Transcript Getting, Training and Keeping Volunteers in the Library Instructor: Carol Ross Thomas [email protected] An Infopeople Workshop Winter 2004

Getting, Training and
Keeping Volunteers in
the Library
Instructor:
Carol Ross Thomas
[email protected]
An Infopeople Workshop
Winter 2004
This Workshop Is Brought to You By
the Infopeople Project
Infopeople is a federally-funded grant project
supported by the California State Library. It
provides a wide variety of training to California
libraries. Infopeople workshops are offered
around the state and are open registration on a
first-come, first-served basis.
For a complete list of workshops, and for other
information about the Project, go to the
Infopeople Web site at infopeople.org.
Introductions
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Name
Library
Position
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What do you hope to learn today
about volunteers in the library?
Workshop Overview
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Getting & Training Volunteers:
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Recruitment, Interviewing,
Orientation & Teaching
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Keeping Volunteers:
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Supervision & Recognition
What is A Volunteer?
A volunteer is a person who gives of
his/her time without compensation or
promise of reward
Why Use Volunteers?
Volunteers Supplement Not
Replace Library Staff
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Volunteers are not:
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recruited to take paid staff’s jobs
intruders
Volunteers:
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are recruited to help staff
free staff up to do more pressing tasks
should be part of the library’s team
Questions for the Group
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Do you think volunteers are
necessary in our libraries? If yes,
why? If not, why not?
In your opinion, to have a successful
volunteer program, is it important for
the one responsible for the program
to be a people person?
What A Library Volunteer Does
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Shelves books
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Is a friends of the library member
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Teaches literacy
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Assists the children’s librarian
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Assists with the Internet
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Helps with homework
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Delivers books to the homebound
Library Tasks: Which Ones Can
Volunteers Do?
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How many people allow volunteers to:
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Handle Money?
Work on the circulation desk?
Whose responsibility is it to determine
volunteer tasks?
A Good Volunteer Job
Description…
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Takes thoughtful and careful planning
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Is written by volunteer coordinator and staff
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Covers every aspect of the assignment
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Is essential to get the right person for the
job
Qualifications Versus
Responsibilities
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Qualifications
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Skills/Experience necessary to do the job
Expert in a particular area that is an asset to your
library
Responsibilities
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What is expected of the volunteer on the job
Eg., “teach adults how to read”
All parts of the job that you specifically take care of
Detailed qualifications & responsibilities are vital
for a good job description
What’s Wrong With This One?
SHELVING BOOKS
One of the most important jobs in the library
QUALIFICATIONS: *Accuracy
*Ability to alphabetize and sort in numerical order
*Knowledge of Dewey Decimal System is helpful
TRAINING PERIOD: 2-3 hours
Example of A Good Job Description:
Library Recycling Volunteer
DESCRIPTION:
To assist with the library’s recycling program
QUALIFICATIONS: *Physical lifting-able to do physical labor
*Commitment to recycling concept
*Ability to perform with a high standard of customer service
RESPONSIBILITIES:*Break down cardboard boxes and place them in recycling
container
*Place books in recycle bins
*General maintenance of library dock area
TRAINING:
*Training will be provided by recycling specialist or
supervising librarian
TIME COMMITMENT: *1 day a week, 2 hours, ongoing
Taken from Sunnyvale Public Library, 10/93
Library Resource Aide-Outreach
Program
DESCRIPTION: Act as a resource aide to library staff on one of our four aide categories.
QUALIFICATIONS:
*Enjoys library atmosphere
*Works well with others
*Reliable
*Typing experience desirable
RESPONSIBILITIES: *Assist in outreach program to shut ins
*Select materials to home-bound customers
TRAINING:
*Training will be provided by supervising librarians, librarians or
library assistants
TIME COMMITMENT: *Minimum of one day per week, 3-4 hours per shift, ongoing
Taken from Sunnyvale Public Library, 10/93
Short-Term versus Long-Term
Volunteers
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How many of you handle short-term
volunteers?
Do you handle them differently than
longer term volunteers?
Try Asking Staff…
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If you had a volunteer, what would
you have them do?
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Write down three things YOU would
have them do.
