the day:
Together we can! Together we DO!
In this era of external constraints and funding cuts, a day to understand and appreciate the work of volunteers is a small candle for the community and voluntary sector. Volunteering is never going to disappear, but the future of many organisations looks uncertain. In this last week two long-standing telephone counselling services reported on loss of funding: Lifeline now needs its own lifeline and Youthline will have to reduce services, or even close down. It seems decisions are made with little thought to flow-on consequences.
I am looking for better things in 2017, and I have found a couple of encouragements. In her latest Hot Topic Susan J Ellis reminds me:
When things seem dark and cloudy, history tells us that volunteers can be the bolts of lightning that can turn things around.
For managers of volunteers out there you could start singing the Twelve Pearls of Wisdom, coined for a Thoughtful Thursday post.
And I shall hang on to this quote from John Berger: Remember that hope is not a guarantee for tomorrow but a detonator of energy for action today.
For now, I am stepping off my soap-box to enjoy a festive season and summer holidays. Best wishes to all readers.
August 21, 2016
There is something going on in the business world that looks awfully like the principles of volunteer management.
I’ve been reading stuff on improving paid staff engagement, on increasing employee diversity (instead of hiring a bunch of clones), on how more people are placing importance on values and company purpose in their job-seeking than on the size of salary or climbing a career ladder. And when employees quit research is showing it’s mostly because organisation goals and action plans have got out of kilter with its vision and mission. Employees also want recognition and appreciation that isn’t just a monetary bonus for reaching pre-determined goals.
How come business is usurping all the best practices the volunteer industry has been developing for decades? And how dare they, without acknowledging this important intellectual property!
I congratulate those businesses that recognise employees are people before economic inputs, and that ‘work’ is not simply labour in exchange for pay. And this is where I see opportunity to get recognition for volunteers up where it belongs.
For years we have struggled to get organisations and stakeholders to ‘get’ volunteering. In recent times we have encouraged strategic development of volunteer programmes and management as a way to achieve full recognition of volunteer contributions. Now I think business interest in people development over labour units provides an opportunity for a real alignment between volunteering and organisation structure, policies, practice and culture.
This move may involve a bit of a seismic shift, because the role of manager of volunteers will either change dramatically, or be disestablished. Please read on before you rain down hellfire and damnation for such heresy.
At least two large volunteer-involving organisations in my city have changed their ways. Both have diverse spheres of work, with paid staff engaged in different operations. Both no longer have a position for a manager of volunteers directly responsible for the volunteers, and volunteers are directly assigned to different operational teams. So the team leader is expected to engage, train and oversee the volunteer in his/her charge. Here is where integration and a unified approach to the work of the organisation can begin. Here is where to find the embedding of volunteers into a people-centred culture. And the bricks-and-mortar strength of this culture goes a long way towards achieving organisation mission and vision.
When volunteers are an add-on, a nice-to-have extra assistance for the organisation’s services there’s a distance between volunteer work and the real stuff undertaken by paid staff. Yes, volunteers can be essential for successful fundraising and promotion events, but these aren’t really the main events for the organisation. It’s like the volunteer programme is a parallel universe to the real life of the organisation.
Yes, I know all the arguments about volunteer management being different from human resource management. Yet increasing regulation in recent years says volunteers are tied to more rules than they faced in the past – think police vetting, health and safety legislation, and even codes of conduct and signed agreements.
Change of the magnitude I am suggesting brings resistance and anxiety for paid staff, not to mention grizzles about additional responsibilities. Organisation change is unsettling at any time. In this case it is more about staff inexperience in leading volunteers, and volunteers may lament the loss of their friendly go-to manager who could move mountains and do anything. Everyone is obliged to develop new relationships.
But think of the opportunities! For team development, for collaboration and integration of different ways of working; for volunteers to step up to leadership roles in support of paid staff. Think of the potential for relationship-building, improved people-management, and the intrinsic rewards for both paid staff and volunteers.
I reckon this future is like investing in Lego – you know, those colourful interlocking bricks that are endlessly creative and that hold together, no matter how many add-ons. When volunteering is embedded into a well-structured and solid organisation there’s a better chance that both volunteers and paid staff will flourish.
July 30, 2016
Oh dear – another volunteer has hit the headlines, for all the wrong reasons and then some.
It’s a breach of confidentiality, perhaps a slip of the tongue or maybe an inadvertent blurt about something that did not seem important at the time. Nothing malicious it seems, nor at whistle-blowing level.
The matter caused the police to lay a complaint with the organisation, because they have a memorandum of understanding which includes the condition of confidentiality. The organisation is duly obliged to investigate. In the end no action is taken because there was insufficient evidence to support the complaint. However, the volunteer called in a lawyer and incurred significant costs, and now looks for compensation and an apology, even though he may have been a bit obstructive in engaging with the investigation.
