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Florida Volunteer Management Certification

Training©

May 12 – 14, 2014 Orlando, FL

The Training Overview I. Evaluation

II. Understanding Volunteers: Creating a Dynamic Culture of Volunteerism

III. Planning Your Volunteer Program IV. Recruitment and Placement

V. Orienting and Training VI. Supervising Maximizing the Volunteer Experience

Trainer Information The slides and information used for this training may not be duplicated or re-used without

permission. Please contact the Trainer before using any of the materials in this training. All information used must be cited.

Jeri Bush, Director Leon County Volunteer Services 850-606-1970 BushJ@leoncountyfl.gov

Mary Register, President Florida Association for Volunteer Resource Management (FAVRM) 850-544-9972 Madregister@comcast.net

Katie Sherk, Regional Disaster Workforce Engagement Program Manager American Red Cross North Florida Region 850-402-5614

Katie.sherk@redcross.org

Jeri Bush VolunteerLEON

Mary Register

Volunteer Florida

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DEFINITION

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Volunteer program evaluation is the ongoing process of collection and analyzing data to provide the organization with adequate knowledge on which to base programmatic and organizational decisions.

WHY EVALUATION IS IMPORTANT

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Gain Insight About Program and It’s Operations

Improve Practice

Assess the Effects of the Program

Build Program Capacity Through Increased Funding and / or Skill

EVALUATION PROVIDES

•Adequate data upon which to make critical decisions about the program •The opportunity to continuously improve services to community as well as the volunteer experience •Data for the organization to better "Tell your story"

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IDENTIFY INFORMATION NEEDED

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Quantitive Data

Numbers, “quantity,” list of responses given.

How many chocolate chips were in the sample?

Qualitative Data

Data collected through open-ended questions (e.g., text, pictures, video, audio; anything other then numbers).

Can you describe how you felt when you ate the chocolate chip cookie?

IDENTIFY EVALUATION METHODS & DESIGN INSTRUMENT

Questionnaires Documentation review Interviews Observation Focus Groups Surveys

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CONDUCT A CHOCOLATE CHIP COOKIE EVALUATION

•In groups of three to five people, discuss and complete columns one and two of handout. •Your list does not need to be exhaustive. •Taste test each cookie and complete columns three and four. If you prefer, you can be an observer and not taste test. •Keep notes on process, decisions made, and challenges encountered.

* Activity used with permission. Source: Preskill &Russ-Eft, 2005

2014 GOVERNOR’S HURRICAN CONFERENCE TRAINING EVALUATION THE FOLLOWING INFORMATION WILL BE USED TO IMPROVE FUTURE PRESENTATIONS. YOUR FEEDBACK IS GREATLY APPRECIATED. FOR EACH STATEMENT BELOW, PLEASE CIRCLE THE NUMBER THAT BEST REFLECTS YOUR OPINION ABOUT THE STATEMENT. YOU NEED NOT WRITE YOUR NAME ON THIS FORM. YOU MAY PROVIDE CONTACT INFORMATION, HOWEVER, IF YOU’D LIKE TO PROVIDE MORE DETAILED FEEDBACK. THANK YOU! TRAINING TOPIC/TITLE: EXCELLENCE IN VOLUNTEER MANAGEMENT TRAINING FACILITATORS: REGISTER/BUSH/SHERK/LINLEY DATE: GOVERNOR’S HURRICANE CONFERENCE MAY 12 - 14, 2014 DISAGREE…..…………….AGREE THE FACILITATORS WERE WELL PREPARED AND KNOWLEDGEABLE. 1 2 3 4 5 THE TRAINING OBJECTIVES WERE CLEARLY STATED. 1 2 3 4 5

EXAMPLE

EXAMPLE Training Evaluation SUMMARY

• The following information will be used to improve future presentations. Your feedback is greatly appreciated. For each statement below, please circle the number that best reflects your opinion about the statement. You need not write your name on this form. You may provide contact information, however, if you’d like to provide more detailed feedback. Thank you!

• Training Topic/Title: • Facilitators: • Date:

Disagree…..…………….Agree • The facilitators were well prepared and knowledgeable. 1 2 3=1 4=11 5=19 • • The training objectives were clearly stated. 1 2 3=5 4=11 5=15 •

•What new skills and/or information did you learn from the training? •Change management – 8 steps; Who and What to do to find volunteers; •Cost vs. Benefit; There was so many great take-aways and ideas I will be incorporating; •New best practices to implement; New perspectives and procedures; How to properly order my [volunteer] program; Marketing to volunteers; Integrating volunteers into leadership;

•The necessity of volunteer manuals and recognition

OTHER WAYS TO BUILD ORGANIZATIONAL CAPACITY FOR EVALUATION

•Partner with your local college or university •Recruit skills-based volunteers •Network with other nonprofits •Continue to learn (read, research, take additional training, etc.) •After Action Review (AAR) Military •“Hot Wash” (Emergency Managers •A tool for working more effectively and efficiently

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If we truly value the time of our volunteers, we should operate under the premise that we are spending their time, just like we spend cash. And further, in the same way that we spend cash, we should spend the right amount of it to best accomplish our mission

Source: Reimagining Service-www.volunteer2.com/roi

Applying the ROI formula (ROI = (Outputs-Inputs) / Inputs x 100) we see that the ROI in Year A is 17% and in Year B is 25%.

Technically, this is a little flawed because comparing dollars with trees is an apples-to-oranges comparison. That’s okay for

now though so we can “walk before we run”. In year A, for every $1 in volunteer time and cash expenses

combined, 1.17 trees were planted. In year B, for every $1 in volunteer time and cash expenses

combined, 1.25 trees were planted.

ROI

The formula in itself is simple and deeply entrenched in the worlds of economics and accounting. You can use this formula in your own spreadsheet or use the free calculators on this site that act as a guide for what information needs to be included. Key to this methodology are three things: 1. 1.The value of volunteer time is treated as an input, along with

cash expenses 2. The outputs must be tracked and we must place a value on

those outputs 3. The outputs must be in line with the outcomes associated with

the organization’s mission

ROI

Source: Reimagining Service :www.volunteer2.com/volunteer-roi-example-1

REFLECTION

How are You Feeling about Evaluation?

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WHO IS YOUR AUDIENCE? TELLING YOUR STORY EFFECTIVELY

Making the most of Evaluations

TYPES OF INFORMATION TO COLLECT

•Feelings •Changes in attitudes, perceptions or knowledge •Changes in skills •Changes in effectiveness •Did the performance improve because of behavior?

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CONDUCT EVALUATION

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ANALYZE AND INTERPRET DATA

•Remind yourself of the evaluation purpose. •The data sorting, analyzing and interpreting process will vary based on the type of data you have collected. •Tabulate, cluster and sort the data. •Interpret the results. •Begin to think about the consequences and implications the results have on your program. *

Summary Report Minimum Requirements

•Executive summary

•Introduction, including purpose

•Demographics, a description of who participated

•Describe method(s) used to gather data

•Findings, conclusions and/or interpretations

•Next steps and conclusion

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COMMUNICATING RESULTS •Reports

•Summary •Graphs •Charts

•Pictures •Presentation

•Quotes •Grant writing

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USE RESULTS Adapt to new circumstances

Celebrate

Advocate

Grant Writing

Tell YOUR Story!

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WRAP UP

Write down two things you learned about Evaluation and ways you will apply them when you get back to your organization.

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