General Recruiting Tips
Before deciding on a recruitment strategy, it is important to know what you need from the volunteers you are trying to recruit. The practice of writing position descriptions helps you think through what you want from volunteers and how you need to prepare for them in terms of training, supervision and support. Clarifying this in advance will allow you and the volunteer to determine if the position is a good fit. It will serve to screen out volunteers who are not appropriate for the position – saving both you and the volunteer time.
When describing a volunteer position, be clear about what commitment you will be asking volunteers to make. If appropriate, define an opportunity as a short-term project, with a clear deadline and end point, rather than a long term and/or open-ended commitment. People who sign up as short term volunteers often stay on if they find the work is rewarding – but they may never sign up if the initial commitment seems overwhelming or ill-defined. If you really need someone who can commit to 10 hours a week for a year, for instance, be straightforward about that. It is better to wait for the right person than to take an volunteer who will abandon the project if it is a bad fit.
Elements of a Recruitment Message
While the content of the message – format, style, tone – will vary depending on the audience and method of distributing your recruitment message, the basic elements of a recruitment message, regardless of format or length, include:
- Need – What is the challenge or need?
- Solution – How will the volunteer’s efforts address the need?
- Advantages – What do volunteers get from volunteering?
- Description/Contact – What will the volunteer be doing? Where, when, and for how long?
Recruitment messages cover the who, what, where, when, how, and why of a particular opportunity, but not all of these elements are equally important. In general, spend more time on the need, solution, and advantages, and less time on logistics. Focus on the benefits of volunteering – and you can go beyond the satisfaction of “giving back.” When you describe benefits to volunteers, you’re really addressing their motivations, both altruistic and self-interested. People volunteer for many reasons – and often have more than one motivation. Some simply want to support the Appalachian Trail, while others want to gain a specific skill or meet new people. You can refer to the experiences of your volunteers when making an appeal – many people respond positively to the experiences of others.
Publicize Your Volunteer Opportunities
The strategy you choose to get your message out will depend in large part on who your audience is. When trying to reach as many people as possible for a Trail-wide event – like a National Trails Day project - you’d use a different technique than when trying to attract a new board member. Consider these questions before you decide how to get your message out:
- What needs to be done, and who would want to do it?
- Where will you find them?
- What is the best way to communicate with this group?
- What motivates the group?
Sometimes this process is a straightforward, but it can be particularly helpful when you are having trouble finding volunteers for a particular position.
One of the most effective ways of recruiting volunteers is to ask people – in person – to volunteer. With written position descriptions, you’ll have material to provide them. If you’re trying to recruit someone for a particular position, state why you think they are such a good fit – it is flattering to be asked. If they refuse, remember that “no” does not mean “never” – the timing or position might be wrong for a volunteer, but he or she may be available in the future or for a different position.
An easy way to reach a wide audience, the web is the first place many people go to search for information. The A.T. volunteer database is available to all clubs for posting volunteer opportunities. Other free sites where you can post volunteer opportunities include Volunteer Match, Idealist, or your local volunteer or community center.
Other common methods:
Interviewing and Orienting New Volunteers
- Mass media -- print and broadcast
- Public speaking
- Outreach to membership and professional organizations, youth groups and other nonprofits
- Slide shows
- Articles in local newspapers and newsletters of other organizations
- Referrals from individuals associated with your organization
- Volunteer fairs
When you hear from a potential volunteer, always respond with enthusiasm. Move quickly to set up an interview with the person, either over the phone or in person. Unless you have recruited the volunteer personally, this is your first opportunity to make an impression on a potential volunteer.
The content and setting of the interview will vary depending on the position – if you are recruiting for a position that requires special skills and/or a greater commitment – it is best to spend more time on the interview, meeting face-to-face if possible. Even when recruiting for a less-demanding position, it is helpful to speak with the potential volunteer first. During the course of the conversation, either one of you may realize that the position is not a good fit. The interview serves as a screen in that case, saving time for both of you.
Before speaking to the volunteer, have an idea in mind of the qualities needed for a particular position. If they have not expressed interest in a particular opportunity, have some position descriptions on hand to discuss with them. In addition to finding out more about the potential volunteer’s interests, skills, and experience, make sure the volunteer understands the requirements of the position. If both you and the volunteer feel the position is a good fit, you’re ready to move on to the next step. If you feel the person is not a good match for any open position, politely let them know during the interview – don’t leave them hanging.
