how to find volunteers for organizations by ocak

VIEWS: 353 PAGES: 22

									FACT SHEET 4 FINDING VOLUNTEERS Before you start recruiting volunteers it is beneficial to design a recruitment strategy. Make sure you have a method of recording details of any potential volunteers (Appendix B). You need to ask yourself some questions:  Purpose for which volunteers will be recruited.  Why does your organisation need volunteers?  What will the volunteers role be?  How many volunteers do you need?  When are volunteers needed?  Does the type of activity the volunteer will be involve in need a criminal records bureau disclosure check? (see FACT SHEET 5)  Have you designed a Volunteer Role Description? (see Appendix C)  How recruitment will be done



How will you advertise and try and recruit volunteers? (see Appendix D)

 Procedure for prospective volunteers to get in contact with

 Who is going to be the contact person for volunteers?  Will you use application forms? If so, they should be very simple – both to avoid putting potential
volunteers off, and to avoid excluding volunteers with poor written literacy skills. A sample form can be found in Appendix B.

 What will you do about references?  How will you deal with people you feel are not right for the particular volunteer role they are
interested in? Useful answer – refer them to the Volunteer Centre!  How will volunteers be introduced into the organisation

    

Will you interview volunteers or have an informal chat? Who will interview volunteers and introduce them into your organisation? Will you have an induction programme? Who will be responsible for training your volunteers? If your organisation works with vulnerable clients, what procedures do you have in place to protect both them and your volunteers?

 Who will act as a supervisor for the volunteers?
Cumbria CVS is a company limited by guarantee no: 6178269, registered in England at 12a Selby Terrace, Maryport CA15 6NF. Charity no: 1119671

 Measuring success of the recruitment strategy

 

How will you monitor and evaluate your recruitment strategy? Are you recruiting enough volunteers for your project?

When you take volunteers on they should be given a Volunteer Role Description so that both you and the volunteer know what their volunteering role entails. Paid staff has job descriptions and get to know what they do in their job each day quite quickly, however volunteers may only be there for a few hours each week so need to become familiar with their role. A sample Volunteer Role Description can be found in Appendix C.

 How to recruit volunteers?



Volunteer Centre Potential volunteers call in at the Volunteer Centre to find out about opportunities for volunteering. The Volunteer Centre has a volunteering database, V-Base, which holds information on local volunteering opportunities. It matches volunteers‟ interests to potential volunteering vacancies. The Volunteer Centre also has a volunteering opportunities booklet, which contains details of local volunteering opportunities, when and where volunteers are needed and what the role of the volunteer will be. We also attend various displays and exhibitions and volunteering talks throughout the year. Each month we also produce a monthly voluntary vacancies list which has advertises local volunteering opportunities and this is sent to local radio stations, newspapers, community centres, libraries, colleges, universities, churches, etc. If you would like to register your volunteering opportunity with us then you just need to complete a voluntary opportunity registration form, which is available from the Volunteer Centre. A copy is shown in the appendix D – or contact us for a form and to discuss further your volunteering opportunities. Volunteers recruited through the Centre will be signposted to other agencies and therefore these agencies will accept responsibility for managing their volunteers. Agencies should decide on the suitability of volunteers, and if they are not suitable they should refer them back to the Volunteer Centre.


         

Other Volunteer recruitment methods Displaying posters in public places, e.g. doctors surgeries, community centers, libraries Doing presentations or talks Attending exhibitions, displays or shows Writing a press release or letter to the editor Advertising in newspapers or on local radio Radio Interviews Holding a volunteer open day Case studies about other volunteers in newsletters or local media Using other voluntary organisations that recruit volunteers Organising a display in a local library or shopping centre
Cumbria CVS is a company limited by guarantee no: 6178269, registered in England at 12a Selby Terrace, Maryport CA15 6NF. Charity no: 1119671

             

Appeals Word of mouth* Website Leaflets Pre-retirement groups Church groups Posters in window Town hall Job Centre College or universities Libraries Telephone directories Commercial companies – some may offer their employees time off to do voluntary work Leisure facilities

*Word of Mouth: a word of caution – do not rely on this alone as word of mouth can result in recruiting people of similar age, sex and backgrounds. To ensure volunteering opportunities in your organisation are “open to all” and to ensure inclusion and diversity a variety of recruitment methods are needed. Keeping record of where volunteers have come from can identify trends of where your best method of recruiting volunteers come from. A sample recruitment response form can be found in Appendix E.


