Most King Day projects rely on volunteers from the community to achieve their goals. How you manage your volunteers will play a large role in determining whether your project succeeds - and whether your organization will be able to build long-term relationships with a new group of volunteers. Here are some tips for managing volunteers effectively:
Recruit Early
Sign up volunteers in advance of your event so you can get a good sense of the scope of your project and the kinds of support staff, equipment, food, and other materials you will need. Contact the media, distribute fliers, and reach out to partners and other local institutions as part of your recruitment effort.
Seek Out Diversity
Try to attract as large and varied a group of volunteers as possible. Youths, senior citizens and people of all races, religions, and ethnic backgrounds ideally should be part of the mix. A diverse group will best reflect the spirit of Dr. King.
Collect Contact Information
Have potential volunteers fill out a basic sign-up sheet that includes their name, address, phone number(s), e-mail address, and any special skills they may have. Be sure to send out reminders to your volunteers about a week before the project. The quickest, easiest, and least expensive way is via e-mail; use a phone tree or get volunteers to make calls to those without e-mail.
Use Team Leaders
Many projects benefit from having "team leaders" - specially trained staff members or volunteers who manage groups of about 10 to 15 volunteers each. In addition to managing the workday, team leaders often orient volunteers to the site, conduct reflections about the day of service, and distribute evaluations.
Treat Your Volunteers Well
Food and entertainment at kickoff and closing ceremonies, giveaways of merchandise like T-shirts or hats, and volunteer award ceremonies are all good ways to build esprit de corps and a sense of involvement. Check often to see how volunteers are doing.
At the end of the day, distribute evaluation forms so the volunteers can give you feedback on how to improve their experience in the future. And don't forget to write thank you notes!
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