People Helping People

NKY Volunteer Leaders Retreat

A Volunteer NKY Event

Sponsored by the

Getting Started

3

Today’s Objectives

• Enhance the capability of volunteer leaders.

• Elevate the profession of volunteer management.

• Spread the word and create further engagement for Volunteer NKY.

AgendaTopic Time Presenter

Networking/breakfast 8:30-9:00 Kelly Rose

Welcome/Vol NKY overview

9:00-9:20 Tony Aloise

Keynote Speaker 9:20-9:50 Alecia Webb-Edgington

Break 9:50-10:10

Volunteer Visioning 10:10-10:55 Kelly Rose

Vol Mgt Best Practice Tool 10:55-11:45 Tony Aloise

Break 11:45-12:00

Best Practices Sharing 12:00-12:40 Mitch Haralson

Shana Tucker

Jenelen Dulemba

Wrap-up 12:40-1:00 Tony Aloise

Volunteer NKY OverviewTony Aloise

Founder, Life Solutions Network

Overview

Volunteer NKY is a movement to encourage social service volunteerism in Northern

Kentucky

People Helping People

The Planning Team

• Kelly Rose (Welcome House)

• Beth Hodge (Brighton Center)

• Laura Gordon (Mentoring Plus)

• Kira Petrykowski >> Shana Tucker (Women’s Crisis Center)

• Mariann Dunn (volunteer)

• Gregory Stewart (Gateway Community & Technical College)

• Tony Aloise (Life Solutions Network)

• Tim Boyle (volunteer)

• Jenelen Dulemba (St Elizabeth Healthcare).

Vision

• We build a more vibrant and engaged NKY by easily connecting people of all ages and all walks of life with opportunities to serve.

• We are all in it together, everyone makes the world a better place in their own unique way.

• People volunteer to their purpose, passion and potential.

Connect - Volunteer Fairs

• Intent: provide an easy way to link the community with local volunteer opportunities.

• 2017 Schedule:• February 13: Gateway College

• May 23: Life Learning Center (2-4pm)

• September 9: Florence Christian Church (10-12pm)

Speaker’s Bureau

• Intent: be able to communicate directly with churches, businesses, schools, social service organizations and network organization (e.g. Rotary).

Connect – Skilled Volunteers

• Intent: link volunteers who want to use their skills with opportunities.

And More…

• Retreat

• Mentoring

• Volunteer Development Playbook

• Process Management

• Dashboards

• Facebook

• Ambassadorship

• Mentor Workshops

CAVA

Keynote SpeakerAlecia Webb-Edgington

President, Life Learning Center

16

Volunteer NKY

Volunteer NKY is a movement to encourage social service volunteerism in Northern

Kentucky.

People Helping People.

Volunteer VisioningKelly Rose

Development Director, Welcome House

What are my beliefs about volunteering?

What is the value of volunteers?

What is a Vision?

What is a Vision?

• Dreaming

• Idealism

• Direction

• Seeing

• Futuristic

• Bold

A mission statement describes what a company wants to do now,a vision statement outlines what a company wants to be in the future.

Reset Ministries Vision

MISSION:The mission of Reset is to transform broken and lost individuals into Servant Leaders as they discover their identity and purpose in Christ.

VISION STATEMENT: Reset volunteers will find fulfillment as they employ their gifts, becoming a family and bringing hope to the greater community.

GOALS: • Get volunteers plugged in quicker.• Get volunteers working better to their gifts and passions.• Educate volunteers about the “Why?”• Develop an application/inventory sheet.• Find a volunteer coordinator.

Volunteer ManagementBest Practices

Tony Aloise

Founder, Life Solutions Network

What is a Best Practice?

• A best practice is a technique or methodology that, through experience and research, has proven to reliably lead to a desired result.

• It is a way for experts to share ideas and processes.

Acknowledgement

• Canada Volunteerism Initiative.

• Best Practices Team:• Jenelen Dulemba (St Elizabeth Healthcare)• Beth Hodge (Brighton Center)• Kelly Rose (Welcome House)• Linda Wihl (Ignatian Volunteer Corp)

ExampleVolunteer Best Practices and Action Plan Thanks to Laura Gordon of Mentoring Plus for helping with the pilot!

Last update: November 1, 2016

Best Practices Key Elements Details(hover mouse over the cell to see criteria)

Example Documents Status(green/

yellow/red)

Priority Action Plan(if yellow/red and high priority, define an improvement

action)

Owner Date

Organization design Volunteer Committee in place Committee Charter

Vision Volunteer Vision Volunteer Vision

Goals and tracking Scorecard or Dashboard tracking Dashboard

Strategic plan/mission reflects volunteers

Alignment to goals and outcomes M

Org capacity/needs assessment na

Money…budget reflects needs

Facility…computers, space na

Documented policies Policy & Process Manual

Policy communication

Procedures & processes Documented processes Policy & Process Manual M

Continual process review and improvement M

Privacy and security Application Template

Filing system inc. on-line

Staff role descriptions address accountability Roles Chart (PACE) ?? Look at the role descriptions

Position staffed

Volunteer management software/tools na Develop a database

Orientation, training and qualification M

Ongoing skill development Continue Vol NKY participation

Performance review…formal and informalApplication & screening questions Screening Questions M

Background checks & references M

Assessment of volunteer roles L

Situational (environmental) risks assessed L

Insurance Waiver form L

Define rules and

expectations

Policies

Record keeping

Establish

effective

volunteer

management

Volunteer coordination

Coordinator

development

General planning

Organization: _______________________

Recognize the

need for and

value the role of

volunteers

Board and staff

readiness

Resource allocation

Reduce risk

(client and

program)

Screening

Liability

Tool Overview

Excel Demo

ExerciseCultivating - Messaging, e.g. newsletter

• A process for ongoing communication exists with an intent to cultivate and retain. Examples: Constant Contact-type newsletter, volunteer social events, open house.

