Module 4: "The Ask" and Recruitment

Time

Introductory Comments

I. Different Ways to Ask (5 min.)

A. Mini-teach on the different ways to ask. There are four ways to ask or recruit volunteers.

1. Eye-to-eye (most effective)
   
   
   • Personalized
     
   • Demonstrates commitment and importance
     
   • Establishes/reinforces relationship
     
   • Uncovers objections
   
   
2. Pitch to group
   
   
   • Convenient and efficient
     
     
   • Research group's history with issue and request
     
     
   • Prep group's leaders to respond positively to request
     
     
   • Follow-up is essential.
   
   
3. Pitch by phone to individual
   
   
   • Need to target calls to people who know the issue or caller
     
     
   • Timing is critical
   
   
4. Direct mail
   
   
   • Use to reach large numbers of potential recruits
     
   • Use to build initial base
     
   • Use to cultivate supporters
     
   • Minimal response if cold appeal (1-3%)

II. The Asking Process (10 min.)

A. Present the stages of an ask

1. Research and preparation.
   
   
2. The opening-establish relationship.
   
   
3. The presentation-explain mission and needs, frame presentation from prospect's perspective, capture their hearts and minds.
   
   
4. Discover their interests, needs, motivations, skills, gifts.
   
   
5. The ask-describe what the prospect can do to help advance the mission, address the needs, and satisfy their interests; define the roles/jobs that match prospect's interests; ask for a specific commitment.
   
   
6. Listen for overt and hidden objections.
   
   
7. Overcome objections.
   
   
8. Reach agreement/understanding.
   
   
   • If prospect makes a commitment, set date for orientation and follow-up immediately.
     
     
   • If prospect is not interested, attempt to establish opportunity to make contact at another time. Follow-up.

B. Asking "do's" and asking "don'ts"

1. Have the participants brainstorm asking "do's":
   
   
   • Listen
     
   • Identify objections
     
   • Be positive
     
   • Be honest
   
   
2. Have the participants brainstorm asking "don'ts":
   
   
   • Assume
     
   • Talk too much
     
   • Exaggerate
     
   • Plead or beg

III. Introduction to Recruitment (5 min.)

A. Recruitment "No No's"... present, discuss, and post these three points:

1. "It's easy"...
   
   

   ...

   don't tell the potential volunteer that the task is easy, there's nothing to it, and it'll take no time. While you should keep tasks simple and specific, you also need to be honest about the scope and responsibilities of the job so that they can make a realistic commitment.

   
   
2. "Anyone will do"...
   
   

   ...

   don't place a greater value on filling the job than on getting the right person for the right task.

3. "Just a volunteer"...
   

   ...

   don't view your potential recruits as just a volunteer or they may provide you with just so-so work. Remember, in their role as either leadership or unpaid staff, volunteers are the backbone of your program. Treat them with respect-hold them to high expectations-and you will get a first rate performance.

B. Recruitment steps...present the four recruitment steps:

1. Planning
   
2. Outreach
   
3. Interview
   
4. Placement/Selection

C. Formation of work teams

1. Ask the participants to form dyads-small work teams of two.
   
   
2. Refer the participants to the Reference Sheet "Recruitment and Retention."
   
   
3. Ask each of the participants to think about a real project in which their partnership/organization needs volunteers.
   
   
4. Inform the participants that for they will now have an opportunity to develop a volunteer recruitment and retention plan for their project.

IV. Planning (15 min.)

A. Large Group Discussion

1. Ask each participant to identify the type of volunteer they need for their project, i.e., leadership or unpaid staff.
   
   
2. Draft job description for the project.
   
   
3. Define task, skill, role, responsibility, and time commitment related to the specific need.
   
   
4. Identify groups/individuals that could provide these resources/skills.

B. Small Group

V. Outreach (20 min.)

A. Large Group Discussion

1. Determine what might motivate these potential volunteers and what your group has to offer them.
   
   
2. Develop pitch that speaks to motivational factors.
   
   
3. Identify the best outreach approach:
   
   
   • The wide-net approach: broad appeal for volunteers and other resources. Then attempt to match the respondents to the appropriate need.
     
     
   • The targeted approach: pro-actively search for and find the right person, with the right skills/interest for the right job.
   
   
4. Brainstorm outreach vehicles:
   
   
   • Radio, TV, print ads
     
   • Talk shows
     
   • Articles/profiles on program or volunteers
     
   • Posters, flyers, bumper stickers
     
   • Group presentations
     
   • One-on-one solicitations
     
   • Phoning
     
   • Workshops, programs, fairs
     
   • Volunteer banks, United Way, corporations
     
   • Schools, universities
     
   • Senior centers
     
   • Other volunteers
     
   • Direct mail solicitation
     
   • Others.
   
   
5. Approach outreach groups with the greatest likelihood of success.
   
   
6. Determine who is best to make the pitch.
   
   
7. Practice pitch.

B. Small Group

C. Role Play

VI. Interview (10 min.)

A. Large Group Discussion

1. "An interview is a chat with a purpose." -Marlene Wilson
   
   
2. It is an opportunity for you to get to know the potential volunteer-their interests, skills, expectations, likes/dislikes, motivation, commitment, etc.
   
   
3. It is an opportunity for the volunteer to learn more about your program and needs.
   
   
4. Inform the participants that the best way to get the information that you need from a potential volunteer during the interview is to ask open-ended questions.
   
   
   • Tell me about your family?
     NOT
     Do you have any children?
     
     
   • What have you enjoyed most about your past work or volunteers experiences?
     NOT
     Have you had any previous volunteer experience?
   
   
5. Brainstorm possible open-ended questions.

B. Small Group (5 min.)

VII. Placement/Selection (5 min.)

A. Large Group Discussion

1. Attempt to match the recruit's skills and interests to appropriate tasks.
   
   
2. If a match does occur, the next challenge is to retain the volunteer and work toward assuring that this new relationship is both positive and productive for the volunteer and the organizations.
   
   NOTE: Retention strategies will be explored in the next unit.
   
   
3. If no match occurs, discuss with the large group what should be done with this interested citizen.

B. Small Group

1. Ask participants to complete the items related to placement in their work sheet.

VIII. Inclusion (20 min.)

A. Large Group (15 min.)

1. In order for community partnerships to succeed, they will need to involve a broad spectrum of the community-people from different ethnic and cultural backgrounds.
   
   
2. Ask each table to discuss: "What can the partnerships do that will help to attract volunteers from different segments of the community?"
   
   
3. Have each table present one strategy.

B. Small Group