2. How to Recruit, Organize and Retain Volunteers Ed Velasquez, CPCM, Fellow NCMA Board of Directors June 20, 2008 1030 – 1100 am How to Recruit, Organize and Retain Volunteers

3. Your Objective • Maintain an effective chapter organization that provides value to members by: • Recruiting members to serve as volunteer leaders, and • Preparing them to lead the chapter. How to Recruit, Organize and Retain Volunteers

4. The Leadership Challenge • How can I leave the organization in a better condition than when I joined it? • How do I motivate people without applying tangible rewards and discipline? • How do I manage and lead an organization without having direct control over individual performance? • How do I ensure chapter knowledge is effectively transferred to new leaders? How to Recruit, Organize and Retain Volunteers

5. 1959-1995.Leadership succession was orderly, with a gradual and deliberate transfer of knowledge. Mary Bill John 1 2 3 4 5 6 7 (YEARS) There was significant overlap of leaders. Corporate knowledge was retained. Members spent years “learning the ropes”. It took 3-5 years to achieve the pinnacle. How to Recruit, Organize and Retain Volunteers

6. 1996-2008More frequent, abbreviated transfers of knowledge. In some cases, no direct transfer of knowledge. Ashley Karim Frank 1 2 3 4 5 6 7 (YEARS) Little or no overlap of leaders. Corporate knowledge is lost. Members assume leadership positions without preparation. Pinnacle achieved in 0-3 years. How to Recruit, Organize and Retain Volunteers

7. What do we need to do??? How to Recruit, Organize and Retain Volunteers

8. Step 1: Prepare Yourself To Lead • Understand the current environment. • What’s happening in Contract Management? • What’s the country’s economic condition? • What are your chapter’s customers planning? • Know everything about NCMA and your chapter. • Available programs and services. • NCMA policies. • Customary practices. • Develop a vision that can be shared. • Team behavior starts with a feeling of shared ownership. How to Recruit, Organize and Retain Volunteers

9. Step 2: Lead by Example • Exemplify integrity of character – be open and honest, every time. • Demonstrate consistency of action – do precisely what you say you will, every time. • Perpetuate transparency of decision-making – involve others, every time. • Evidence self improvement – through NCMA leadership development programs or otherwise. Show them how it’s done! How to Recruit, Organize and Retain Volunteers

10. Step 3: Create a Positive Environment • Have an optimistic outlook • Build it and they will come. • Be goal oriented • Begin with the end in mind. • Apply team-based problem-solving and decision-making • Avoid unilateral decisions. • Foster inclusion through diversity: • Whether by industry, gender, sector, ethnicity, or generation. • Provide frequent formal and informal rewards. • We’re all volunteers, so where’s the love? Show them their efforts are worthwhile and valued! How to Recruit, Organize and Retain Volunteers

11. Step 4: Know Your Members, Their Stakeholders, and Your Volunteers • Who are your members? What are their interests and challenges? What are your plans to service those needs? • What are their employers’ problems, and challenges? • Let members and their employers know they can contribute to chapter success by participating as volunteer leaders. • Understand the commitment required to run the chapter. • Learn the knowledge, and core competencies essential for getting the work done, today and in the near future. • Get to know the background, the skills, and the abilities of your volunteer members. How to Recruit, Organize and Retain Volunteers

12. Step 5: Recruit Your Team • Asking for help in a small way, face-to-face is the most effective recruitment technique. • E-mail, newsletter, and website calls for assistance may develop a short list of possible candidates. • You need to ask them personally to secure their commitment. • Have task descriptions, not job descriptions. • Be as specific as you can. • Break work up into smaller chunks, of shorter and more definite duration. • People will avoid adding a new “responsibility” to their workload, particularly if the obligation is unknown or open-ended (and possibly limitless). How to Recruit, Organize and Retain Volunteers

13. Step 6: Create a Succession Plan • Must be fluid – people come and go quickly. • Develop “agreements”, which are “moral contracts”, with key volunteers. • Do not be afraid to “fire” a volunteer. Of course, how you handle it is most important. • Don’t just “let it happen”. Not everyone is suited to lead the chapter. Recruit talent, and match it to the right job. • Put more effort into knowledge transfer – don’t just hand over files. • Utilize mentors more effectively. How to Recruit, Organize and Retain Volunteers

14. Step 7: Make Yourself Replaceable • Have a plan for yourself – what do you do next? • Make it clear to your team that you are moving on – following your plan. • Does not mean you cannot continue your participation as a mentor or advisor. • Let go! How to Recruit, Organize and Retain Volunteers

15. Don’t Forget the Students! • Give them every opportunity to participate, lead, learn, and excel! • Now is the timetotrain your replacements! • Needs and expectations of Gen X & Millennials • They want value from an association, but with a sense of immediacy. • Communication is by electronic means-texting, etc. • They want to share their value with others students as well as the association leaders. Associations Now, May 2008 How to Recruit, Organize and Retain Volunteers

16. In summary • Leave the organization in a better condition than when you joined it. • Prepare yourself to lead. • Lead by example. • Create a positive environment. • Know your customer base. • Know your team. • Create a succession plan. • Make yourself replaceable. How to Recruit, Organize and Retain Volunteers

17. How to Recruit, Organize and Retain Volunteers