Recruiting Volunteers Webinar

Uploaded by nationalservice on 11.12.2012

>> Hi everyone.
Thanks for joining us today for this webinar
on recruiting volunteers for your King Day Service project
and ongoing work -- ongoing service work.
Joining us today to present on this call are Daniel Lawson
from City Year, Jasmine Touton from Campaign Consultation
and Arthurine Walker from Campaign Consultation.
Please feel free to write questions in the Q and A portion
of your screen at any time during the call.
Someone will try to answer them either online or verbally,
and then there will be a time for Q and A at the end.
We're so glad that you took time, again, out of your day
to join us to work on enhancing your King Day of Service,
and we look forward to hearing all
about your project successes for King Day.
So, Jasmine, all yours.
>> Thanks Rhonda.
Before we begin I want to go over a little bit
of housekeeping for today.
When you have a question, and we will do questions at the end,
you can press star one on your telephone keypad
and you will be placed in a Q and A queue.
And at any point include comments in the chat feature,
which is to the right of your screen, or, as Rhonda mentioned,
you can include questions just below
that in the Q and A feature.
And if a really important question comes
up during the presentation,
we'll do our best to answer that.
At the end of the presentation the PowerPoint will be e-mailed
and posted online for all participants, with links in it.
And if you have any questions after the webinar,
please contact
Before diving into Recruiting Volunteers,
let's take a step back and look at what the corporation
for national and community service and really all
of us are planning to do with our projects for MLK Day.
Hopefully understanding this will help you recruit more
volunteers, so we're looking to unite people
who normally wouldn't meet through the service.
We're also looking to begin projects on this day
that can be sustainable
and it can help you really revisit them throughout the year
and create change.
We're hoping to honor Doctor King by getting people excited
about service and at the same time bringing more people
into your service network.
And we're hopefully hoping your projects make you engage
in a dialogue about your community needs.
So what are we hoping you will get out of today?
The question on everyone's mind is probably,
where do we look for new volunteers?
We're also hoping that we can show you how
to engage diverse populations, since that was
such a major theme of Doctor King's work.
We're looking to help you with volunteer management and all
that good stuff, like project calendars and timelines.
We're also going to show you a few online resources
for volunteer management.
And we're going to show some tips
for those leading volunteers, which I'm sure many
of you are team leaders.
And most importantly, we're going to go
through maintaining volunteers beyond the day of service.
So before you dive into that recruitment process,
you'll probably want to find out the answers to some
of the questions you see on your screen.
Have you done this project in the past
and how have you used the volunteers?
Think about what activities you've done in the past
and which ones have been successful and which have not
and maybe you want to tell your --
tailor your projects to those successes.
What information or perceptions,
good or bad, does the public have?
Make sure you know this and that you're prepared
to provide an informed answer when asked about that.
And do your volunteer recruiters understand your organizations
mission and programs?
Can they speak about it to potential volunteers?
This is where maybe you want to prepare your recruiters
with a 30 second elevator speech or potentially your mission
in two sentences, so they can explain what your organization
has set out to do.
As a recruiter, get a plan
in place before you before you begin.
You may want to create checklist or steps
and ask yourself are there any special skills are you
looking for?
Think about if you need someone familiar with carpentry
if you're trying to build homes.
If you're planning a community garden, maybe you want
to recruit a master gardener.
Think about where you can go out and get lots of volunteers
at once, some ideas might be a workplace,
college club, youth groups.
Think about opportunities that you have to promote,
so you know, scan for a volunteer fairs,
maybe you can get into a newsletter or stop by a meeting
and speak for the first five minutes.
And think about where can you post and reach
out to new groups, community boards, campuses, rec centers,
all of those places might help.
Now I'd like to introduce our speaker, Daniel Lawson and he is
from City Year, he's the Civic Engagement Program Manager
there, Daniel.
>> All right thank you very much,
hey guys like she said I am the Civic Engagement Program Manager
for City Year, Washington D.C., this is my fourth year serving
with City Year, so I've lead projects,
engaged over eight thousand volunteers
and 32 hours of combined service.
And close to 40 events now, so it's been a really good time
and right now I'm going to give you guys and overview
of some tips and tricks that I've learned over the years
on where to get volunteers from, whether it's
from inside your organization or the external community.
So first whenever you're mapping
out where your recruitment strategy and where you're going
to get your volunteers for for your project,
something to always think
about is your internal community first.
And so some of your right now are operating
from a nonprofit organization or community organization,
some of you all are just community members
who are doing this on your own, with a committee
of you know friends that you have from the community.
So the first thing to do is look around your team and see
who you've got on your team and who can engage
and what networks you guys have, so for example if you are part
of a nonprofit organization or company,
think about what connections do I have through you know,
our development department.
Or does your organization have a recruitment department
and what kind of connections you have through that.
A lot of times you'll find, depending on the size
of your project, that you have enough volunteers
within your network to reach out to, without even having
to you know, post up,
that's also another way to get volunteers.
But these are also groups that already know your organization
or know your committee or you know if you're operating just
out of your community there, most likely neighbors
or you know, people who know your family or know the people
that you're working with, so I encourage you guys to think
about who you can work with from your organization.
Once you move out into the external community,
I've got a couple of tips here on the screen for you guys
that I want to talk about and so you want to tap
into the volunteer base --
think about where you're serving, sorry, excuse me.
If you're serving at a school, you know,
is there already a volunteer base
that is involved with that school?
Is there an alumni association; is there a group of staff
that are really interested in working more on their school?