Issues Between Staff &
Volunteers
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Sometimes library staff resent volunteers
Staff will have “buy-in” to the volunteer
program, if included in planning the program
Staff don’t want to train volunteers because
they:
 don’t think volunteers will be there long
 believe volunteers will take their jobs
Staff who accept the volunteer program,
make volunteers feel welcome
Volunteer Recruitment
Methods
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Word of mouth
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Local newspaper
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excellent way to appeal to the employed person
Local schools
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good way to get students, retirees share with one
another
student volunteers involved in service clubs
Via the internet-Online recruitment
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all kinds of volunteers
On-line Volunteer Recruiting
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Can work two ways:
Volunteers can be recruited through
your library’s website
 Volunteers can be recruited through an
on-line recruitment service
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Volunteermatch.com
Pros & Cons of On-line
Recruiting
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Pros:
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Parents looking for volunteer opportunities for
children.
Enables you to reach far and wide for volunteers
Cons
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Not all volunteers have computers
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On-line recruiting takes away the hummanness
Interviewing Volunteers
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Be sure to address the following:
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what volunteer expects
kind of person volunteer is
your expectation of volunteer
benefit of volunteering
skills/experience of volunteer
Interview Tips
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Keep to 15 to 30 minutes in duration
Questions; open ended versus closed
Two way process:
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you provide info about library
volunteer tells you about him/her self
Should be relaxed
Give volunteer an opportunity to ask
questions of you
Interviewing Paid Staff Versus
Volunteers - Is There a Difference?
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Information is still confidential
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Questions asked are very similar
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End result is right person for the job
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Want to make sure that prospective staff
or volunteer fit in with current staff
Volunteer Forms
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Application
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Emergency Contact
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Assignment Agreement
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Time Sheet
Background Checks
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Fingerprinting done:
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at your facility through Live Scan
through the local law enforcement agency
Reference Checks
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other volunteer experience
employers
personal
Matching The Volunteer
With the Right Job
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This is successful when you:
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have a good job description
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thoroughly interview volunteer
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discover what motivated volunteer to apply
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assign volunteers to tasks that make use of
their interests, talents and skills
Orientation of Volunteers
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Orientations should:
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happen prior to beginning assignment
acquaint volunteer with organization, and
its policies and procedures
introduce the volunteer to library staff
include a tour of the library and work
station
review work hours, safety rules and lunch
room privileges
Benefits of Orientation
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Learn how vital the assignment is to
the organization
Make volunteers feel part of the team
Reinforces expectations regarding
appearance and behavior
“Trained” Volunteers…
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Feel confident about their job
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Do better at their assignments
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Exhibit excellent customer service
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Get the job done right the first time
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Are library advocates in the community
Volunteer Training
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Trainers must
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Understand the volunteers role
Be positive about the use of volunteers
Should have their training in writing
Be patient with prospective volunteers
Energizeinc.com
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Energizeinc.com is a wonderful website
to utilize in the management of your
volunteer program.
Energizeinc.com is a great resource for
all of your volunteer needs; everything
you ever needed to know about
managing volunteers
Daily Management of
Volunteers
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Volunteers should:
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have a meaningful task each time they
report to work
know their schedule
know where to sign in and out
be familiar with work area
be supervised at all times
Supervisors of Volunteers
Should…
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Have a passion for their program
Be available to volunteers and/or staff
who have questions or concerns
Keep track of volunteer statistics
Know how to delegate tasks to staff
regarding volunteers
Handling Difficulties With
Volunteers
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Do not allow volunteer to disrupt daily
operations
Be prepared with a plan of action; be it
counseling, disciplining or dismissal
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meet with volunteer to sort out problem
place volunteer in another section
dismiss volunteer if all else fails
Volunteer Retention
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Volunteers will “stay” if:
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they enjoy their work
they feel a part of your library
thanked regularly
properly placed in their job
they feel their value has been acknowledged
by staff
Volunteer Recognition
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Remember to say “thank you”
Volunteer recognition comes in different
forms:
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some volunteers like gifts, parties, etc.
some volunteers want rewards like:
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increased responsibility
more interesting work
promotion to leadership
In Summary…
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Getting Volunteers:
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Training Volunteers:
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They don’t replace, they help
You’ve been a volunteer or are one, so you
understand
Right Volunteers-Right Jobs=Success!
A well trained volunteer=Success!
Keeping Volunteers:
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Properly supervised, you’ll retain them
Always recognize and say, “thank you”