Advertising for volunteers

It is useful to highlight the benefits of volunteering and how volunteers can make a difference to the community. Also a description of the work volunteers will be doing and what the activities of the organisation are is also beneficial in helping a potential volunteer decide whether or not they are interested in volunteering with your organisation. Have a named contact person for volunteers who can answer enquiries from volunteers. Be helpful and friendly – the first contact with your organisation needs to be opening and welcoming. Respond quickly to volunteers enquiry, e.g. within 5 working days. If you made an enquiry with an organisation offering your time as volunteer, how long would you like to wait to hear back from an organisation? If you are unable to contact a volunteer by telephone and by leaving messages, write to the volunteer so they know you have been trying to make contact and ask them to contact you. It could be a break down in communication in you losing that valuable volunteer.

Cumbria CVS is a company limited by guarantee no: 6178269, registered in England at 12a Selby Terrace, Maryport CA15 6NF. Charity no: 1119671



Interviews

If your organisation decides that you will be interviewing volunteers or will be inviting potential volunteers in for an informal chat then it is useful to prepare questions to ask volunteers. This information can then be used to decide whether or not a potential volunteer will be suitable. When preparing for the interview make sure that you have enough time and have an area where you can talk comfortably, free from interruptions and use informal seating. A circular table or using no table may be an idea and less threatening for the individual. Having a clear volunteer task description on paper and a plan for the interview of asking relevant questions to find out information about the volunteer is necessary. Make sure you have your organisations literature, newsletters, annual reports at hand. Most interviews adopt a fairly informal style and follow a pattern of:           Introducing people Outlining the activities of the organisation If you are going to take notes during the interview to explain that you are going to do so Explaining how long the interview is likely to last and what will happen after the interview Explaining the role of the volunteer Asking questions of the potential volunteer Inviting questions from the potential volunteer Ascertaining whether or not the individual is still interested in volunteering Making sure that all personal details are recorded correctly If the potential volunteer is not interested anymore or if the volunteer is unsuitable then refer them back to the Volunteer Centre

There are two main types of questions, which are closed or open questions. Closed questions will only produce short and factual answers and helps record the basics about the volunteer. However asking open questions will get more information from the volunteer. Using open questions can help identify motivation, attitudes, knowledge and experience of the volunteer. For example:    What do you think about……………………… Can you tell me about………………………… What would you like to do about……………..

When interviewing make sure that you listen and observe and concentrate on what the potential volunteer is talking about. Be open minded and be aware of the volunteer‟s attitudes, personality, strengths and abilities. At the end of the interview summarise what has been said and clarify what will happen next, e.g. who will do what and when. Also make sure you ask the volunteer if they have any other questions or worries. Finally don‟t forget to thank the volunteer for coming in. An interview checklist can be found in Appendix F.
Cumbria CVS is a company limited by guarantee no: 6178269, registered in England at 12a Selby Terrace, Maryport CA15 6NF. Charity no: 1119671

APPENDIX B – SAMPLE APPLICATION FORM [INSERT NAME OF ORGANISATION] VOLUNTEER RECORD FORM

FULL NAME:

……………………………………………..…………………………………………………………….

ADDRESS: ……………………………………………………………………………..………………………
POSTCODE: ……………………………………… EMAIL: ………………………………………………..……….. HOME TELEPHONE NO : …….…….…………… MOBILE NO: …………………….……..…………………….. DATE OF BIRTH: ……/……/…… PRESENT OCCUPATION: ………..…………………………

CONTACT PERSON AND NUMBER ENCASE OF EMERGENCY: ………………………………………………. ……………………………………………………………………………………………………………………………….

Have you been a volunteer before?

YES

NO

If yes, please provide a brief description of the role: …………………………………………………………………………………………………………….……….. ………………………………………………………………………...…………………………………………… Which volunteering role are you interested in with our organisation? ………………………………………………………………………………….………………………………….. How many hours do you think you can commit to each month? 1-3 hrs 3-6 hrs 6hrs +

Please tick each box when you could be available as a volunteer. Mon MORNING AFTERNOON EVENING Tue Wed Thurs Fri Sat Sun

Cumbria CVS is a company limited by guarantee no: 6178269, registered in England at 12a Selby Terrace, Maryport CA15 6NF. Charity no: 1119671

Do you have any special qualities or skills? ……………………………………………………………………………………………………………………. ……………………………………………………………………………………………………………………. ……………………………………………………………………………………………………………………. Please provide details of any other types of work or hobbies you like: …………………………………………………………………………………………………..………………… ……………………………………………………………………………………………………………………. Do you have any special needs that should be given consideration? ……………..……………………………………………………………………………………………………… ……………………………………………………………………………………………………………………. Please explain why you would like to be a volunteer with [insert name of organisation] What do you hope to gain and what can you offer? …………………………………………………………………………………………………………………… ……………..………………………………….…………………………………………………………………… …………………………………………………………………………………………………………………… …………………………………………………………………………………………………………………… How did you hear about us? ……………………………………………………………………………………………………………………. REFERENCE CHECK Please provide the name and contact details of two referees who are preferably unrelated to you and have known you for 2 years or more.
Name: …………………………………………… How do they know you? ………………………………

