Piloting for Success: Using Evaluation to Strengthen Youth Volunteers & Programs

1. Piloting for Success: Using Evaluation to Strengthen Youth Volunteers & Programs Mari Otomo Supervisor of Volunteer Services Vancouver Aquarium Tuesday September 14th, 2010

2. Introduction Topics covered: • Steps to a successful pilot program • Evaluation Pilot Process • Share best practices Evaluations Stronger youth & programs Effective way to support org. Ensure sustainability

3. Does your organization need change? • In a rut? • Want to try something new? • Unsure how to approach new volunteer roles and programs? • Is your organization ready to change trends in volunteerism?

4. Piloting can be your answer! • Piloting recognizes that we’re: • Trying/doing the unknown • Unsure of best practices in this area • Unsure what a successful model will look like • Unsure of the resources required • Unsure of the results we can expect

5. Steps to Success with Pilots • Maximize chance for success by choosing promising projects, great collaborators, and easy-to-see value for your stakeholders • Clearly define pilot goals recognizing that it may be to produce a “first version” of something, or tell us more about our limitations & boundaries (scope, size, work breakdowns may all be unknown)

6. Steps to Success with Pilots C) Recognize boundaries of pilot beyond past experience boundaries that we don't know yet, there will be some from budgets, people time, and calendar/schedule D) Create visibility of the pilot and communicate positively with all stakeholders & those potentially impacted by pilot outcomes. Create a buzz to gain buy-in and interest

7. Steps to Success with Pilots E) Define the pilot timeline/calendar by choosing wisely with a start time, and ensuring the project shows results within 3 months and has conclusions within one year. F) Choose a strong leader to lead the pilot and the rest of the pilot team members. This person sees the potential of the idea, is collaborative, flexible, able to praise successes and respected by stakeholders.

8. Steps to Success with Pilots G) Use a staged approach with planned evaluations. Stages should last max 3 mos, and result in physical proof of work, formal evaluation with expected stop/proceed/change course outcome. Communications should result at the end of each stage.

9. Steps to Success with Pilots H) Be prepared to STOP the pilot or reroute or start over if evaluation indicates that need. I) Debrief pilot in full upon completion no matter the outcome. Record lessons learned, what not to do, and best practices. Formulate training, guidance & roll-out plans if deemed successful for regular programming.

10. Why Evaluate? • Collect qualitative information • Check-in with volunteers • 2 way feedback • Share information • Reset/clarify expectation • Set goals • Recognize volunteers

11. Volunteer Evaluation Pilot • Goals: • Provide qualitative record of Volunteer Work • Create tool that staff would willingly use to recognize volunteer work • Provide tool that staff could use to address inadequate volunteer work • Provide tool that volunteers would benefit and value input from • Provide tool that could be modified for variety of roles, staff, volunteers • Provide tool that would allow us to comply with upcoming AZA standards of annual volunteer formal evaluation

12. Volunteer Evaluation Pilot • Timeline/Calendar: • 1st month: announce plans for pilot to all staff supervisors, get input into past experiences; recruit one or two staff supervisors to be part of pilot • 2nd month: work with team to create initial pilot evaluation form; announce to volunteers pilot is coming • 3rd month: get results from team trying initial form on minimum of 5 volunteers each; collect feedback from staff and volunteers

13. Volunteer Evaluation Pilot • 4th month: work with team to create version #2 of form using feedback acquired and share what not-to-do and best practices learned so far; publicly thank staff & volunteers who are participating • 5th month: get results from team trying version #2 form on minimum of 5 volunteers each; collect feedback from staff and volunteers • 6th month: evaluate whether we have proven success, proven failure, or if a version #3 is warranted; communicate to stakeholders and publicly thank staff & volunteers who participated

14. Create a Buzz! Communicate! • Point Person Meetings • Weekly Volunteer Update • Managers roundtable • Board Committees • Update constantly • Communicate and share outcomes internally and externally

15. Collaborators and Participants • Work with different range of departments • Sample evaluations from other organizations • Volunteers knew their evaluations would be shredded • Volunteers are free to opt out

16. Youth Participants • More accepting of feedback • Wanted to be graded • Staff were less likely to give “outstanding” • “good” “great” • eValuation evaluation “check – in”

17. Conclusion • Piloting for success can keep your organization at the forefront of volunteer management • Allow your department to be recognized as a leader in piloting • Use piloting to best integrate forced changes from above • Consider an advisory council to aid in roll-out of pilots