Do that same asset mapping that you did
with your internal organization or your, you know,
community member committee, but do it with the site
that you're serving at.
If you're working with a nonprofit organization,
do they already have a group -- strong foundation of supporters
or volunteers that work with then anyway that you could reach
out too, to get involved?
Something to do if you -- if this is a repeat event
and you have been doing this on an annual basis,
obviously look back at folks who've volunteered
with you previous years.
Maybe engage them again, if they had a great time I'm sure
that you know, they'd be willing to come back and serve
with you all again, this time maybe they'll bring some
of their friends or coworkers along with them.
And one thing I really want to highlight here is
to encourage group projects, any groups that come --
serve together and this is something --
this is a technique that we use a lot in City Year,
getting groups to come volunteer together.
There's a lot of reasons it's beneficial, but first I want
to get some thoughts from you guys, maybe a quick brainstorm
if you guys could just click on your shout box and give some --
brainstorm some ideas of different groups
in your community or your network
that you could engage in projects.
Let's see what you all think.
[ Silence ]
There we go, schools, colleges, exactly, girl scouts,
[background sound] yep, boys and girls club,
a lot of these are all around youth, churches,
that's one that gets overlooked a lot, believe it or not.
Local businesses, there you go.
Foundations, sports teams, sports teams are a great one.
All right I can see you guys have lots
of ideas out there, yep ROTC.
[ Silence ]
Yep school clubs, so as you can guys can see it's not hard
and you know in a couple of seconds you can think
of different groups that are in your community,
I notice that all these groups you guys put
out there are groups that volunteer on a regular basis.
Almost every one of those groups that you guys mentioned,
I've had come volunteer projects with me.
And the big part about that is that a lot
of those groups already have volunteers built
into their branding and built into their mission
where they're there, you know, part of another organization
or they are from a school or they're a youth group
and you know, obviously you know, corporate volunteer isn't
as [inaudible] or sorry all time high these days,
so all those there create folks who engage.
So my opinion these are the reasons why it's best
to engage groups,
I know [inaudible] recruiting different ways,
but first [inaudible] groups for you all and for your work,
the information is more organized, so think of it
as if you are planning 100 person volunteer event,
is it easier to reach out and get 100 individuals out there
in the community and manage them making it to your project
on time and doing what they need to do.
Or to engage 10 different groups and ask them each
to bring 10 individuals or even
to engage say four different groups and ask them
if they can each bring 20 to 25 volunteers along with them.
So you can see that the more you organize groups,
the easier it is to manage the information.
With a group you only have one point of contact, you can work
with that person and make sure all that information is,
you know, spread out amongst the people
who are coming along with them.
Another reason, groups provide buy-in for events like this,
there's a sort of an incentive when a group that you're a part
of is going to do something like participate in a volunteer event
like MLK Day, especially if it's a large group,
it makes it easier to do it and if somebody goes to volunteer
on their own, it's sort of like an activity that they do.
If they go to volunteer with a group, well then it's an event
and there's a brand around it, there's a date,
there's you know excitement around it,
if it's a large group then, you know, it's a party and a deal
that people want to just feel
like they just left a great party
when they finish volunteering
so they'll come back and do it next year.
Another reason groups are great is
because they actually can bring resources a lot of the time,
so I noticed a lot of those groups that you guys mentioned,
have more to offer than even just their hands on --
you know, on the day of the event in January.
Some of those groups can bring things like materials or tools
or even money, if they can't bring, you know,
money for your project, maybe they have a connection
to a community grant or grant of any kind.
They also have connections to things like,
well their own personal network or their organizations network.
Maybe they can connect you to some form of media
or outreach or advertisement.
Different groups have expertise in different things,
I'm sure there's, you know, specific things that you know,
youth groups or boy scouts could offer, there's --
somebody, even said drama clubs I believe, you know,
I'm sure that drama clubs have a very specific skill set
that they give to the community or where they could help out.
And finally groups work better together very often.
If you guys have ever seen a sports team
or Greek organization from a University serve together,
a lot of times they know each other,
they've probably been talking about the event for awhile,
they're hyped up about it, when people come
in a group there's a certain amount of pride in serving
and people want to do a better job.
If you've seen companies come out and, you know,
sponsor an event and volunteer together, they're very much
about making sure that their company or their organization
or their group is seen well be the community
and also give something back, so when you have groups together,
they generally will give you a higher quality of service
and obviously that's what you want in the end.
And just following up, I noticed a lot
of you guys mentioned youth groups, as you can see
on the slide, that's a really great place to start,
especially I know you guys are from different organizations all
over the country but,
most school districts have requirements in graduation now,
whether you know, high schools,
here in Washington D.C. the requirement is 100 hours
of service for -- to graduate high school.
So you can bet that we get plenty of high schoolers coming
to volunteer with us every year and that's great
because we can help them out and they can help us out.
A lot of colleges also have requirements just like that.
Well then and then there's also Greek organizations also have
sort of volunteer requirements built in.
Okay so and generating new volunteers, here's a couple
of tools that you can you can really use to sort of boost
up your events and your organization.
One thing I would say if you're not already doing it,
use social media.
Social media is obviously the new wave in raising volunteers,
engaging the community,
it appeals to a newer generation today and well it seems
like a lot of other generations have jumped on board as well,
so if you're not into using social media yet
or you don't know how to do it, go ahead, you know,
and take a class or look into it and figure out how
to incorporate that into your outreach.
When you're sending out anything whether it's social media
or you know, e-mail or even posting up flyers,
make sure that you have your key message around what you're --
around what your event is, when you're planning an event,
it probably has a mission or is fitting a specific need
in the community, make sure that you're building your story that
and that you're communicating
that to everybody whose interested.