Address:………………………………………………………………………Postcode: ………………… Telephone number: ……………………………………………………….. Name: …………………………………………… How do they know you? ………………………………

Address:……………………………………………………………………… Postcode: ………………… Telephone number: …………………………………………………………

CRIMINAL RECORD CHECK You may wish to include information here about a Criminal Record Check (if it is needed for your type of volunteering role). THANK YOU FOR YOUR INTEREST IN VOLUNTEERING AND FOR COMPLETING THIS FORM. Please return this application form to: [insert name and address of organisation]
Cumbria CVS is a company limited by guarantee no: 6178269, registered in England at 12a Selby Terrace, Maryport CA15 6NF. Charity no: 1119671

APPENDIX C ~ VOLUNTEER ROLE DESCRIPTIONS

Below are some ideas of what you could put into the Volunteer Role Descriptions.

 TITLE
Here you could give a title of the volunteering task that the volunteer will be doing.

 PURPOSE OR OBJECTIVE
Here you need to clarify the purpose or objectives of using volunteers

 SUGGESTED ACTIVITIES
Examples of the type of activities the volunteer may be involved in.

 SKILLS, EXPERIENCE AND QUALITIES
The type of skills, experience and qualities the volunteer may need.

 TRAINING
What training is needed for the volunteer

 COMMITMENT
The length of commitment that the volunteer needs to commit to

 HOURS/DAY
The hours and day when the volunteer will be helping the organisation

 LOCATION
The location of where the volunteer will be volunteering.

 SUPERVISION
To identify who will be the supervisor of the volunteer and how often the volunteer will have supervision. It is also useful to clarify who the volunteer should speak to if they have problems.

 BENEFITS
The benefits for the volunteer that they will gain whilst volunteering with your organisation, e.g. training, reimbursement of expenses, parking, child care provision, volunteer recognition events, etc.

Cumbria CVS is a company limited by guarantee no: 6178269, registered in England at 12a Selby Terrace, Maryport CA15 6NF. Charity no: 1119671

APPENDIX E – SAMPLE RECRUITMENT RESPONSE FORM

Recruitment Strategy (tick how volunteers heard about your programme)

Date

N a m e

Age

Cumbria CVS is a company limited by guarantee no: 6178269, registered in England at 12a Selby Terrace, Maryport CA15 6NF. Charity no: 1119671

APPENDIX F

INTERVIEW CHECKLIST

Information provided to the volunteer: Volunteer Role Description and information about organisation Application forms and equal opportunity monitoring form is completed by prospective volunteer Interview questions focus on prospective volunteer’s skills, experience and interests If an appropriate volunteer opportunity is not available, the prospective volunteer is referred to the Volunteer Centre The prospective volunteer is informed of reasons for selection/rejection

If Selected:

References are obtained and examined: reference form and volunteer reference request completed Police checks are conducted when required by volunteer role requirements The organisation’s Equal Opportunities policy and Health and Safety policy are provided to the volunteer Vehicle licenses and insurance are reviewed if relevant Volunteers are given the opportunity to discuss their volunteering preferences and volunteer task duties are adjusted to their skills and limitations when necessary Volunteers are placed in volunteer opportunities that best meet the needs of the volunteer and the organisation The volunteer starts with minimal delay after the initial interview A volunteer agreement is part of the volunteer placement process

Cumbria CVS is a company limited by guarantee no: 6178269, registered in England at 12a Selby Terrace, Maryport CA15 6NF. Charity no: 1119671

PRESS RELEASES AND MEDIA TIPS 1) INTRODUCTION Press (news) releases are a publicity generating technique commonly used by organisations to raise awareness and interest in their products and services. As advertising costs can be prohibitive for charities and non-profit-making, this form of communication is especially popular. It is a cheap and effective way of raising public awareness, attracting volunteers and hopefully funds for a range of social concerns including illness, poverty and under-development. However an estimated 80% of all press/news releases never get published. This is mainly due to lack of strategic thinking and poor execution on the part of the organisation seeking publicity. This being so, what can be done to increase the chances of getting the organisation‟s press releases published?

2) WHEN SHOULD A PRESS RELEASE BE ISSUED? The press release is often wrongly perceived as a means of free advertising or self-promotion. This overlooks a number of strategic possibilities. The press release should seek to entice the editor or journalist to seek out more information about the story, and more importantly, to get the story published. From a strategic perspective, the release can also define the organisation‟s character and core values over time. This can have the effect of providing inoculation from attack in times of crisis. In this respect press releases should be issued only if they are newsworthy and have something to say. Therefore, the release must contain fact or opinion that is new, relevant and of interest to a substantial number of the publication‟s readers. This is a feature borne out by research which indicates that the news stories most likely to get published include the following characteristics:     Timely (Topics in the news). Research Stories (New discoveries and inventions). Forthcoming events (Announcing and/or promotion of events sponsored by the organisation). Consumer Information (To aid consumers decisions and activities).

