The Three R's of Volunteering

Recruitment, Retention, Recognition make the difference

Show me a person that loves volunteering or managing volunteers, and I’ll show you a person who has run into problems with at least one of the Three R’s of volunteering.

Unfortunately, even the best supervisor or volunteer isn’t immune to issues with Recruitment, Retention and Recognition.

To start out, we have to define these problems:

Recruitment: This one is pretty self-explanatory. Recruitment refers to how you find volunteers.

Retention: This deals with keeping volunteers in an organization or position.

Recognition: This issue is a two-way street and refers to volunteers and supervisors making sure the other knows they are appreciated. In schools, recruitment of volunteers is generally handled on a case-by-case basis or at the beginning of the year in a big drive by a parent group.

These techniques work well, which is why they exist, but approaching recruitment as an ongoing, active, innovative process can improve a supervisor’s chances of getting good volunteers quickly.

It is important to remember that not every volunteer opportunity can be recruited for the same why. By blasting a call for volunteers to an entire group every time you need help, you can create a sense of burnout in potential volunteers — who may pass your endless requests by without further consideration.

Like any good plan, an effective recruitment strategy is multi-tiered and targeted. If you have parents who’ve expressed interest in volunteering for occasional parties, but they are on your contact list for every volunteer request, they could get so used to ignoring your e-mails that they won’t respond for an opportunity they would have enjoyed. This is where targeted recruitment comes in.

By creating different classifications for potential volunteers, you are targeting your requests to parties that are more likely interested in the position. Also, make your recruitment multi-tiered by using more than one form of communication to reach potential volunteers. Some people respond well to e-mail, others to handouts sent home with their children, and others only think you’re asking them if you do it face-to-face.

It can take some extra work to add layers to your recruitment, but you’ll have a greater response when approaching people in their comfort zone and being attentive to their interests rather than their status as a potential volunteer.

Retention is the area you start to worry about after you’ve spent all that time recruiting great volunteers. Many things can lead to retention problems, including: Complacency, lack of training/orientation, poor communication and conflict between volunteer, supervisor, students or other volunteers.

The best way to improve retention is by creating a job-like atmosphere. Just like at a job, volunteers are expected to do certain things, but they need to be aware of the expectations before a conflict arises.

Continuous orientation and training helps workers and volunteers accomplish their goals more effectively, and will keep an on-the-fence volunteer from leaving their position due to confusion or frustration. Another great tip to improve retention is recognition. Volunteers are a bit like Grandmas: They don’t get paid for all the help, advice and cookies, so it’s good to say thank you and show appreciation.

A simple “thanks for all you do,” from a teacher goes a long way, but individualized feedback goes even farther. Take time to thank your volunteer for their specific talents. A simple note could read, “(Volunteer), you did a wonderful job helping (student) feel more confident reading out loud. Thank you for helping make our classroom a better place.”

On the other side, volunteers can thank their supervisors for taking the time to make their service commitment enjoyable and rewarding. By extending thanks, supervisors are more likely to hear positive feedback returned from their volunteers. blogspot.com

Hot-button Issue: Effective Recognition

Good (and not-so-good) ways to thank volunteers
Seattle Public Schools Volunteer Coordinator Manual, 2003
When looking for appreciation ideas for your volunteers, always keep in mind ongoing efforts to recognize and support volunteers.

For those times when you want to formally recognize volunteer efforts, like the end of the quarter or end of the year, consider what they would like and appreciate, as well as what resources you have available.

Local businesses are a good resource for food or gifts. The PTA or your school staff may well be willing to support a party or other recognition effort. You might make a targeted request to the principal or leadership team for specific funds.

Sometimes recognizing specific volunteers individually is appropriate and effective. Here is a list of methods that members of the Seattle Tutoring Coalition have found successful and not-so-successful.

ONE IMPORTANT NOTE: Volunteers generally do not want you to spend a lot of money to appreciate them.

Successful Methods

Hand-made gifts from the kids/students

Photos of tutor-student pairs with frames made by the students

Framed kids crafts (can get frames cheap or donated)

Coffee (bag of beans in a coffee mug) or coupons to local coffee shops

Bulletin Board in high-traffic area with display of “what gift I would like to give my tutor/mentor” written by the students (may encourage non-material gifts)

Having a key-note speech at an event delivered by a client/student or a parent (sharing their experience, how the tutoring/mentoring relationship has helped them)

Hand-written notes of thanks (on a very personal, individual level)

Tickets (to plays, local events, sporting activities)

A large thank-you banner with all of the volunteers’ names (make sure you get them all)

Certificates (that are personalized and accurate)

Not-so-successful Methods

Not doing anything!

Overly expensive gifts

Certificates (that are impersonal or inaccurate)

Overuse of volunteer catalogue gifts/not well-matched to the volunteers

Holding big events with small staff and/or volunteer turn-out

Generic or impersonal “thank yous”

Developmentally inappropriate (e.g. bunny erasers for adults)

Retention Tips

Retention refers to the volunteer's adherence to the initial contract agreement. If a volunteer is asked to commit 4 hours a week for a six month period, and the volunteer leaves after 6 months, it can be said that the retention was successful.

Volunteers have the right to be given training for the tasks required of the position. Even if the volunteer is a consultant and already has the skills necessary, she/he must still be offered clear directions and timelines for how the activity is to be completed. Volunteers must know what is expected of them, both in their product and delivery of that product.

Find more great retention tips here, and here, and here!