Some other ways as you can see here that you can get involved
in -- or just get more people involved, excuse me or just
to really get out there in the community,
go to community events,
go to neighborhood advisory commissions, put flyers up,
go present -- if you have a connection
at a local cable television channel, you know,
approach them, you know, see if they'd be willing
to give some air time or just post
up information about your event.
And you can see from this list,
it's really about if you're trying to get a large amount
of volunteers, it's really about finding the different channels
through which you can connect to people and that's also part of,
you know, making your project accessible and inclusive
and ultimately engaging a diverse group of volunteers
which we're going to talk about a little bit later.
You know, off the bat -- off the beginning,
finding different ways to engage different people
because not everybody, you know, gets information the same way.
And of course you can also register your project
Before I move on from the slide, I just want to point
out at the bottom, very important tip,
recruit more than you need.
So I think an average the organizations
or event planners experience as far as volunteers who sign up
but don't end up showing up on the day or don't finish
out through their training or orientation, is about 25%.
One term that we use in event planning
and volunteer projects is attrition, so that's the term
that I use a lot, and so 25% attrition is
about right to expect.
I would definitely say that it is easier
to have a few more volunteers than you expected to show
and then find other ways that they can help out.
I mean, if anything it'll just help you finish
up your event better or give more attention
to detail around things.
And, you know, it's easier to do that then
to have less people show up
and then realize you can't complete what you set out to do.
All right, so you've got your people signed up, you've --
you know, you've put out flyers, you've sent out e-mails
and people are interested and they've started to sign up,
but how are you going to make sure that you combat
that attrition rate and get them to show up there on the day of.
So I think about different ways to build investment instead
of just getting people to you know,
click on a yes I'm attending, and not show up or to you know,
just tell you verbally they're going to come.
Here's some tips that I've found.
Doing things like raffles and prizes are really big
and they're really fun, if you can get someone who's willing
to donate something, you know, even if it's
like a free pizza party at the local pizza place
or movie tickets, you know, not everyone can send volunteers
to you, not everyone can give you money,
but maybe they can give something like that
that you can raffle off.
It's a good way to you know, hype of your event
if you advertise that and get people to actually show
up on the day of and get excited about getting some prizes.
Sending out branded reminders, you know,
that's just something you'd be surprised how many people don't
send out reminders, but you know, in today's day
and age folks have a lot of stuff going on in there,
you know, in their monthly calendar.
It's not that people are trying to skip out on your event,
but sometimes they signup and then just forget the date,
so the more you can send reminders send them
into say hey, we're excited
that you're coming, you know, the better.
And those reminders can include --
you can strategically map out your reminders
like one could just be about telling people some logistics,
like by the way this is how you get to the event,
here's the public transportation map,
here are the driving directions, it can even be announcements
of you know, we're real excited for you guys to come
and we've just found out that we have this new sponsor.
And the more you can just kind of put the event in front
of their face, the more people are going to remember it
and the more people are going to get excited about it.
I would try looking for some online signup tools
that can make your life a whole lot easier,
one that I've recently discovered is Signup Genius,
it's really user friendly so some online,
you should Google it, check it out, it basically does a lot
of the work for you and just organizing your volunteers,
making it really easy for them to signup.
Like I said it's intuitive, really user friendly,
one of the best aspects of it is that you can change the settings
so that it will actually send out reminders for you
and you can design the reminders and when the date comes
up it will send them out for you to everyone on your list.
Another one you can tryout is even something as something
as Doodle docs which are if you Google Doodle as in to,
you know, draw or scribble, docs as in the document,
you can use that to have people signup, it's usually meant
to schedule people for things
and to help people match schedules, but you can use it,
it's for people to also signup for projects.
Another way you can get volunteers there
and this is going even deeper, depending on the size
of your project, have and ask
for them besides just showing up on the day of.
So for example if I -- MLK Day is middle of winter,
maybe I'm planning a project
to where we're making homelessness kits,
emergency kits, you know, that can include anything
from you know, toiletries, to you know, bags or scarves
or hats or things that someone could need in an emergency.
One way to engage my volunteers and to also take care
of getting those materials, is to assign different groups,
things to bring in or drives [inaudible]
so you know while a college is recruiting and getting ready
to bring a bunch of students,
I can say can you also run you know,
a hat and gloves drive on your campus?
This really makes folks feel
like they're engaged even before the project starts
and they can start participating
and be a part of the final product.
And it just builds buy-in that is part
of empowering volunteers.
Another way to empower volunteers I know,
I think we're going to talk about this a little bit later,
I'm not mistaken, but you can find other ways
to use your volunteers besides you know just serving
on the day of, you can put volunteers
in leadership positions, like you can --
one thing that we do with companies sometimes is we pick
out members of a company's leadership, who want to have,
you know, a bigger stake in the day and assign them as kind
of co-projects coordinators with our own staff.
And so they have more buy-in that way and they want
to encourage their friends to come out
and then they're really excited about coming out and they want
to attend the trainings and attend the orientations and,
you know, there's different ways that you can do that
and put people in leadership positions.
Okay and then something else I would say is continually engage
your volunteers throughout the whole process, I've already kind
of mentioned this, sending out reminders -- frequent reminders,
and like I said you can be clever about it
and they don't all have
to be the same template used over and over again.