This research also indicated that when the press release provides information and a service to newspaper readers, editors use them more frequently than those which could be categorised as:  Institutional News (self-promotion, accomplishments of the organisation).  Features (Articles about people associated with the organisation who have done something of interest).  Past Events (Summary of events which have already occurred). Essentially, the most effective and most published releases blend reader service with organisation promotion. So, before writing press releases the following questions must be posed and answered.  What information do the target audience need and want?  What information can the organisation provide to meet the target audience’s needs and desires?

Cumbria CVS is a company limited by guarantee no: 6178269, registered in England at 12a Selby Terrace, Maryport CA15 6NF. Charity no: 1119671

3) WHY DO SOME PRESS RELEASES FAIL TO BE PUBLISHED? All press releases are read by the recipients, but a great many end up in the bin. The usual reasons for this are that it was....  Too boring - The editor decided the news contained in your press release was not of sufficient interest to the general public. Bear in mind that an event that you and your colleagues may consider to be of great importance may not capture the imagination of people who haven‟t your specialist involvement or interest in the issue. Too late - The news item was interesting, but out of date by the time the press release was written e.g. an editor may consider the appointment of a new managing director of an organisation newsworthy, but not if the person had already been in post for six months. Poorly written - The press release contained some interesting news, but was so confusingly written that the editor could not spare the time to rewrite it. Just bad luck - The news item was current, well written and interesting, unfortunately other press releases received at the same time were even more interesting.

  

Although over 80% of all press releases are rejected editors are always on the look out for interesting ones to fill their pages. Never give up. If you can develop the skills necessary for preparing and writing informative and stimulating stories then there is no reason why they will not be published. Firstly a number of fundamental issues must be considered. These are best framed as questions which those charged with the task of gaining media attention should ask themselves. 4) WHICH WRITING AND FORMATTING STYLE IS MOST APPROPRIATE? The main objectives of a Press Release are to capture and sustain the target audience‟s attention. When writing a Press Release, a basic news-writing style using short words, short sentences and short paragraphs is essential. Avoid the use of unnecessary jargon and seek to emphasise uses, advantages and implications to the target reader rather than features. To achieve the desired effect the format of the Press Release is universal and always starts with the most important information before moving through a short series of paragraphs from the more important to less important details. The Editors attention must be stimulated in the first 15 to 20 lines. Therefore structure and presentation are critical. The crucial aspects are: a) The Headline of the Release The headline should seek to arouse the editor‟s interest in the story and the news angle. This is a working title and should be brief, direct and descriptive statement about the context of the release. The release date should be printed on the right hand side of the headline. b) Paragraph One Paragraph one is crucial as it contains the news angle which sells the story. It must catch the editor‟s interest and should entice them to read the remaining paragraphs. The Paragraph contains the central information (who, what, when, where and how) It must summarise the whole story and should be able to stand alone. Aim for a one thought - one sentence approach.
Cumbria CVS is a company limited by guarantee no: 6178269, registered in England at 12a Selby Terrace, Maryport CA15 6NF. Charity no: 1119671

The remaining paragraphs should elaborate on and substantiate the rest of the story while also expanding on the news angle. Finally, the release should be written so that it can be easily cut anywhere after paragraph one and still make sense. c) Length & Format The following points are crucial when considering length and format:  If at all possible confine the release to one page (never more than two).  Typing should be double spaced on one side of paper with generous margins (2.5 inch margin on the top of the first page and at least 1.5 inches on the top of the second page for editors notes).  Never carry a sentence from one page of the release onto the next page.  Finish a sentence or paragraph on the page it was started and type “More Follows….” to indicate a second page.  When the main body of the release is finished, type “(-Ends-)”.  The date the release was sent, contact names/telephone numbers for further information should be placed at the bottom of the release.

5) SAMPLE PRESS RELEASE LAYOUT ***Press Release***       Release Date Headline Paragraph 1 - Who, what, why, when, where, how Paragraph 2 - Expand (provide context), perhaps quote Paragraph 3 - Background information Paragraph 4 -Background information and organisation‟s details (-Ends-) Today‟s Date: Name: Tel: Email: For further information contact: Address: Fax: Website:

Cumbria CVS is a company limited by guarantee no: 6178269, registered in England at 12a Selby Terrace, Maryport CA15 6NF. Charity no: 1119671

Useful Volunteering Facts and Figures that you could add under “notes to editor on a press release” or if you are asked by local media


Who Volunteers?