• Target audiences are defined.

ExerciseRecruiting - Recruitment strategy and targets defined

• Strategies (where to hunt) are defined, e.g. interns, business partnerships.

• Detailed places to engage are defined with owners/ambassadors.

ExerciseRecruiting - Ambassadorship by staff and volunteers

• An informal ambassadorship process causes staff and volunteers to continually engage and recruit new people.

• A formal ambassadorship program is considered.

ExerciseRecruiting - Formal "ask" training

• Ambassadors are trained on how to make the formal "ask".

ExerciseMarketing - Web site and social media

• A web site prominently addresses all volunteer questions, e.g, how to apply, what the roles entail.

• Volunteer messaging on social media is linked to an overall organizational social media strategy/plan..

ExerciseMarketing - PR…press releases, printed material

• Volunteer-related PR is linked to the overall organizational PR plan.

• Consider participation with Volunteer NKY…Facebook and physical events.

ExerciseMarketing - Advertising (spend $)

• Spending is considered and budgeted.

Discussion

• Getting started

• Improvement process

• Questions?

Local Best Practices

Lead Volunteers - Mitch Haralson @ Life Learning Center

Dashboard – Shana Tucker @ Women’s Crisis Center

Volunteer Dashboard

May 5, 2017

Shana Tucker

2016 2017 Goal Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Comments

Key Metrics

Direct Service Volunteer-Related The colors below indicate the status of the metric vs. goal. Comments

Volunteers (# Active) 60 45 44 44 53 52 The goal is to meet the demand.

Hospital Responses (#) na 7 8 8 4 2

Hospital Responses (duration, hours) 1.75 3.5 2.5 1.38 1.25

# Volunteers on Call (total first call and backup) 46 46 44 38 52

Post-advocacy checklist submitted (%) 100% 100 25 66 33 100

Volunteer timesheets submitted (%) 65% 75% 29% 38% 38 0 0

Volunteers Trained (#) 12 changed to weekly training in May

Volunteer Retention (length of service in years) na 100% Develop protocol by June 1

Continuing Education (% vs 8 hour target) na 100%

Processes Effort The colors below indicate the overall health of the process. Key Improvement Projects Owner Tgt Date Status

Recruit Develop outreach strategy & plan Kira Jun 15 new

Complete a needs assessment Shana

Discernment Incorporate self-assessment worksheet

Apply and Select

Orient and Onboard

Train Implement 40 hour training approach Shana Oct 1

Develop module-based curriculum Kira Jul 1

Schedule

Deliver and Coach

Recognize and Develop Identify two "lead" volunteers

Document

Document

Document

Document

Document

Vision & Strategic Plan - Jenelen Dulemba @ St. Elizabeth Healthcare

• Takes so much time

• So much talking

• Goals change anyway

• Rather just keep doing what I am

doing – am successful without

Thinking and planning strategically will truly change both your program

and the perception of leadership

Vision & Strategic PlanTo be successful….

• Make the time

• Connect with / include your “investors”

• Do a “SWOT”

• Align with your own Vision and your

organizations goals

• Think 3 to 5 years out

✓Goals

✓Strategies

✓Actions with timeframes and responsible

party/parties

• Review and report on your plan

Volunteer Vision Statement:

Volunteer Services will foster a culture where

volunteers are honored and valued as integral

members of the St. Elizabeth Healthcare team,

innovatively enhancing the Patient Experience.

Goals:

• Increase volunteer engagement and satisfaction.

• Increase engagement of SEH staff and identified

volunteer area volunteer coordinators.

• Research and develop volunteer positions that

impact the patient experience at both SEH and

SEP.

• Expand capacity of Volunteer Services to ensure

continual growth and enhancement as well as

compliance with increasing requirements.

Vision & Strategic Plan

Wrap-up

The Life Solutions Network is a collaborative effort involving volunteers and service professionals in the

Northern Kentucky/Cincinnati area working to improve the quality of life with those in need through “life skills and volunteer solutions”.

Mission Create a life skills toolbox to enable

people to serve to their potential.

Inspire and enable capability-building

volunteerism.

Themes Live with Purpose Volunteer NKY

Toolbox Life Skills Wiki250 Words (blog)

Monthly NewsletterPurpose RoadmapSpeaking Events

Mentor Workshops

Volunteer PlaybookVision Workshop

Best Practices ToolVolunteer Fairs

Volunteer LeaderSpeakers Bureau

Life

Skills

Volunteer

Solutions

Stay Connected

E-mail tony.aloise@hotmail.com

Web Site and Wiki www.lifesolutions-network.org/

Facebook: Live With Purpose www.facebook.com/LifeSolutionsNetwork/

Facebook: Volunteer NKY www.facebook.com/VolunteerNKY/

LinkedIn: Work with Purpose www.linkedin.com/organization/5893395/

Blog lifesolutionsnetwork.wordpress.com/

Newsletter Signup today!

Wrap-Up

• Announcements

• Planning for 2018

• Critique