' href='http://charitychannel.com/Articles/tabid/348/Default.aspx'>
Most Recent
7 Days
30 Days
All Articles
Highest Rating
Most
Discussed
Innovative Orientation
Full citation:
Wednesday, October 12, 2005
Contributed by Deb Anderson
"At one time orientation was a nice thing to do.Today… it is critical to success."
– C. Osborne
Successful orientation is meeting the needs of today’s diverse volunteer force by providing information and tools that guide their contribution. Orientation is the best opportunity to facilitate a discussion about mission, vision and values and the role of volunteers in achieving organizational goals. It is critical to address risk management issues that arise through volunteer involvement as well as present important policies and procedures that ensure volunteers are able to serve safely for the benefit of themselves, coworkers and the people we serve. The information presented at orientation differs based on organization needs and roles of volunteers. One thing all organizations have in common is that we need to ensure our orientations are flexible and engaging.
Research shows that it is worth the time, energy and expense to provide a quality orientation as it builds stronger volunteers and organizations by:
-
Increasing volunteer buy-in and support to further the mission, vision and values
-
Empowering volunteers to give the best service possible within a shorter period of time than those who don’t receive quality orientation
-
Helping volunteers form successful relationships with others that establishes a network of friendship and support
-
Increasing satisfaction and secure higher commitment
-
Creating a sense of belonging which ultimately leads to improved retention and decreased turnover
Volunteers have varied experiences, goals, abilities and preferences. Offering orientation in a format that meets these needs demonstrates our commitment to and value for volunteers.
Some considerations:
Diversity: If our goal is to have a volunteer force that is representative of our diverse communities, then we need to offer a means to people of all abilities and backgrounds to become volunteers. To this end, we need to offer orientation that meets the needs of all potential volunteers. Consider the difficulty for a new Canadian who is still learning English, to attending an orientation session where lecture is the form used to communicate.
Time and Place: Not all volunteers are available to attend our orientation session that falls on the third Thursday of each month. For years, we have discussed the need to create volunteer opportunities that extend beyond the 9-5 workweek. The time and place in which a volunteer can complete orientation also needs to be flexible. Consider the challenge of engaging virtual volunteers who are required to attend an onsite orientation.
Andragogy: The art and science of helping adults learn. There are three basic types of learners: audio, visual and kinesthetic. To facilitate effective learning, we need to incorporate a variety of formats. Some examples are discussion, PowerPoint, videos, case studies, lecture, individual and small group work, and hands on activities. To ensure each participant finds value in the learning, and that you accomplish your learning objectives, it is important to consider not only what we are teaching but also how they are learning. Creating orientation that in some way meets the preferred learning styles of all participants will create an exciting and dynamic experience. Many resources are available online to help us become better facilitators.
Self-Determination: in our society, we are prone to self-identify, research and make choices that suit us best in everything from education and employment to healthcare. To recruit and retain the best volunteers we need to offer both flexibility and personal choice that enables individuals to identify how they learn best. The traditional one-half day or evening orientation session can become one choice among many other ways to learn.
The following table will provide you with some ideas to create orientation that is flexible, engaging and exceeds the expectations of new volunteers. This list is not complete by any means, but a good starting point for creative generation of other alternatives to traditional orientation.
|
|
Description
|
Populations
|
|
Audio Cassettes
|
Record “live” orientation on cassette
Read all Handouts onto tape, clearly indicating titles
Invite a few volunteers to record a welcome letter; include a “life-time,” a recent “new hire,” a youth….
Organize tapes into a mini library; well labeled with organization logo, “Volunteer Resources Orientation,” Tape 1 of 3, etc.
Volunteers can borrow a copy (keep 2 on hand) or make a personal copy for each new volunteer!
Have a volunteer from the team contact the new volunteer at a previously arranged date/time to:
--review the materials
--answer any questions and pose some questions to verify understanding
--review position description
--communicate next steps
--Complete evaluation form with the new volunteer either over the phone or in person
A Volunteer-driven & completed project that promotes the concept and benefits of a diverse volunteer group from within!
|
For people who are blind or have sight limitations
People who enjoy books on tape; say those who commute to work everyday
|
|
Video or DVD
|
Record “live” orientation
Invite a few volunteers to record a welcome message; include equally diverse but different volunteers than those on the audiocassette.