You can have -- you can map out on your timeline
when you're going to send a reminder about logistics
and directions, when you're going to give some information
about the community or -- and stats and updates, it's --
one fun thing to do is say like, you know,
at this point we have 130 volunteers signed
up for MLK Day project, keep on recruiting, we're excited
to see you there, you know, bring more friends
or just say we've raised this much to be able
to do this project, you know, get excited about that.
And if you are engaging groups, ask them for frequent updates,
you know, even if a group has agreed to bring 50 folks
out to the project from their church or from their school,
I think the best way to make sure
that you have everyone there on the day of, is to you know,
just keep asking those people and checking in,
hey do you have you know, what are your numbers like right now?
Do you need any help, or can we give you anymore materials
for recruiting?
So you know just keep engaging.
And the last thing I would say would just be think
about your project holistically and if you're planning
on doing this again next year, think about the future
from the moment that you start this project.
So -- by -- when you know, when you're planning
for your MLK Day right now, you can also even be thinking
about next year as far as who are these contacts we've made,
how are we going to stay in contact with them,
how are they going to -- how are we going to get them
to return next year and serve with us again?
A big part of that is doing evaluations, really thinking
about you know, how are we going to get information
on their volunteer experience?
And it doesn't have to be really complicated,
it can even just be a simple three
or four question evaluation that said you know,
did you have a good time?
And then -- but you really want to find out what did they enjoy
about your project and what didn't they enjoy
and what can you improve next year to make it
so more folks come out and more folks want
to keep serving with you.
It's very simple, but don't forget to appreciate people,
you know, anytime anyone gives their time to come out
and volunteer and you know, and not get paid for it,
especially on a Federal holiday, you definitely want
to show them some appreciation and let them know
that they did some good work.
And the last thing I would say is debriefing.
Debriefing, there's two different ways to debrief,
one is with your volunteers on the day
of when you finish your projects,
before you say all right everyone, see you later,
thanks for your help, go ahead and a reflection activity,
you know, do a debrief,
make sure people understand the importance of their work
that day and where all that service and those hours went to
and who it's going to benefit.
And then of course debrief as a team,
whether you're an organization or just a group
of community members or a group
of students putting something together,
make sure you all realize the work that you did and figure
out what you can do better
and how you can keep accomplishing your mission.
[ Silence ]
>> Thank Daniel.
>> And so -- yep, so I'm going to pass it
over to Jasmine I believe, who's going to tell us more about how
to engage diverse population.
>> Thank you Daniel.
Understanding diverse populations, it's important
to first think about why people volunteer
and what really motivates them.
And these motivations can really help you explain your message
to them in way that attracts them to your organizations.
So think about are your volunteers going to participate
because -- in a project because it improves the quality of life
of the members of the community?
Maybe they're going to participate because its fun,
most people want to volunteer because its fun,
maybe they're hoping to receive professional experience
or training.
In a case of hosting a nutrition class, a student --
a nutrition student may want
to receive the experience of doing that.
Perhaps they need to fulfill a service requirement, the clubs,
one church, Daniel mentioned that before
and maybe they also want to make new friends and affiliations
and join peers and belong to a group or a community.
All of these things might change your strategy
for engaging diverse populations.
So it's really important
when you begin your volunteer recruiting to be inclusive
about who your recruit and how your recruit.
When you put out print materials,
share the opportunity online, over e-mail and everything else.
You're going to want to make sure the population you're
serving that you're trying to attract different backgrounds.
You're also going to want to use different languages,
so think about if you want to attract a non-English speakers,
maybe you want to include a non-English version
of your print materials and your e-mails.
Have a variety of projects to draw
in different groups like families.
So if you're planning to cook meal, kids can't always sit
in front of a hot stove,
so think about maybe they can put together granola bags
or put together a fruit salad.
If you're cleaning up the neighborhood,
kids can't always pick up certain items that are --
that you would be cleaning up,
so think about what else they could do,
maybe they could rake leaves.
And also use the right messaging,
you will be using very different messaging if you're trying
to reach out to college students as opposed to seniors.
So including youth, it's also very central
to Doctor King's work, so how do we engage youth?
One way would be to encourage mentoring, so fostering
that youth/adult partnership and you could do this through
and activity, maybe you're doing an MLK Day activity
where you're teaching people -- or teaching students to read
or having a mentoring one-on-one activity of reading.
You could also let youth make some of the decisions
about your projects,
so if you're plant the ex-community garden,
you could ask the youth where should the plants go,
you could ask them what colors, you might want to paint
if you're -- or painting a mural, so include them
in the planning process.
You could also consider designating a youth ambassador
and having that ambassador be part
of your planning committee meetings.
Really use into the fabric
of your service projects could be a launching point
for your organization to involve youth
in future opportunities as well.
So on the other end
of the spectrum involving seniors can be really rewarding,
some ideas for where to look to involve seniors
and I saw this mentioned in the chat earlier,
one idea is the senior core programs and you see a list
of them below, there are RSVP's, foster grandparent program
and senior companion program and you can look
for your local programs.
You could also reach
out to senior service organization and programs.
One ideas the agency on aging, there's also AARP,
and certain Vet's programs that could maybe volunteer.
Also think about recruiting senior volunteers
from non-conditional sources like the Lion's Club or Rotary,
definitely look at if there's an activity director
at a local Senior Housing facility,
perhaps they would want to participate.
Just keep in mind that when you're recruiting older adults,
some may have some physical limitations, you may want
to make some considerations on their end.
A great way to recruit a solid workforce of volunteers is
to involve college students.
So in thinking about getting college students involved,
you may want to also ask them to be on your planning committee
and also ask them to visit neighboring campuses
and get other campuses involved your work.