The volunteer orientation helps volunteers understand how they fit in your program, familiarizes them with any relevant policies and procedures, and makes them feel welcome. Again, the orientation will vary depending on the volunteer’s position. Someone participating in a one-day event will not need as extensive an orientation as a new board member, for example.
Retention: Keeping Volunteers
Not all volunteers are destined to become long-term volunteers – a volunteer’s life circumstances, interests, or temperament may make a long-term commitment impossible. A volunteer who finds an opportunity fulfilling, however, will be motivated to continue volunteering. Discovering what motivates a particular volunteer is a key challenge for volunteer managers. volunteers may be driven by a variety of causes – both altruistic and self-serving – and the motivation may change as the volunteer’s life circumstances change.
Probably the easiest way to figure out what motivates your volunteers is to ask them: during a scheduled meeting, informally during casual conversation or just by keeping your eyes open for signs of dissatisfaction – particularly if the volunteer is valuable to your program. (This attention to the motivational needs of your volunteers is a form of informal recognition.)
Dealing with Conflict
All of the planning and effort you put into working with volunteers – developing volunteer policies, defining interesting position descriptions, recognizing volunteers for their efforts - is intended to keep conflict to a minimum. When volunteers understand what is expected of them, problems are less likely to arise. When they do, often they can be resolved quickly by referring to the position description or to policies covered during the orientation. Sometimes, despite your best efforts, you may need to reprimand a volunteer. In its gentlest form, this can be part a discussion you have with a volunteer who seems dissatisfied – as noted above. If caught early, you may be able to turn the problem around – finding a solution that works for both you and your volunteer. For more serious problems, state the problem clearly and directly, let them know what behaviors/actions need to change, and then move on. If your volunteers have clear guidelines for conduct and performance, serious problems can be minimized.
Rewarding, Motivating, and Retaining Volunteers
Recognizing volunteers for their efforts not only serves to thank and reward them, but also helps to motivate them. When people are recognized in ways that are meaningful to them, they are more likely to continue to volunteer. The challenge for a manager of a volunteer program is finding the form of recognition that best suits the individual volunteer.
People volunteer for many reasons, and those reasons may change over time as their lives – and the time and skills they want to give – change. Someone who starts volunteering because he want to "give back" after completing a thru-hike, for instance, may eventually want family-friendly volunteer opportunities, or the chance to learn a new skill. Though some volunteers will move on as their interests or circumstances change, volunteer managers who pay attention to the needs of their volunteers can recognize their volunteers in a way that keeps them motivated.
Informal and Formal Volunteer Recognition
Of the two basic forms of volunteer recognition, formal and informal, formal recognition is more traditional and structured. Typical examples include giving tangible awards, or recognizing them at annual meetings or events, or at special events held on a national service day. Formal recognition can be an inspirational and motivating experience for volunteers. It brings together all members of an organization – long-time volunteers and newcomers and offers an opportunity to publicly acknowledge and celebrate volunteer efforts.
Despite the value of formal recognition programs, they should not be the only way that volunteers can be recognized. Traditional formal recognition programs only get at one type of motivation – public acknowledgment of volunteer efforts. Many programs have restrictions on the number of people who can be honored - you can only have one "volunteer of the year" each year, for instance.
Informal recognition, based on the day-to-day relationship between volunteer and manager, is often an easier and more effective way of showing appreciation to your volunteers. Ranging from a simple, but sincere, personalized thank-you or a birthday/service anniversary card, to recommending a volunteer for a promotion or training opportunity, informal recognition can be targeted at particular volunteer’s motivational needs. Much more varied than formal recognition, informal recognition is an effective way of acknowledging efforts, as well as a way to build a better volunteer program.
Whether recognizing volunteers formally or informally, there are general guidelines to keep in mind.
Make Recognition a Priority
: Recognition is a way of motivating your volunteers – and unmotivated volunteers will not stay with your program. It does not have to be expensive or time-consuming -common courtesy and attention to your volunteer’s needs are among the most effective forms of recognition. If your primary form of recognition is an annual dinner or other event, look for other ways to acknowledge and recognize your volunteers throughout the year.
