YOU WANT MORE AND BETTER VOLUNTEERS? FIRST "TIDY YOUR CLUB"

Before jumping in and trying to target or shoulder tap potential volunteers ask yourself, what shape are we in to welcome this new person? Is your website and signage tidy and welcoming? Is the person doing the asking friendly? Do you know the benefits of being a volunteer such as: developing new skills, boosting career options, being part of the community, a sense of achievement, meeting new people and having new experiences? Maybe your club can offer special discounts or other perks.

We strongly recommend putting "volunteering" as a line item in your budget so funds are available to support this area, appoint a volunteer coordinator and state this role on your website. This sends a powerful message to all that this area is crucial to the success of your club.

Research is saying that volunteers want more structure and to know what is expected of them. Here is a sample  Volunteer Coordinator role description from Sport NZ and each role you are looking to fill should have a role description, even if just a list of key tasks and time involved. This will also help with succession planning.

Have you thought about this as being YOUR chance to gain new skills, particularly around leadership.

WE NEED TO SLIP IN AN EXTRA "RETENTION" STAGE FOR CURRENT VOLUNTEERS

Know the 80/20 rule in sales? 20% of your customers will give you 80% of your sales, that's because looking after and retaining your current people/customers is more important than trying to get new people. Plus if your current volunteers are not happy then new volunteers will just come into a negative environment. Design a survey to get their feedback on the season and what they think the focus should be next year. What roles would they like to learn? Also, an off season newsletter is a great way to keep in contact.

YOU ARE NOW IN GOOD SHAPE TO "ATTRACT"

Struggling to get new committee members? Draft up the role descriptions, document and estimate the time and commitment involved, put on your web and newsletter. Try to "carve up" some of the role description in to bite sized chunks so two people might be able to do the one job or take turns. Try to get people helping but off the committee so they can help in their own time without attending meetings. People will help if they clearly know what's expected of them.

Clubs should be encouraged to actively ask 'new' people to assist, as we  often see the same people being asked to do everything i.e. the path of least resistance.

Do you have a special project that your club needs a hand with? Ask your members if they have a certain skill they can offer to the club (ask what skills they have in your membership form), some of them might earn hundreds of dollars an hour and could give you great advice for free or cut a deal about cheaper hireage! Wellington has a lot marketing companies, half an hour with them and you could have ideas coming out of your ears.

Contact the Volunteer Centre in your area. New Zealand has lots of immigrants that sometimes struggle to find work. They are keen to volunteer to boost their CV's and immerse themselves in the NZ culture. Youth are in the same position. We usually have a very clued up university student in our office who can inject fresh ideas. Many corporates let their staff have half a day off a month to volunteer.

THE OFTEN MISSED STEP, CREATE A WELCOME PACK AND "INDUCT"

Remember your first day at a new job? So much to take in? Design a letter of welcome and a welcome packincluding items like: contact lists, role description, reimbursement policy, code of conduct and information about your club. This is a great way to make your new volunteers feel like they are welcome and part of the team. Where appropriate, you can use different languages (e.g. Maori) to make your volunteer feel even more comfortable. Do you have some branded gear to give them? How about assigning them a "buddy" so they have a point of contact and also take the workload off the chairperson.

NOW YOU HAVE GOT THEM, YOU NEED TO "TRAIN" THEM

Get a group together every year and get a discounted rate at a first aid course. Send and pay for them to attend courses or workshops - check out the range we offer. Look out for entry level / generic coaching courses under the KiwiSport banner coming up. Some sports have requirements for traffic management (STMS) certification. Training should be on-going and repeated.

DON'T FORGET TO "MAINTAIN" THEM

What happens if you buy a bike and don't look after it? Rust and squeaky wheels! Check your volunteers are ok, give praise and constructive feedback, address concerns, reimburse expenses, involve them in planning and ask if their experiences so far match original expectations.

Sport NZ has lots of information around maintaining volunteers.

If they are a coach / official and have experienced sports rage then learn how to manage sports rage.

"RECOGNITION AND/OR REWARD" AND SAY THANKS!

One important point, some volunteers just want to be acknowledged by a simple verbal "thank you" at the right time by the right person and in the right environment.

At one event ask for a gold-coin donation that can go toward some small prizes, petrol vouchers or bottle of wine to give to volunteers at your AGM or prize giving. Get in a guest speaker to inspire. Send a card at their birthday. Give the best car park to your volunteer of the month. How about providing food at an event, don't under estimate the power of providing coffee!

Here are 30 ways to recognise volunteers.

Our Volunteer of the Month and Coach of the Month winners all receive a framed certificate in the post plus a photo and article on our website and the Sport Connector newsletter that goes to 1,000 emails in the greater Wellington region (hint = promotion of your club!).

THE CIRCLE IS COMPLETE AS WE ARE BACK AT THE "RETAIN" STAGE

Have a look at the earlier "retention" stage for ideas. How well does your club do all of these stages? Got a weak link? Found an area that you can work on?

If someone still leaves, make sure you ask why. Perhaps the reason  could be fixed before the next person is approached.

Current volunteers will require further "training" and the loop continues...

Sport NZ - Managing Volunteers

Sport NZ has a stack of information, resources and templates plus many web pages devoted to volunteering.

Volunteering NZ

Volunteering New Zealand (VNZ) is an association of volunteer centres and national and other organisations with a commitment to volunteering. Current member organisations cover emergency services, health, welfare, education, culture, faith based services, community support, ethnic groups, sport and recreation, conservation, special interests, advocacy and international volunteering. Find your local centre here.

VolunteerNet

A website that has been developed by New Zealand Major Events, to help connect volunteers with event-based volunteering opportunities, while at the same time providing a free online volunteer recruitment and management tool for event organisers.