Probably easiest to recruit new members with the person most
like them so sending out a college student
to ask other college students recruit --
or to participate would be helpful.
Connect with campus media, definitely the newspaper,
radio and television station,
but even if a college has a newsletter or a bulletin,
it's very easy to get into those,
they go out every day, so one idea.
You could connect with faculty
and suggest a service learning component to their class,
hence there's always programs that are social work
for the engagement, but you could also connect with perhaps
if you're doing community [inaudible] you could connect
with a biology faculty on maybe you need to build something,
so you would connect with engineering.
Definitely with college students,
you want to eliminate possible barriers.
So college students don't often have cars, they also, you know,
may have different scheduling, they class sometimes at night
and so think about those things, and definitely think
about the cost of getting to where you are.
And finally you could also connect with resident's life
and see if there's some sort of program you can get involved
with to get people out to your project.
And here's one that I think volunteer groups don't always
consider is recruiting people with disabilities.
And one major point of that is just make it a barrier free
physical environment.
So maybe think about even inviting someone
with a disability to actually come and look
at your project site and see if, you know,
if there are any potential barriers there
that you may not see.
Make your project and include some welcoming environment
and consider including pictures of people with disabilities.
[Inaudible] service providers in your brochures
and also add a nondiscrimination clause in your materials.
Make a clear statement of your willingness
to provide accommodations and also train your staff
and volunteers to know how to provide the information on
and to respond to requests regarding
accessibility arrangements.
Finally utilize alternative formats and communications,
so one idea is when you provide materials for your volunteers,
make your PDF 508 compliant and what
that means is providing alternative texts and tags
so that a computer screen reader can read the information
in your materials.
So if you don't have a lot of time, but you still would
like to recruit a lot of these groups seniors,
college students, youth, people from all different backgrounds,
these are some ideas of sort of where to post and look.
Most importantly put a lot of information out there
about the opportunity and try to get that out before the holidays
if you haven't gotten it out yet.
So now that you've used Daniel's great ideas and some of mine,
now that you've successfully recruited volunteers,
let's talk about the management side of things.
Orientation is probably the most important thing,
because it really manages the expectations
of your volunteers for the day.
So find out -- let them find out what they'll see
and who will lead them when they show up.
It reduces volunteer anxiety, it develops buy-in
and limits volunteer turnover and especially if you ask
for input about the day, it really develops that buy-in.
For orientation consider what time you will host the
trainings, not everybody can get off work, you know,
with the holidays, how much time --
ahead of time will be sufficient,
think about the location, will it be onsite
or do you need a larger, more formal meeting space.
Onsite might be nice, because people will get an idea
of where they're going to be showing up on the day of,
definitely will you need to provide snacks or beverages,
I hope that you do, facilitators,
think about if you need anybody trained
to actually facilitate the training.
So if you plan to help install smoke detectors,
you may need somebody who knows a little bit more
about the installation process to train people.
And then just think about whether you're going
to be providing materials, consider online.
And some ideas of what to include in the orientation,
overview of MLK Day's mission, purpose in history,
this is really important just
to make sure people understand why this is a day of service
and if need more information about that, definitely go
to to find out more.
Also give -- an important thing is to give a brief history
of the issue, the current statistics, events related
to the issue area, any legislation activity,
just the reasons why you're addressing this community need.
And then also information on follow-up projects,
definitely give information at the orientation
so that you can maintain those volunteers after the day
of service and we'll be talking a little bit more
about that a little later.
So scheduling, scheduling your volunteers is probably one
of the most important things as well,
just for prepping for the day.
You want to allow people to sign up spots of the day,
because again, some may not all have off work on MLK Day,
and they may be busy at different times of the day.
You also want to offer a family, friendly volunteer duties,
so parents and children can serve together.
Another idea is to schedule opportunities for volunteers
to work both on their own and in larger groups to accommodate
for the different work styles.
Some people may want to come and meet new people
and other people may just want to come and serve and sort
of get their job done,
so definitely accommodate the different styles.
And also think about virtual volunteer opportunities
and this is one I know many of you are on the ground
and it's you know, you don't often think about it,
but perhaps there's a way that people can volunteer virtually
for you, whether it's even developing print materials
for you for the project or something else.
And if you are hosting a larger event
or maybe multiple projects, you might want
to consider a project calendar
and a project calendar you can scan your screen
to the right is just a listing
of available volunteer opportunities
and other information about your projects.
And many of you probably already have this
for your organizations,
it basically offers a brief description
of a volunteer opportunities and provides all the requirements,
time, date, et cetera.
Really important is to provide how to register
so if you are setting up that volunteer form
through Google docs, it gives the contact info
or it gives you the link to register.
Definitely the contact information
of the project leader and any specific skills
that are needing.
So you could choose to create a project calendar online,
or your could choose to create a printed project calendar.
And that really depends on the population of people
that you're trying to reach, you may want to do both,
with the Web-based calendar, there's a variety
of them available out there already, I know it was mentioned
in the chat is a great resource, it's also used
to create a project calendar and as Daniel mentioned,
a Google calendar, a couple
of the forms could use -- work as well.
Think about asking a volunteer to developer,
actually to create one as an in-kind donation,
this is a great idea if you're looking for a way
to utilize somebody who has those skills
that may not be able to make it on the day of to serve.
And also with the online calendar, think about ease
of use because not everybody is familiar with Google
or Google docs and especially if you're trying
to engage diverse populations, you may want to make it easy
for everybody to use, from all different backgrounds.
