Attracting and Retaining Quality Board Members

The Art of Volunteer Coordination

Attracting & Retaining Quality

Volunteer Board Members

Tanya Stevenson

Understanding the role of the Volunteer Board

A Board/Management Committee responsibilities include:

• Governance: setting the overall direction, policies, and strategies of the organisation. They ensure that the organisation's activities align with its mission and values.

• Fiduciary Duty: legal and ethical obligation to act in the best interests of the organisation. This includes overseeing financial health, budgeting, and ensuring compliance with legal and regulatory requirements.

• Strategic Planning: contribute to the development and implementation of long-term strategic plans to guide the organisation's growth and sustainability.

• Monitoring and Evaluation: monitor the organisation's performance, assessing progress towards goals and evaluating the effectiveness of programs and initiatives.

Define the skills you require: Skills Audit

• Completing a skills audit of current members will help you to identify key skills you are looking to recruit. Ensure you consider diversity of the members (age, gender, backgrounds).

Position Description

• Sets clear goals and responsibilities of the volunteer role. This also ensures the volunteer can make an informed decision when considering the position and understands the expectations required.

Induction

• Reinforces the expectations and builds understanding and relationships for the volunteer board.

Attracting Volunteers

Build Relationships and foster networks

• Be an ambassador for your club

• Friends who share your passion for the organisation will want to help

Ask for Help

• Personal Approach

• Advance notice

• Clear information about the requirements of the role

Understand why the person wants to volunteer

• To remain connected to the cause/activity

• To meet other people

• To provide meaningful ways to give back

• Improve their resume and gain skills

Attracting Volunteers – Top Three Ideas

1. Advertise on LinkedIn and SEEK Volunteers

2. Host an Information Session or Open Night

3. Utilise your existing social media platforms to advertise for EOI

TIP: Access existing networks that have access to the skills gaps you require.

Example: Peak Bodies, Associations, etc.

Retaining Volunteers

Create a welcoming and inclusive environment

• Implement a comprehensive follow up Induction Program eg: mentor or buddy system

Ensure the activities are meaningful and provide an opportunity for learning and growth

• Internal Facebook page/messenger to showcase regular updates rather than once per month

Review the responsibilities of the role

• Review the Position Descriptions

Organise post activity briefings to capture the feedback from volunteers

Hold social events where volunteers can develop friendships and trust with other volunteers

Show volunteers they are valued

• Simple thanks

• Training Opportunities

Encouraging Strategic Discussion & Feedback

Ensure that your volunteers are given easy reminders of WHY they are volunteering their time to keep them engaged.

This can be done by:

• Set up sub-groups or project groups to allow for more in-depth discussions.

• Add key objectives for each meeting as a reminder of their purpose (eg: Finance & Risk)

• Include an operational plan over 12 months with key performance outcomes to be achieved and add to the bottom of minutes

• Ensure the agenda has time allocated to strategic discussions and that the Chair allows time for each member to contribute

• Ensure key dates for upcoming activities are accessible (add to end

Flexibility is Key

Assess the best way to achieve the outcome

• Can the outcome be achieved online?

• Can the role be broken down into smaller tasks e.g. minutes and correspondence secretary?

• Are there one-off projects that will utilise a volunteer’s specific skills – sub-groups?

Understand the constraints of the volunteer

• Time

• Family commitments

• Transport requirements

Questions

Thank you