When a story like this hits national news then it’s something for volunteers and their organisations to sit up and take notice.
It would be rare for a volunteer-involving organisation to have a contract or code of conduct for volunteers that does not include confidentiality. But the issues around confidentiality are complex. At the top end are things like intellectual property and ‘commercial sensitivity’ and personal privacy which might invoke expensive prosecution if a breach occurs. At the other end of the scale a volunteer might simply make an unthinking comment.
Given the seriousness of privacy when working with vulnerable people or the organisation’s business, how much discussion on confidentiality takes place in a volunteer training session? What would be considered a breach of confidentiality? Are there limits of confidentiality when it comes to client/users health and welfare issues? What’s a volunteer to do if they learn of criminal activities? Here’s the place to introduce discussion on confidentiality and the ethics around confidential issues. And to make sure everyone is familiar with privacy legislation. This kind of protection for volunteers and the organisation is just as important as the measures for physical safety.
And after all that do we ever spell out the process for investigating and dealing with an actual or potential breach? Is there a policy and procedure in place? And are the possible remedies included? For example, minor breaches can be dealt with a reminder or a verbal warning, or possibly a flag on your personal file. Investigation of a serious breach may lead to dismissal.
I am not suggesting we go to the lengths of a volunteer equivalent of employment tribunals and courts. But we can avoid such drastic measures when we ensure the full implications of confidentiality and consequences of a breach are fully explained and understood.
Prevention is better than cure, right?
May 15, 2016
I am going to be out of the country when National Volunteer Week happens in New Zealand. I shall be in places that are not country members of IAVE (International Association for Volunteer Effort) – though I have no doubt there is a lot of volunteering going on. So I shall Make Time now to do some promoting for the event, and to take a good look at that theme of Making Time.
Let’s find out first what National Volunteer Week is all about. It was a Canadian invention, according to this bit of history. Back in 1943, this was a week to celebrate efforts made to the war effort by women on the home front. After a post-war decline it got revived in the 1960s and spread in popularity to the United States, to become from 1974 an annual Presidential Proclamation. In this first year, President Richard Nixon declared a National Volunteer Week to be dedicated to those who give their time to charity:
“I urge all Americans to observe that week by seeking out an area in their community in which they can give to a needy individual or worthy cause by devoting a few hours, or more, to volunteer service.”
By this decree National Volunteer Week becomes the original call to Make Time, as well as recognising and celebrating the efforts of volunteers. It is now a feature on the calendar for UK, Australia and New Zealand organisations.
Volunteering New Zealand introduces its 2016 campaign as a call for action:
Lack of time is the most commonly cited reason why people don’t volunteer, both in NZ and internationally. We believe that for volunteering to flourish, and the various benefits of volunteering to be realised, people are increasingly going to need to make time, now and into the future.
Complaints about recruitment difficulties have been going on for years. In recent times being ‘time poor’ is a continuing refrain, along with organisations reporting ‘can’t get the skills we need’, and ‘can’t get people to stay on’. And yet, statistics from various sources (and various methodologies) indicate around one third of our population make time to volunteer, and the people who volunteer the most, arguably those in the midst of child-rearing and career commitments, are those in the 30-39 age cohort.
Of course we cannot literally create more time. But look how we have learned to squeeze more into each day, to pursue not just household management and holding down paid employment and getting our share of a good night’s sleep. We make time to watch TV, play sport, socialise with friends, and even to read a book. Adding in a slice of volunteering is, like those activities, a matter of choice.
Choosing to volunteer can come from a cultural obligation, a passion for a cause, a belief in community, a need to belong, and simply because you want a diversion from your day job – as well as those drivers like looking for work experience, learning new skills and for learning about the local community and its resources.
And if volunteers do make that choice, if they do Make Time, they want it to be worthwhile. So organisations have to up their game, offer ‘bespoke’ volunteer opportunities, positions tailored to the interests and skills of the volunteer. Requests for short-term assignments are a challenge for organisations accustomed to the forever-volunteer, requiring adjustment to training schedules, planning for continuity as well as constant change. Paid staff working with volunteers need to Make Time to identify volunteer opportunities and to be creative in how volunteers could be engaged.
And paid staff will also need to Make Time to establish relationships with volunteers, to orient them to their work, and to provide support if necessary. If you say you just don’t have the time then you will miss a whole lot of added value that volunteers can bring to your daily work. And you might even miss finding the volunteer who could save you a whole load of time.
So to keep volunteers Making Time, adopt these words to show your appreciation for what volunteers can do:
And thank you for Making Time to read this blog.