Over half the population volunteer. In 2005, 68% of people in England (or 27.4 million people) volunteered informally, while 44% of people (or 17.9 million people in England) volunteered formally.


Definitions:

Informal volunteering – giving unpaid help as an individual to someone who is not a relative. Formal volunteering – giving unpaid help through groups, clubs or organisations to benefit other people or the environment. 2005 DCLG Citizenship Survey Other useful statistics: • Volunteering is popular with young and old. 53% of young people aged 16-19 have volunteered with a club or organisation at least once in the last 12 months, while 78% have given unpaid help on an informal basis. 28% of over 75s have volunteered with a club or organisation at least once in the last 12 months, while 46% have given unpaid help on an informal basis. 2005 DCLG Citizenship Survey • More people are volunteering through their employer. In 2005, approximately 40% of employees participated in employer-supported volunteering schemes in England. 17% of these employees had volunteered regularly throughout the year. 2005 DCLG Citizenship Survey • Over 42,000 students volunteer through organised volunteering programmes at their university or college. Each student volunteer gives on average 82 hours per year to their community, contributing nearly £1,000 per year to the economy. Neil Fairhurst (2004), The National Survey 2004: Involving Further Education Students in the Community, commissioned by Student Volunteering England • Sport and recreation accounts for 26% of all volunteering in the UK and provides a workforce equivalent to 180,000 fulltime workers. 2005, London Olympics Bid document Volunteering and health, happiness and skills • Volunteering is good for you. 63% of 25-34 year olds and 62% of over 65's say volunteering helps them feel less stressed, while 71% of volunteers who offer their professional skills and experience say volunteering helps combat depression. Nearly half of all volunteers say volunteering has improved their physical health and fitness. 2004, ICM Research findings commissioned for CSV (Community Service Volunteers) and Barclays
Cumbria CVS is a company limited by guarantee no: 6178269, registered in England at 12a Selby Terrace, Maryport CA15 6NF. Charity no: 1119671

• Volunteering helps you lead a healthier life. Twenty-two percent of 18 to 24 year olds say volunteering helps them cut down on alcohol and 30% say volunteering helps them smoke less. 2004, ICM Research findings commissioned for CSV and Barclays • Levels of volunteering relate to levels of happiness. Research published in 2004 indicated that people living in areas with a high level of civic participation were happier with their lives. 2004, Economic and Social Research Council's Democracy and Participation Research Programme • One survey found that volunteering was the second greatest source of individual joy, behind dancing. Argylle M (1996), The Social Psychology of Leisure, published by Penguin • Six out of ten volunteers said volunteering gave them an opportunity to learn new skills. Davis Smith J (1998), The 1997 National Survey of Volunteering Volunteering and the economy • Annually volunteering is worth over £40 billion in England and Wales. This is the equivalent contribution to the economy made by people involved in their local community based on the national average wage. 2003, Home Office Citizenship Survey • Volunteers spend an average of 3 working weeks a year giving unpaid help through groups, clubs and organisations. This is the equivalent of around 1 million full-time workers involved in their local communities. 2003, Home Office Citizenship Survey

6) HOW TO TARGET THE APPROPRIATE MEDIA It is important to understand that the best „News Releases‟ are worthless if they are sent to the wrong media, or sent to the right media at the wrong time. It is therefore crucial that you are familiar with the type of stories your target media typically print. This requires you to be aware of certain facts about the chosen media, for example, who their readers are, how often they publish, when they are printed and their latest date for copy. Each story requires its own carefully selected list of target media in order to maximise its chance of being published so target your release to the appropriate journalist, department and publication.

7) WRITING EFFECTIVE RECRUITMENT MESSAGES Every day we are at the receiving end of recruitment messages encouraging us to volunteer - in the paper, on the bus, the radio, notice boards. Within your locality there are likely to be hundreds of organisations who involve volunteers and are on the lookout for more. So when it comes to finding volunteers for your own organisation, what can you do to get your own recruitment message noticed? How can you catch people‟s interest harness their concern and motivate them to volunteer?
Cumbria CVS is a company limited by guarantee no: 6178269, registered in England at 12a Selby Terrace, Maryport CA15 6NF. Charity no: 1119671