Organize tapes into mini library, labeled as above
Have a borrowing library or give a copy to each new volunteer
Include all organizational handouts and materials in package
Complete the follow-up phone call as above
Provide a written evaluation for the volunteer to complete and return with Confidentiality Agreement and other forms
|
People who are deaf or have hearing limitations
Youth
People who are not able to attend a session because of work or school schedules
Employer-supported volunteers could learn from their worksite
|
|
Computer Disk or CD
|
Have a menu of documents to read; volunteer read each one, complete a quiz or assignment if needed to verify understanding which can be emailed to you
Include all necessary forms on the disk for the volunteer to print, sign and return to Volunteer Resources
Include evaluation form that can be printed, completed and returned with the other forms or completed electronically and emailed to Volunteer Resources
Complete the follow-up phone call as above
|
Youth
Employer supported volunteers
People who are blind/have sight limitations and use/have access to special computer equipment
|
|
Online
|
Low or high-tech formats available determined by organization based on costs, use, benefits, etc.
Use PowerPoint presentations or Word Documents that volunteers can view or read
Include assignments or quizzes to be completed online or emailed to volunteer resources to confirm understanding
Include virtual tour using pictures of facility, volunteers/staff, location of volunteer position locations, coat rooms, clock in center, etc.
Print, sign and return all forms
Complete the follow-up phone call as above
|
People with a variety of abilities and limitations
Employer-supported volunteers
Youth
Shift workers
People who can’t attend a session because of schedule conflicts
Virtual Volunteers
|
|
Mentorship
|
A cooperative and nurturing relationship between a frequently more senior person in the organization and a less experienced or new person
Internal recruitment for active volunteers who have a positive attitude, solid understanding of the organization and a desire to accept leadership
Provide mentorship training (it could be online!)
Match new volunteers with a mentor when they enter the organization
|
Every new volunteer!
Virtual Volunteers too!
|
|
One-to-One
|
Using a train-the-trainer model guide a team of volunteers to learn to facilitate orientation with a new volunteer.
Trainers can schedule orientation with the new volunteer
Together they review videos, materials (paper or on computer), complete forms, go on a site tour, etc.
|
New Canadians
People for whom English is a new second language (they could bring along an interpreter if they like)
|
|
Job Shadow
|
Allow new volunteers to observe an experienced volunteer in action doing the work the new volunteer has interest in
Extend this to incorporate on-the-job training by scheduling more than one shadow shift for the purpose of the new volunteer to:
1. Observe, ask questions
2. Begin to try tasks under constant guidance from experienced volunteer
3. Receive feedback
4. Repeat #2 until the new volunteer feels comfortable with abilities and the experienced volunteer is confident with his/her work
5. Incorporate training plans to ensure education about all tasks outlined in the position description
This is a wonderful leadership opportunity for a dedicated, experienced andlong-serving volunteer who is dedicated to excellence
|
All New Volunteers
|
|
Lunch and Learns
|
Divide the content and agenda of your orientation session into 45 minute sections
Offer the Lunch and Learn program one day a week for as many weeks as required to complete the program
If appropriate, run the program quarterly, so new volunteers can be informed of the next session’s start date
Could offer on-site or at another facility (e.g., Groups of Employer-Supported Volunteers, Community Service students may appreciate orientation provided at their place of work or school)
Volunteers ‘brown-bag’ for lunch and you could provide beverages and a light desert!
|
Employer-Supported Volunteers
Community Service Hours Students
Board members
Professionals who work day-time hours
|
|
Training Cooperative with Other Organizations
|
Many organizations cover the some of the same basic content in their orientations. Consider:
--Confidentiality and Privacy Act
--WHMIS
--Handling Complaints
--Reporting Volunteer Hours
--Work with your local volunteer bureau or AVA to incorporate regular weekly or by-weekly general orientation sessions that any volunteer from any partner in the group can attend.
--Benefits include: increased partnership, stewardship of resources, market yourself as best practice, potential for grant opportunities, identification of the Voluntary Sector as a whole rather than by organization
|
Any Volunteers
|
|
Video and Tele Conferencing
|
Video conferencing is a way of communicating from separate geographic locations in which the participants are able to see and hear each other in real time.
Must have the equipment required at each site
Ideal for organizations that have wide-spread geographic coverage
Already used in Northern Canada as a regular tool for communication, training and meetings
Could be used in a multi-site organization, where the session was offered at one site and volunteers could participate, via video or teleconferencing from other sites
|
Virtual Volunteers
Volunteers who are unable to attend regularly scheduled sessions
Volunteers must have a level of technical experience
|
If this menu of alternatives may seem overwhelming for the Coordinator of Volunteer Resources who already has more work than time. It is important to realize however that you need not do it alone! Orientation presents an opportunity to promote dedicated and skilled volunteers to a leadership role in which they can develop a variety of orientation formats, deliver sessions, provide site tours and work 1:1 with new volunteers in a mentorship role.
The possibilities are endless and exciting. The bottom line is that orientation is a new volunteer’s first introduction to our organization and its success determines the longevity of their commitment as well as their ability to benefit our organizations with their knowledge and skills. Think outside the box to create an orientation that exceeds their expectations and engages other volunteers in the important work of Volunteer Resources department.
No Comments
You need to log in as a
member to comment.