Module 5: Retention

I. Introduction (5 min.)

A. Keeping volunteers

1. Once the participants have found the right person for the right task, they will need to make an overt effort to keep their volunteers involved.
   
   
2. Ask the participants to reflect on their own experiences and the information addressed in the Module on The Psychology of Citizen Participation.
   
   
3. Ask them to answer: "What does a program need to do to keep its volunteers?"
   
   
4. Record their responses on newsprint.
   
   

B. Present the five retention components and link them to the brainstorm responses.

1. Orientation
   
2. Training
   
3. Climate: fun, socialization, success, connection
   
4. Recognition
   
5. Assessment

II. Orientation (15 min.)

A. Small Work Group

1. In order for volunteers to get the right start, they will need to learn about the organization, its structure, the key actors, etc.
   
   
2. Ask two work teams to pair up and discuss the way in which an orientation program can be used in their partnership program and the topics that should be addressed.
   
   
3. Have them answer the items in their work sheet pertaining to orientation.

B. Large Group Sharing

1. Ask one or two teams to share their orientation ideas with the large group.
   
   
2. If possible, compare and contrast orientation elements for leadership and unpaid staff.

III. Training (20 min.)

A. Small Work Group

1. In order for your volunteers, either leadership or unpaid staff, to be effective and successful they must know what need to be done, they must be trained to do the task correctly, and they must be given the correct tools to accomplish the desired results.
   
   
2. Ask the participants to discuss, with the participants at their table, how they can train volunteers to do their assigned tasks.
   
   
3. Ask them to complete the items in the work sheet pertaining to training.

B. Large Group Sharing

1. Ask a few participants to share their training ideas with the large group.
   
   
2. Discuss these training suggestions.

IV. Climate: fun, socialization, success, connection (25 min.)

A. Large Group Discussion

1. While unpaid staff should be treated like staff, unpaid staff volunteers deserve even more attention and patience.
   
   
2. Volunteers ...
   
   

   ...	Need to feel welcomed, wanted, and at home.
   ...	Need to have their own work space and access to resources and tools to do their job.
   ...	Should have structured opportunities to come together with other volunteers and paid staff.
   ...	Must be kept informed about the other components to the program.
   ...	Need to be posted on their progress and the impact of their task on the larger project.
   ...	Need to see successes and accomplishments and to know that their time was well spent.
   ...	Need to know the chain of command.

B. Small Work Group

1. Divide the participants into four discussion groups-one for each of the four climate issues:
   
   
   • Fun
     
   • Socialization
     
   • Success
     
   • Connection
   
   
2. Ask each group to identify strategies they can use to either create fun, encourage socialization, foster success, or facilitate a connection to the overall program.
   
   
3. Ask each group to share 1 to 2 strategies.
   
   
4. Have the participants complete the items in their work sheet pertaining to climate.

V. Recognition (10 min.)

A. Large Group Discussion

1. Present the two types of recognition
   
   
   • Informal, day-to-day recognition
     
     
     • Personal
       
     • Specific
       
     • Timely
     
     Ask for examples. List them on newsprint.
     
     
   • Formal-planned recognition event
     
     
     • Established criteria
       
     • Peer driven
       
     • Everyone is eligible
     
     Ask for examples. List them on newsprint.

B. Small Work Group

1. Ask the participants to discuss, within their work team, which formal and informal recognition activities might be effective with their target volunteers.
   
   
2. Ask them to address the items in the work sheet pertaining to recognition.

VI. Assessment (5 min.)

A. Large Group Discussion

1. Conduct ongoing "check-ins" with volunteer to identify potential problems, give feedback on job performance, issue progress reports, and determine if assignment is a good fit.
   
   
2. Solicit suggestions and be open to making changes.
   
   
3. Offer help and additional resources to facilitate task completion.
   
   
4. Evaluate placement and performance-is the volunteer satisfied with placement, is the volunteer fulfilling expectations.
   
   
5. When task is completed determine new assignment.
   
   
6. If the evaluation calls for a change, make a reassignment or make a termination. Yes, volunteers can be "fired" and should be let go if they cannot be assigned to the right job.