Despite the competition to recruit volunteers, it‟s not difficult to make your recruitment message stand out. Many organisations‟ messages are vague or bland, largely in a misguided attempt to avoid putting people off. Ironically they do just that, because they fail to provide people with the clear and specific information they require to make an informed decision about volunteering. An effective message will put people off - the wrong people. If your message is explicit about the sort of people you are looking for, unsuitable prospective volunteers can de-select themselves out of your recruitment process before you‟ve spent valuable time on processing applications, interviewing or even training. Formulating a clear message also encourages organisations to be very focussed about their volunteer programmes. Using the following five point formula for writing a message will push you to be certain about what your volunteers will do and what type of person is most suitable to do that work. It will also help you to think about the voluntary work from the volunteers‟ perspective: Why might people be interested in doing it? What will they get out of volunteering with your organisation? By giving potential volunteers the information they need you are more likely to encourage a response. a) What does your organisation do? Start your message by describing purpose of your organisation or group. In some cases, the name of your organisation might communicate what you are all about. If not, add a brief explanation: „Community Projects Carlisle aims to address the issues and raise awareness of youth homelessness and independent living. If you have space, explain what difference your work makes, or what would happen if you weren‟t supported by volunteers? At all costs, avoid vague generalisations such as „volunteers make a real difference to our service users‟ which are not at all informative. b) What work will your volunteers do? Briefly describe the type or nature of the voluntary work in broad terms. Also include information about where and when the work is done, and how much time it requires: „Carlisle and District Day Centre, Age concern, need help in our day centre for 1 to 2 days a week to serve lunch and chat with older memers members. Hours 10.00am - 2.00pm, Monday to Friday.‟ c) Who are you looking for? One area where recruitment messages are often vague is when they describe who would make a suitable volunteer. Phrases such as „we need caring people‟ or „all you need is enthusiasm‟ are often untimely and counter-productive. They don‟t tell prospective volunteers anything specific and anyway most of us consider ourselves to be caring. The type of volunteers who are suitable for your organisation are more likely to be drawn to you if you expressly define your requirements. So if you are looking for particular skills, or have selection criteria which have been set up to protect your clients, say so! „Do you have significant corporate experience in a sales marketing and research role? If so and you want to help with a range of tasks that require basic computer skills and a high degree of corporate sector knowledge…‟ or „Wildlife project seeks keen naturalist and good communicator to help train and co-ordinate fellow volunteers in botanical surveys and simple office work.‟
Cumbria CVS is a company limited by guarantee no: 6178269, registered in England at 12a Selby Terrace, Maryport CA15 6NF. Charity no: 1119671

d) What makes your voluntary work attractive? This part of the message can be approached from two angles. The first, and most frequently used, is to explain how you will support volunteers in doing the work. This includes describing how you deal with any barriers or fears that discourage people from volunteering (e.g. by paying travel expenses, providing training, back-up services etc.) Increase your number of applicants by mentioning the measures you‟ve put in place to make volunteering easier. A second approach is to address the intrinsic benefits that volunteers will get out of doing the work. This is a more neglected aspect of recruitment messages, but is one that can really tune into the motivational needs of volunteers and energise them to respond to your message. Don‟t simply say that the voluntary work is rewarding; describe why it is rewarding, for example learning new skills, meeting new people, being part of a team, learning about issues or other lifestyles etc. If you‟re not sure what volunteers get out of working with you, ask your existing ones what they find most rewarding about it. e) What do you want potential volunteers to do next? Explain what you want potential volunteers to do in response to your message. Whether you want people to ring, write or drop by, try and make the next step as easy as possible for them - and respond to them quickly. There are many different ways of getting your message across - poster, leaflet, advert, giving a talk, radio appeal etc. Whatever method you use, try and incorporate the five elements mentioned. The medium will determine how much detail you can go into and how you set about catching your audience‟s attention, but the core message will remain the same. And when that message is clear and specific, potential volunteers can not only make informed choices, but will be attracted to those organisations whose volunteer programmes have obviously been well thought out. 8) PREPARING & WRITING PRESS RELEASES - DO’S & DON’TS Do * Have a well defined reason for sending the release * Make sure the release is newsworthy * Provide the facts and avoid superlatives * Avoid unnecessary jargon * Clearly mark and centre “PRESS RELEASE” on page 1 * Write a concise and accurate headline * Paragraph one should provide a factual summary of your story * Include contact names and numbers at end of release * Prepare different releases for different publications * Know the publications deadlines * Be fanatical about spelling and presentation

Cumbria CVS is a company limited by guarantee no: 6178269, registered in England at 12a Selby Terrace, Maryport CA15 6NF. Charity no: 1119671

Don’t * Send to an inappropriate journalist or publication * Miss publication deadlines * Issue releases that contain little or no news value * Issue releases that are poorly written * Use logo/letterhead paper on page one of release * Paragraph one should provide a factual summary of your story * Include contact names and numbers at end of release * Prepare different releases for different publications * Know the publications deadlines * Be good about spelling and presentation Preparing for a radio interview When agreeing to do a local radio interview, check:
     

what exactly they want you to speak about when and where they will want to interview you how long the interview will be whether will it be pre-recorded or live whether anyone else is being interviewed with you the format the interview will take e.g. Is it a phone-in or a one to one discussion with the presenter

