Engaging & Recruiting

Planning for a Successful Match - Volunteer profiles

When recruiting employees it is important that before you begin advertising or any other step in the recruitment and selection process you have a clear idea of who it is you want to recruit.

Often the likelihood of finding the perfect volunteer is a direct result of the amount of time and energy dedicated to this part of the process.

To assist you develop a volunteer profile, included in this package are a number of guides and samples. As a general rule when developing a volunteer profile ask yourself "what activities will the volunteer be performing and what knowledge, skills and abilities will they need to perform the activity well?" Also remember that not all the knowledge, skills and abilities may be necessary in the beginning, instead they may be learnt over time, therefore only focus on the really important ones. This part of the process is commonly referred to as 'developing a job description.'

The second part of the process is to think about the type of person you require. For example if they will be performing a customer service role you would probably prefer them to be friendly and outgoing as opposed to quiet and shy.

It is also important to remember that one profile will not suit all volunteer positions and you may need to develop multiple volunteer profiles.

Additional Resources

Sample Volunteer Profile 'Books on Wheels'

Sample Volunteer Profile 'Volunteer Coordinator'

Sample Volunteer Profile 'Secretary for the Board of Management'

Advertising and Promoting

__________________________________________________________________________________
The Challenge:

thanks to your volunteer profile you know who it is you want to recruit - now you have to find them!__________________________________________________________________________________

Recruiting volunteers is similar to advertising, in that you are selling the benefits of volunteering with your organisation. When advertising it is critical that you paint a clear picture of what you will offer and what you expect of volunteers who work for you.

To develop a clear advertising message, consider:

• The organisation's industry
• The organisation's key values
• How a volunteers can make a difference
• The activities the volunteer will perform
• The hours or days required
• If they will need to participate in a screening process
• Including a contact number to obtain more information. It is often best to include a name and number of a specific person in your organisation, rather than a general number; this helps people to feel more comfortable when calling.

Best Practice Tip

• Keep your message simple

Once you have developed your basic promotional message, it is time to get creative. Think of exciting ways that you can entice volunteers to your organisation and liven up your advertising message, but be careful that your message doesn't unduly raise the expectations of potential volunteers.

Why volunteer for you? - Questions to consider when selling your message:

• What cause will volunteers be committing to?
• How will their contribution make a difference?
• Will they meet people?
• What skills and experiences can they gain by volunteering?
• Will there be an opportunity to use existing skills?
• Is this an opportunity to keep physically active?
• Are there opportunities for supervision or recognition?

Also be mindful that words communicate more than their literal meaning. If you use complicated phrases or jargon, potential volunteers who are not familiar with these words may feel excluded. This can become a major problem if your volunteer position doesn't require a person to understand these types of words. Aim to strike a balance using simple everyday language.

Similarly, use imagery or photographs that represent a variety of people participating in a variety of activities rather than stereotypical images.

Best Practice Tips

• Brainstorm ideas
• Plan for a least three discrete messages to reach your target audience

To try and capture a diverse pool of potential volunteers advertise your message in a variety of places, as you never know when someone is ready to volunteer. Alternatively if you target a specific group, tailor you message for the target audience and advertise where they are most likely to notice it.

If your advertising experience does not return the numbers of volunteers expected don't despair, advertising can positively raise the profile of your volunteer program and people may contact you in the future when they are ready to volunteer. If you find that this is occurring frequently you may wish to consider if this is also an appropriate method and time to recruit volunteers.

Also consider the most appropriate medium for advertising your message and try to use several, for example brochures, leaflets, posters, testimonials, advertisement in local papers etc. Nonetheless, remember ABS statistics show that most volunteers have been personally asked to volunteer at the organisation they work for and this still appears the most successful way of attracting volunteers.

Before you go buying or begging for newspaper space, stop and think?

• What opportunities are in your immediate and local area?

  For example shop, businesses, churches, job centres.

• How do they inform people about what is happening?

  For example notice boards, newsletters, meeting announcements, email, mailouts, websites

• Can you recreate or tap into these existing opportunities?
• Would current volunteers be willing to hand out business card or flyers advertising the program?
• Is there a Volunteer Resource Centre in your area that can provide volunteers?
• Can you give community presentations to entice volunteers?

  If yes, then take along business cards or flyers to promote your program

• Are there any expos or community events coming up where you can promote your volunteer program and volunteering opportunities?

Best Practice Tips

• Be aware that people worry about not measuring up, taking on too much and question if your organisation is really the organisation for them. Therefore, to get the best volunteers you need to be flexible, fair and frame your needs clearly in all advertising and promotional activities.
• Consider offering 'Tasters', two hour volunteering experiences so that interested people can come along and see if your volunteering experience is right for them.
• Provide an information kit containing more information about the organisation, the volunteer program, the volunteer policy and profile and positive testimonials from volunteers.
• Advertise where the people you are targeting will notice your message.

Additional Resources

Count Me In! 501 Ideas on Recruiting Volunteers by Judy EsmondOrder at: www.mtd4u.com

The Volunteer Recruitment Book by Susan Ellis. Order at www.ozvpm.com

Attracting and Retaining Members by WISH. Available:www.wish.org.au/resources/factsheets

National Centre for Volunteering website, www.volunteering.com.au

Volunteering WA website, www.volunteeringwa.org.au

Booming Recruiting, avaliable online at: www.volunteers.wa.gov.au