Mentoring and Empowering Volunteers

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  1. Leadership Skills: Mentoring and Empowering Volunteers Effective Electronic, Verbal, and Written Communications 2. Overview <ul><li>About the Speaker…
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  • 1. Leadership Skills: Mentoring and Empowering Volunteers Effective Electronic, Verbal, and Written Communications
  • 2. Overview <ul><li>About the Speaker </li></ul><ul><li>The Volunteer Manager’s Changing Role and its Importance </li></ul><ul><li>The Five R’s of Volunteer Coordinator Management </li></ul><ul><li>Effective Communication Systems </li></ul><ul><li>Conclusion </li></ul>
  • 3. Margaret Snow [email_address] 607 218-2040 <ul><li>Hospice Volunteer since 2006 </li></ul><ul><li>Other Volunteer Activities </li></ul><ul><ul><li>Legislative committee to study broadband access for the underserved in Tompkins County </li></ul></ul><ul><ul><li>Treasurer and paddler for the Ithaca Dragon Boat Club </li></ul></ul><ul><li>Realtor for 5 years </li></ul><ul><li>IT Manager for High Tech Computer Security Firms </li></ul><ul><li>IT and Computer Training for Staff and Law Enforcement Agencies </li></ul><ul><li>Facility Security Officer with Government Security Level of Secret </li></ul>
  • 4. You Are Appreciated!!
  • 5. The Volunteer Coordinator’s Changing Role <ul><li>Then: </li></ul><ul><ul><li>Recruiting </li></ul></ul><ul><ul><li>Training </li></ul></ul><ul><ul><li>Coordinating volunteer assignments </li></ul></ul><ul><ul><li>Collect volunteer reports </li></ul></ul><ul><li>Now </li></ul><ul><ul><li>Paying bills </li></ul></ul><ul><ul><li>Preparing budgets </li></ul></ul><ul><ul><li>Participating in strategic planning </li></ul></ul><ul><ul><li>Doing volunteer performance reviews </li></ul></ul><ul><ul><li>Gathering statistics for upper management </li></ul></ul><ul><ul><li>Dealing with regulatory compliance issues </li></ul></ul>
  • 6. Changes to the VC’s Role (Continued) <ul><li>Now : </li></ul><ul><ul><li>Volunteer appreciation activities </li></ul></ul><ul><ul><li>Community development and awareness activities </li></ul></ul><ul><ul><li>Volunteer procedures </li></ul></ul><ul><ul><li>Attending team meetings </li></ul></ul><ul><ul><li>Facilitating regular volunteer meetings </li></ul></ul><ul><ul><li>Board member </li></ul></ul>
  • 7. Five R’s of Volunteer Management <ul><li>Relationship </li></ul><ul><li>Recruitment </li></ul><ul><li>Rewards and Recognition </li></ul><ul><li>Renewal (training) </li></ul>
  • 8. Relationship <ul><li>How They Cope: A Qualitative Study of the Coping Skills of Hospice Volunteers </li></ul><ul><ul><li>Problem focused coping (seeking advice from Hospice organizational staff, friends) </li></ul></ul><ul><ul><li>Emotion-focused coping (talking with others, going to funerals) </li></ul></ul><ul><ul><li>Meaning-making through appraisal (religious beliefs, downward comparison) </li></ul></ul><ul><ul><li>Physical techniques (walking, deep breathing, playing with pets) </li></ul></ul><ul><ul><li>Most significant coping mechanism utilized for the volunteer was talking with the volunteer coordinator. </li></ul></ul>
  • 9. Rewards and Recognition Innovative Ways to Say “Thank You” <ul><li>Make recognition personal and public when possible </li></ul><ul><li>Write an article for local newspaper </li></ul><ul><li>Recognize anniversaries with the organization </li></ul><ul><li>Personal notes you make from blank card stock </li></ul><ul><li>Quarterly coffee & donuts meeting </li></ul><ul><li>Personalized email </li></ul><ul><li>Get family members to write note or email to volunteer </li></ul><ul><li>Nominate a volunteer 50+ years old for the AARP Andrus Award (June 1, 2011 deadline) </li></ul><ul><li>Post kudos on Hospice Facebook page </li></ul><ul><li>Send an e-greeting card </li></ul><ul><li>77 Ways to Recognize Volunteers by Bill Wittich </li></ul>
  • 10. Renewal (Training) <ul><li>Periodic training other than mandatory sessions </li></ul><ul><ul><li>Set rights and expectations </li></ul></ul><ul><ul><ul><li>Receive training, know who is responsible for their supervision, protected against any risks that arise from volunteer work, ability to refuse assignment, dress code </li></ul></ul></ul><ul><li>Boundary training </li></ul><ul><li>Understanding the Dying Process </li></ul><ul><li>HIPAA and HITECH requirements </li></ul><ul><ul><li>Concerns about laptops, home-based computers, PDAs and smart phones </li></ul></ul><ul><ul><li>Hotel, library and other public workstations </li></ul></ul><ul><ul><li>USB flash drives, CDs and DVDs and external hard drives </li></ul></ul><ul><ul><li>Security is not a one-time project but an ongoing dynamic process that will create new challenges as the organization and technology changes. </li></ul></ul>
  • 11. Effective Communication <ul><li>Communication needs to be </li></ul><ul><ul><li>Adapted to the fastest way a volunteer can communicate </li></ul></ul><ul><ul><ul><li>Texting </li></ul></ul></ul><ul><ul><ul><li>“ Personalized” mass emails (SendBlaster2, MailChimp, Outlook signature tool) </li></ul></ul></ul><ul><ul><ul><li>Facebook group (private) </li></ul></ul></ul><ul><ul><ul><li>Go Directly to Voicemail options (Verizon or Slydial) </li></ul></ul></ul><ul><ul><li>Succinct </li></ul></ul><ul><ul><ul><li>Especially important in written communications </li></ul></ul></ul>
  • 12. Effective Communications Transmission of Volunteer Reports <ul><li>Hi-tech Transmission of Volunteer Reports </li></ul><ul><ul><li>Electronically via “cloud computing” systems such as Hospice Volunteer Association’s Patient Data Vault (PDV). </li></ul></ul><ul><ul><li>Email – must be “de-identified as truly anonymous information would be” It is then no longer EPHI (Electronic Protected Health Information) </li></ul></ul><ul><ul><li>Copy machines, fax machines, telephones are not included in rules for electronic transmissions </li></ul></ul><ul><li>Low-tech Transmission of Volunteer Reports (Reminders) </li></ul><ul><ul><li>Keep a stack of blank reports in your vehicle </li></ul></ul><ul><ul><li>Memory joggers – promotional items with organization’s name (something hanging from rear view mirror, pens) </li></ul></ul><ul><ul><li>Calendar or smart phone reminder </li></ul></ul>
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