If a journalist phones you out of the blue and asks you for comment, it is often a good idea to ask whether you can phone them back. This gives you times to think what you want to say and prepare any facts or figures you want to include. Remember that you do not have to say yes. Radio interviews normally last no longer than two or three minutes. It is important to plan what you want to say so that you can get across the main points. Stick to a few key points, rather than squash too many into a short interview. Think about what questions they might ask you and how you might reply. What is the worst question that they could ask? How would you answer? During an interview:  get your point across as soon as possible and give short answers  speak slowly (don't gabble because you are nervous!)  have your organisation‟s contact details and the Volunteers‟ Week web address in front of you  use every day language and no jargon If you're conducting the interview over the phone try to put the phone in a room with no background noise

Cumbria CVS is a company limited by guarantee no: 6178269, registered in England at 12a Selby Terrace, Maryport CA15 6NF. Charity no: 1119671

 

Useful local media contacts for Carlisle and District THE CUMBERLAND NEWS SERIES, Newspaper House, Dalston Road, Carlisle, Cumbria, CA2 5UA, Telephone: 01228 612600 E-mail: news@cumbrian-newspapers.co.uk OR Sue.Crawford@cumbrian-newspapers.co.uk NEWS & STAR (CARLISLE), Newspaper House, Dalston Road, Carlisle, Cumbria, CA2 5UA, Telephone: 01228 612600 E-mail: news@cumbrian-newspapers.co.uk OR Sue.Crawford@cumbrian-newspapers.co.uk



    

CUMBRIAN GAZETTE SERIES, Newspaper House, Dalston Road, Carlisle, CA2 5UA, Telephone: 01228 612600 E-mail: news@cumbrian-newspapers.co.uk OR Sue.Crawford@cumbrian-newspapers.co.uk BBC Radio Cumbria, Annetwell Street, Carlisle, CA3 8BB Telephone: 01228 592444 E-mail: Radio.Cumbria@bbc.co.uk CFM 96.4, PO Box 964, Carlisle, Cumbria, CA1 3NG Telephone: 01228 818964 E-mail: mailto:news@cfmradio.com BORDER TELEVISON, The Television Centre, Carlisle, Cumbria, CA1 3NT, Telephone: 01228 525101 E-mail: btvnews@itv.com

Providing a responsive recruitment process If you are going to be recruiting volunteers through advertising or press releases then ensure you do have a good responsive recruitment process. Volunteers who feel that they receive good service are likely to continue with the agency and those who do not feel as though a good relationship has been established are likely to leave. This relationship is most fragile in its early stages, and is particularly fragile when the prospective volunteer is in first contact with the organisation, enquiring about the possibility of volunteering. Most agencies pay far too little attention to making this process operate smoothly. Hobson and Malec in a study of 500 United Way-affiliated agencies in Midwest examined the experience of prospective volunteers who phoned attempting to initiate volunteering:
   

Only 49.3% received an offer of assistance (May I help you?) 69.3% did not receive the name of the staff person answering the phone 26.4% were not referred to the appropriate agency contact person when the contact person was not available, only 48.7% were asked for their name and phone number

 

only 30% received a call back when a message was left in 16.1% of the calls, prospective volunteers were not thanked for contacting the agency

This pattern makes it easy to understand why many agencies have difficulty in recruiting volunteers! Make sure your organisation does have good responsive recruitment process!
Cumbria CVS is a company limited by guarantee no: 6178269, registered in England at 12a Selby Terrace, Maryport CA15 6NF. Charity no: 1119671

Volunteer Centre Carlisle c/o Cumbria CVS Carlisle 27 Spencer Street Carlisle CA1 1BE Tel: (01228) 512513 Fax: (01228) 597761 E-Mail: enquiries@volunteeringcarlisle.org.uk Website: www.volunteeringcarlisle.org.uk
Locality Officer: Lynne Hutchinson

Appendix D – Voluntary Opportunity Registration Form

Voluntary Opportunity Registration Form
Please answer all questions on this form and return to the above address. Organisation name………………………………………………………………….

I N V O L V E D

Address………………………………………………………………………….. Address………………………………………………………………………….. Address (Town)…………………………………………………………………. Address (County)……………………………………………………………….. Postcode…………………………………………………………………………. Contact name……………………………………… Title …………………………………………

Main telephone……………………………………………………………… Fax…………………………………………………………………………………. Email……………………………………………………………………………….

Website ……………………………………………………………………
Are you a registered charity YES/NO*

*Please delete as
appropriate

Is your work local/national/both* Please enter your mission statement P l e

Please provide us with details of the main activities of your organisation.