On the printed calendar side of things,
definitely keep your texts short, make it colorful,
provide photos, definitely with the printed calendar,
designate a central place to collect information
for the printed project calendar, so make sure
that people know, you know, they see this calendar,
they see an opportunity, how do they let you know that they want
to volunteer, provide that contact information.
So Daniel already spoke a little bit about this, but you want
to make sure that you are building in your reflection
into your project as part of your project management.
So it's -- it really takes place throughout the day,
so before your project you can think
about how will today's work directly impact the community
and you can actually hold that discussion
with your volunteers before they begin.
During the project, if it's quiet you can actually have some
discussion questions ready and people enjoy kind of being able
to talk while they work, if it's something that's really sort
of hands oriented, if you're too busy, you can think
about using posters or maybe even a movie to sort
of spark a little bit of discussion and let people kind
of reflect as their working.
And then of course after you can gather people for reflections,
definitely make sure before you start work
that as volunteers know where you will be meeting
to reflect afterwards so that they can connect
with you before they leave.
And here's some ideas for a reflection activities,
but I'd also like to steer on the chat --
or see on the chat feature some of your ideas
for reflection activities that you have used in the past
that have worked for you, especially on a one day event,
so if you can go ahead and start adding some ideas there
on the chat feature.
One of the favorite while we wait,
one of my favorite ones is just questions from a hat,
simple but you can ask volunteers to answer questions
about the day's activities,
just having them choose randomly from a hat.
[ Silence ]
Here there's a project on Civic reflections,
so be sure to Google them and check out their Website.
[ Silence ]
And also the screen, I just want to point out the survey
after volunteers complete their experience is a good way
to both make sure you have the right contact information
for your volunteers so you can invite them back later,
but also some [inaudible] reflections.
And some online resources for both recruiting and management,
I know Daniel's already pointed out a few of these,
but for recruitment, I do want to point out,
this is where you can actually post your MLK Day project
and this is where everybody is posting their MLK Day projects
and just be sure in the posting to include MLK 2013
or some iteration of that.
And hopefully you can gain more volunteers that way. is another idea.
Some other sites that I know others have mentioned,,,
I don't think it hurts to post your project in multiple places,
if you're looking for a lot more volunteers.
And then for management, one idea,
this is probably the only time I'll say it, Facebook --
a Facebook group would be probably better
than a Facebook page, in the case of trying
to manage your group
of volunteers before the day of service.
A little bit more open, people can have a dialogue with you,
your potential volunteers, so might be an idea
to create a Facebook group.
And then if you are planning to break out into teams
or if you need a better way to converse
with the planning committee, one idea's to use a text feature,
which is called GroupMe,
it's actually a free group texting site that works
like a private chat room, so you can text --
say you have four people that you're trying to plan a piece
of the project with, you can text each other that way,
especially if you're not able to connect before the day.
And please also feel free to include other online resources
as we go in a chat feature, I see here one --
one here on is one to look into.
So here's some other online resources for actually leading
and just pointing out the Google applications are really helpful
for trying to lead this project everywhere from the forms first
to get volunteers to sign up, to the calendars
so if you haven't looked into Google applications,
I strongly suggest you do.
Now if you're working with a lot of volunteers,
and have team leaders, these are some tips for team leaders
that will help you provide consistencies especially
with the you know, episodic volunteers for a service day.
Some ideas have your team leaders do a site visit before
the day of service, I think this is really important,
so that they're familiar with the site and are able
to answer questions when everybody gets there.
Also make sure they know the locations of things
like the bathrooms, refreshments
and you know, volunteer incentives.
Make sure they're setting out to empower
and really make the most ambition volunteer possible
by sort of letting volunteers have some freedom
within boundaries, but with that I think there also needs
to be some clearly defined rules for the day.
Especially if you're showing --
or expecting a large group to show up,
now I'm sure this is a piece that you're all concerned with,
maintaining volunteers beyond the day of service
and I think it's probably the most important piece
of you know, MLK Day volunteer management.
My advice is to start by gathering as much information
as possible during the sign-up and I think online is better,
so you know, don't just get the e-mail address,
that may be written wrong, get the phone number, get you know,
as much information as people would provide.
Don't bombard them, but getting that information when possible
and with this I'd also suggest
if you are having people visit a table to register or check in,
make sure that you're getting people's signatures
so that you can use pictures of them,
so if they can sign a photo release while they're also
providing information to you that would be helpful as well.
Be sure you always have someone manning the registration table,
this is also important.
I know on a service day you're all very involved
and you may feel like you need to leave the table
to go participate in something, but if you have shifts
of people manning the table, you won't miss anybody walking in.
Your project in -- that could potentially be a volunteer
later on.
And another important idea is to look to challenge the volunteers
with the work that you give them,
I think there's nothing worse than leaving a site and feeling
like you haven't accomplished anything,
that's probably not going to get your volunteers to come back.
So giving them work that they feel challenged by,
that they feel like is really accomplishing something
in the community will help maintain the volunteers beyond
the day of.
Recognition is so important, as Daniel also mentioned this,
definitely showing your volunteers
that you appreciate their services,
probably the number one thing to bring them back.
I would say offer them food and drinks, if possible,
even coffee at the beginning of the beginning
of the day would be helpful,
especially if you're doing something outside in January.
Also, try to say thank you to each individual.
If you have e-mail addresses,
you could also send thank you notes afterwards,
maybe you could do it just the day after,
I think you would find that that's something
that they would appreciate.
And definitely just don't lose contact;
keep that communication up.
You can also recognize your volunteers online
and there's some creative ways to do that,
especially if you're already participating on social media.