: Be honest when recognizing your volunteers and recognize or acknowledge them for the types of work you want to see more of.
Effective recognition involves a balancing act – you want to be fair and consistent in the way you recognize all your volunteers, but also need to take each individual’s motivational needs into account. Have many ways of recognizing volunteers, and make sure that all volunteers are aware of the options available to them.
Appalachian Trail Recognition Programs
The NPS-Appalachian National Scenic Trail office (known as NPS-APPA) and the ATC have several programs that can help you recognize your volunteers. If you have questions about these programs, contact [email protected]
Awards for Hours and Years of Service to the A.T.
ATC provides awards – pins, patches, caps and vests – to volunteers based on the number of cumulative hours they have completed. The guidelines/order form is provided below.
The Appalachian Trail Conservancy is required to report all volunteer hours each year to the Appalachian Trail Park Office. We want to make sure that we count all A.T. volunteers, but we only want to count them once, even if they participate in multiple work trips or perform multiple tasks for their clubs. Why? First, to give credit where credit is due—if one maintainer goes on ten separate work trips, we don’t want to credit ten people. An accurate count also allows us to analyze trends, improve recruitment and retention of volunteers, and helps us compete for a significant amount of NPS funding from its national “Volunteer in the Parks” program.
Counting Volunteer Hours
Examples of volunteer activities benefiting the Trail that should be reported:
- Trail construction and maintenance
- Shelter, privy, bridge construction and maintenance
- NPS corridor-boundary monitoring and maintenance
- Monitoring threatened and endangered species and managing invasive plants
- Time spent traveling to and from field sites
- A.T. management—work on local management plans, Trail assessments, regional partnership committees and other committee meetings
- The ATC biennial meeting—time spent on planning, organizing and scheduling activities, developing materials, tracking registrations, leading hikes and workshops
- Club administration—attending council and board meetings, accounting/bookkeeping, database management, answering telephones and office work, working at home on club business
- Communications—producing newsletters and Web sites, responding to inquiries, correspondence
- Training/workshops—organizing or attending chainsaw certification and other Trail-related workshops, including maintainer and monitor training
- Public service—Planning and leading hikes, ridgerunning, community outreach, attending hearings and meetings, researching deeds, public presentations or testimony.
Examples of activities that should not be reported:
- Participating in (as opposed to leading) recreational hikes
- Social events such as dinners and picnics
- Activities not related to the Appalachian Trail or its side trails. Clubs whose volunteers also work on other trails and non-A.T. lands should only report time spent in behalf of the Appalachian Trail. Those clubs may keep track of actual hours or simply estimate a proportion of total volunteer time that is spent on A.T. management in meetings, web and newsletter development, office administration, etc., and submit those figures.
For questions about hours, contact Susan Daniels, Appalachian Trail Conservancy, P.O. Box 807, Harpers Ferry, WV 25425. Or e-mail [email protected]
An authorized volunteer working on the Appalachian National Scenic Trail under the auspices of one of the designated Trail maintaining clubs or ATC is entitled to certain protections under programs managed by either the U.S. Forest Service (Volunteers in Forests) or the National Park Service (Volunteers in Parks) through an individual or a group volunteer agreement. These volunteer protections are especially important in case an injury occurs involving an A.T. volunteer while at work. These protections apply if the volunteer is following the guidelines and standards provided by the club, ATC, or agency
If an injury occurs, a volunteer should follow these five steps:
1. Immediate care and First Aid
2. Emergency treatment by a medical provider, if needed (inform agency authorities first, if possible.)
3. Reporting of the injury to the appropriate agency authorities
The documents listed below make up a packet of information about dealing with injuries suffered by A.T. volunteer workers. We recommend that a paper copy of this packet be carried by each A.T. volunteer work leader. Volunteers should be familiar with the contents of this packet, and should complete specific local contact information on the instruction sheet before an accident resulting in injury occurs.
Volunteer Injury Packet
Note: Form CA-16 cannot be posted online; clubs can download a CA-16 form by logging in to the volunteer database or by contacting your ATC regional office for this form.
Injuries should also be reported to ATC. Complete the ATC Accident Report Form and send to [email protected] and to your ATC regional office.
ATC ACCIDENT REPORT FORM