In Carlisle
Cumbria CVS is a company limited by guarantee no: 6178269, registered in England at 12a Selby Terrace, Maryport CA15 6NF.

Arrangements
Please provide details of the arrangements made under each heading below Please indicate minimum and maximum age restrictions (eg 16+): ……………………………………………………………………………………………………………………………… ………………………………………………………………………………………………………………………… Would you consider volunteers between the ages of 14 –16, e.g. in support of the Duke of Edinburgh Award Scheme? YES/NO* ……………………………………………………………………………………………………………………………… ………………………………………………………………………………………………………………………… Do you have disabled access, a disabled toilet, etc? YES/NO* …………………………………………………………………………………………………………………………... …………………………………………………………………………………………………………………………… Do you have an equal opportunities policy? YES/NO* ……………………………………………………………………………………………………………………………. Do you have a child protection policy? YES/NO* ……………………………………………………………………………………………………………………………. Do you reimburse out of pocket expenses? YES/NO* ………………………………………………………………………………………………………………………….…… …………………………………………………………………………………………………………………………. Do you provide training for volunteers? YES/NO* ……………………………………………………………………………………………………………………………… …………………………………………………………………………………………………………………………. Do you provide insurance cover for volunteers? YES/NO* ………………………………………………………………………………………………………………….…………… …………………………………………………………………………………………………………………………. Is there any support on offer if volunteers need additional help e,g. a buddy? YES/NO* ……………………………………………………………………………………………………………………………… ………………….……………………………………………………………………………………………………… Do provide induction? YES/NO* ……………………………………………………………………….. Recruitment Please tick any that apply for how you recruit volunteers (These lists can be amended to suit your organisation)
Recruitment method: Application form Informal discussion Interviews Not known Other CRB Check References Trial period

* Would you like to receive a copy of our monthly good practice e-mail guide? YES/NO*

If you have more than one voluntary opportunity please feel free to photocopy this page. Please use one sheet for each volunteering opportunity. Opportunity Title …..………………………………………………………………………………… Contact name………………………………………….. (This should be the person a volunteer would need to contact and who is responsible for recruiting volunteers for their project). Title ………………………………….…………………… Telephone number ……………………………………. When Required) Start date…………………………. Times for the opportunity Please tick each box when volunteers will be required or circle ALL All AM PM EVE Description of the Opportunity This statement is what we will use to encourage volunteers to become involved in this opportunity Mon Tue Wed Thu Fri Sat Sun End date……………………………….

Skill & Qualifications Required Please provide us with details of any skills, experience or qualifications that volunteers may need to participate in this opportunity.

Directions

Please provide some brief directions on how to find the opportunity. E.g. Bus route, near Town Hall, etc.

Areas of Interest & Type of Activity

Areas of Interest Please tick any of the following that apply to the opportunity:
Animals Art and Culture Children Disability Disaster Relief Domestic Violence Drugs and Addictions Education and Literacy Elderly Employment Environment Families Gay, Lesbian, Bi and Transsexual Health and Hospital and Hospices Heritage Homeless and Housing Human and Civil Rights International Aid Legal Aid and Justice Mentoring Mental Health Millennium Volunteers Museums Politics Prisoners and Ex-Offenders Race and Ethnicity and Refugees Religion Sport and Outdoor Activities

Type of Activity Please tick any of the following that apply to the opportunity:
Administration Advice Work Architecture and Building Work Art Befriending Business and Management Campaigning and Lobbying Caring Catering Community Work Computers and Technology Counselling Driving Entertainment Finance Work Fundraising Hostel Work Languages Legal Work Marketing and PR and Media Music Practical Work and DIY Retail and Charity Shops Teaching and Training Trustees Under 16 Volunteering

Women's Groups Youth Is there any other information about your voluntary opportunity that you feel we should know about? YES/NO* ……………………………………………………………………………………………………………………………… ……………………………………………………………………………………………………………………………… ……………………………………………………………………………………………………………………………… ……………………………………………………………………………………………………………………………… ………………………………………………………………………………………………………………………………
The Volunteer Centre Carlisle often attends displays, exhibitions and recruitment fairs where we can advertise your voluntary opportunities and help recruit volunteers. It would be useful if you could send us any leaflets, posters that we could display at these displays and also in the Volunteer Centre office. We normally post volunteering opportunities to the National Volunteer Database, which appears on the Internet on the doit web site. This would make details of this opportunity available to many more volunteers. If you do not want this opportunity included on the NVD please tick the box. Signed……………………………………………………… Name………………………………………………… Organisation……………………………………………………….. Date……………………………………...

Thank you for completing this form. Please return to: Volunteer Centre Carlisle, 27 Spencer Street, Carlisle, Cumbria, CA1 1BE


								
To top