Think about maybe creating a photo album on Facebook.
I know probably everybody will be there with their cameras,
you can invite your volunteers to even post their own photos
on your Facebook page or post them
to the MLK Day's Facebook page.
Also, if you have a graphic designer
or if you have somebody with, you know, a little extra time
or the skills, they --
you actually could create an online badge or logo
that volunteers can place on their page to show their support
for your organization, even on the day of service.
So ENTS actually has one built in recognition opportunity
for volunteers, and that is the MLK Day Drum Major of Service.
And the MLK Day Drum Major's for Service are volunteers
who perform extraordinary everyday acts of service
with reliability and commitment,
but who seldom receive that recognition.
There's actually two types of awards, there's one award based
on the qualities of the person nominated for the award
and there's another based on the number of hours in --
the individual serves over a 12 month period of time,
so this is for somebody who's been volunteering
with your organizations for a long time.
But you can actually go online and order these awards,
they do include a certificate, a letter from the President
and the pin so it's a really nice way
if you have a longtime volunteer and you want to honor them
on the -- on your MLK Day of service,
this is a wonderful way to do so.
And we'll be sending out this presentation afterwards
so you can access that link.
And here's some additional awards,
I know some of you may want to find other ways
to honor your volunteers
so here's some ideas the Do Something Awards,
Giraffe Heroes Project and Congressional Award.
And now I'd actually like to open the lines,
so that all of you can ask questions to both Daniel and I,
any ideas or thoughts on recruitment and management.
Tonya [assumed spelling].
>> Thank you we will now begin the question and answer session.
If you'd like to ask a question on the phone line,
please press star then 1, to withdraw you're question,
press star then 2, once again to ask a question
on the phone line, please press star then 1, one moment please
for the first question.
[ Silence ]
>> And while we're waiting,
I believe we have question [inaudible] or in the Q and A,
maybe Daniel you can help answer some of these.
"What if you already have a Facebook page for your program"?
I guess I can probably start to answer this,
I think this is stressing the Facebook group,
I think if you already have a Facebook page
for your program you should probably try
to manage your volunteers on your Facebook page
and actually one great way to do that is to create an event
for MLK Day through your Facebook page.
And go ahead and invite all your volunteers to that event.
And then as people have questions or want to talk
to you, they can actually post on the wall
and that way people can sort of connect
with you before your event.
Tonya, are there other questions on the line?
>> At this time there are no questions on the phone lines.
>> All right we have another question
in the chat that we can answer.
"What are some tips you can give for projects
that might be spread out and shared vistas
in different cities or parts of the state"?
Daniel do you have any thoughts on that?
>> Yeah I was thinking about that one
because specifically even city areas you know,
we're in different cities across the nation we're
in 23 different cities actually, major metropolitan areas
and I know that all my peers in the different cities are going
to be doing their own MLK Day projects.
I do think a lot of the benefit of that comes even
in the aftermath and just being able to put together all of the,
you know, facts from all the different cities
and when you're doing follow-ups or if you are, you know,
putting out any sort of story or article or post, press release
about what it is that everybody did, you can, you know,
mention that and say here we engaged 150 volunteers
nationally, we engaged you know, 3,000 volunteers.
It's also even something that you can just simply slip
into you're welcome or you know, you're opening to everyone
when they arrive, I think
and just say you know what you guys are serving,
you've got you know, people over in Chicago and LA
who are doing the exact same thing you guys are right now,
and so just appreciate the collective effort.
But I think I would actually ask that person to maybe --
I mean ask if he could specify a little more what your situation
is, I think I was trying to interprate the question.
>> [Background Sound] I think that's a good interpretation
Daniel and if you want to continue
on that question we can --
anyone can press star 1 at anytime to get in the queue
and clarify the question a little bit more.
Tonya are there other questions on the line?
>> At this time we have no questions,
if you'd like to ask a question on the phone line,
please press star then 1.
>> I do see a question that came in through the chat
and I do think it's relevant to everybody,
so I'm going to ask it.
I see that we're having our day of service
on the Saturday before MLK Day, January 19th
and that's what some -- many of you are doing,
are there any tips on how to promote that?
Would it be a bad idea to hold another event on that Monday,
removing buildings so we could use the help.
Daniel any thoughts on that?
>> Obviously here in D.C. we're doing our event on the 19th
and at least, in my opinion I think it's been fine, it's --
it seems like all of our volunteer partners have been
on the same page as far as actually thanking us you know,
for having it on the Saturday, because a lot
of them are planning
to do something during the inauguration and you know,
and it seems like people have been really receptive
to having it on the Saturday
because then they can actually come out and volunteer,
so I don't think in my opinion, I don't think you need
to have another event on the Monday of, but you know,
that's my opinion, I think the right people will come
out to your event on Saturday if they really want
to you know come serve.
>> And we have heard, especially
with the Presidential Inauguration going on on
that Monday that many people are moving the event to the weekend,
I think that's perfectly fine and promoting it as an MLK Day
of service still works fine.
Tonya, do ...
>> I do have a question.
>> have questions?
>> I do have a question online from Brian, your line is open.
>> Brian, [inaudible] Lake County in Illinois and I know
that we're teaming up with up another college for events
and stuff, what do you think are good ways of doing it --
because we're doing service [inaudible] service
and the camp college we're going our day event within the city
of Chicago, the question I have is what do you think would be a
good way of like [inaudible]
or maybe doing a continued service project
out of what doing for our MLK event
with like our college campuses being so far away, you know,
what would be good projects that we could do in three cities
that could be sustainable because I like the idea
of making the MLK Day challenge
into a few month long event, with our volunteers.
I hope that made sense.
>> Yeah, do you have a particular theme or do both
of your schools have you know, any particular mission
that you know, that you guys rally around
or that you're aiming to be you know, the focus of your project?
>> Well I know that this year they wanted to --
that MLK wanted to have a focus around financial,
but other than that, I know that we're trying
to touch several different basis,
when it comes to our project.
I know we're both trying to deal with maybe some fire department
or just general things that we can involve most
of our community, instead of just trying to single
out one aspect of our community,
so I don't think we have a cohesive image at the moment.
>> I wonder if anyone, you know,
from the larger audience has any tips or ideas
that they could enter into the chat,
but I was thinking there are two ways that you could that,
I mean if you want to be connected in the actual product
of what you're doing, I think you know,
I don't see anything wrong with you know, creating something
or like that the same thing in two cities whether,
I don't know what kind of [inaudible] planning on doing,
I see that you're focusing on financial stuff
for I think you said partnering with them,
do you say a fire department?
Like even doing the same thing, you know, in both cities
and then you know, and then just reflecting on it together
and you know, seeing how each project went,
I think could connect you guys
or another way you could do it is to make the connection happen
within the student groups through a reflection,
rather than the actual service itself.
So then you should have like a Facebook group around it,
or you know, some sort of pen pals system, you know,
the students can continue to talk about what they did
and you know, make it a continued conversation
about service as they do their own project, you know,
in each city throughout the semester.
>> Thank you that's a really good idea.
>> Another thing I would add and we're going to be going
over this in a moment is
that there is actually a Webinar available to everybody,
it is a semester -- making MLK Day into a semester
of service Webinar, which is exactly what you mentioned
and that's actually happening next week,
it's hosted by Youth Service America,
so I'm definitely making a note of that when we get to there.
>> Okay. Thank you.
>> Tonya are there other questions on the line?
>> We do have a question, one moment please
for the next question, we have a question
from Diana [assumed spelling] your line is open.
>> Okay hello and thank you for taking my call
and thank you for your time today.
My question is on funding, do you have any resources
that we could ask for you know, say like emergency funding
in a short period of time, do you have any Websites
that have any templates that we could, you know, maybe mail too
or e-mail to say you know, our governors or senators
or you know, people like that, you know, you've been,
you know, business owners?
>> There is on the Youth Service America Site actually there are
a number of resources
and actually I think some grants open,
so I would really encourage you to go look there.
>> Okay.
>> For that sort of thing.
>> Yeah and my daughter actually is one of the youth ambassadors
for the National Child Awareness month, so you know,
they are a big help, Youth Service America and you know,
to her alone, but it's open to everybody,
so I encourage everybody to also you know,
check out Youth Service America, and look
at the amazing grants that they have, they range anywhere
from five to a thousand dollars and some
of them are actually coming up with deadlines,
so everybody should check them out.
>> This is Daniel, I would definitely echo that as well,
the first two grants I ever applied for where YSA grants,
for I think one was for MLK Day and the other was
for Globe Youth Service Day and they are user friendly,
they're not as time consuming as a lot of other grants.
I think specifically because they're meant to be accessible
to youth as well and it's a really great organization
and I think, you know,
if you have a really good idea the funds are there
to fund good ideas and you know, do service,
so I encourage you to look into that.
Also if you're on a short timeline, I would also
to you know, not underestimate you're local community groups,
like most neighborhood commissions or councils
or committees have funding set aside
for community project grants and a lot
of time that's the quickest way for you to get, you know,
response or answers, because other folks who are
in neighborhood, they're easier to follow-up with,
they probably feel more invested
in the project that you're doing.
And I would definitely just look around and you know,
see what kind of connections exist there.
>> Yeah I would also encourage everybody to review the
if you're looking for funding, review the Webinar we did
on Fundraising and In-Kind donations, it has some ideas
and sort of different ideas that you can do
for last minute funding and especially for in-kind donations
and that is posted currently on
>> Okay, thank you very much, have a good day.
>> At this time we have no further questions.
>> Great, so we'd like to encourage all of you,
if you haven't yet and I hope you have,
to join the MLK Day Facebook page, that's
and follow us on Twitter, we are opening a pole to your right,
so go ahead and start responding there.
And future Webinars as I mentioned,
next week is using MLK Day to launch a semester
of services provided by Youth Service America,
so if you're looking at really MLK Day as a launching point,
this is a great Webinar to participate in,
and then on January 9th we will be doing final preparations
and the opportunities for that inaugural tie-in.
So please complete this short pole to the right,
we appreciate any feedback that you can share.
Share in the chat feature any other resources or information
that we can provide and assist you within you MLK Day planning.
Everyone registered for this Webinar will receive a copy
of the PowerPoint by e-mail
and it also will be posted, there's a lot
of resources in this one, so we'll get that do you all
so you can review it and please contact the
with any questions that you might have.
At this point I'd like to pass it back to Rhonda Taylor.
>> Hey everyone thank you for staying with us and bringing
up great ideas and great questions
to help advance your projects and help others
that can always benefit from the questions you asked.
We really hope you will go to
and register your projects, it's really important
that we have a great project list,
because there will be a lot of media attention this year,
because the King Day of Service falls right
around the inauguration again as it did four years ago,
so there will be a lot of media attention.
And they will most likely come to to try to find
out what's going on in their community's so I hope
that you will make sure to register those projects.
Thank you again and I look forward
to hearing about everything-