Volunteer Management Plan - Essay Example

Objectives The volunteer group will be formed to aid different outreach programs for the indigenous people and the poor communities. The group will be called “One Family”. It would operate hand-in-hand with private or government organizations. Its main objectives are: 1) to provide immediate survival needs to the people and/or groups who are victims of natural calamities and/or disasters; 2) to assist relocating people to temporary shelters during emergencies or calamities; 3) to aid in providing medical assistance especially during times of disease outbreaks; 4) to ensure the safety and protection especially of the children, the elderly, and the handicapped during times of emergencies; and 5) to provide livelihood programs especially after emergencies and/or disasters that affected the whole community. Member Titles and Functions of Volunteer Groups It is wise to start developing the disaster volunteer team by tapping into already existing volunteers. However, a structure must already be in place to ensure the success of the recruitment process. The group of volunteers should be prepared in advanced and should not wait until disaster strikes to prepare volunteers for response. Since One Family will mainly work with larger organizations with bigger budgets, the target manpower of the volunteer group is approximately 217 persons. In evaluating the role of the volunteers, a clear outline of every volunteer’s responsibility should be discussed. Clear positions and necessary qualifications to fill such positions should be developed. One should always remember that there is no such thing as “just a volunteer”. Every volunteer should be challenged to effectively perform his/her duties and be held accountable accordingly. The 217 long-term volunteers needed for this volunteer group will be divided into different roles and committees. The role of each volunteer will be as follows (in general terms): 1) one volunteer group head, 2) one volunteer group assistant-head, 3) five volunteer committee heads, 4) ten volunteer committee assistant-heads, and 5) 200 committee members. The committees will be handling specific tasks and providing specific services, namely: 1) immediate survival needs, 2) relocation needs, 3) medical assistance, 4) safety and protection, and 5) livelihood programs. Each committee will consist of 40 members, two committee assistant-heads, and one committee head. Each committee will be divided into two sub-groups to divide the tasks of each committee evenly and also to act as a failsafe in case the other sub-group cannot, due to unexpected reasons, perform its tasks. Each committee will have two committee assistant-heads to act as immediate supervisors of the members, and each committee will have a committee head who will oversee the functions of the group. The over-all head will have an assistant who will aid in volunteer group oversight. Specific Job Description and Position Requirements Every Member Members must have good oral and written communication skills, have the ability to provide appropriate feedback, have basic computer knowledge, have work and personal skills, have good decision-making ability, have behaviors necessary to set and achieve goals, have responsibility for outcomes, have behavior consistent with professionalism, and have team attitude (Ross & Bing 2007: 370). Members should also have attained the age of 18, hold a valid driver’s license, be available to serve on disaster relief operations, with little or no advance notice, be flexible in the ability to make travel plans and serve on operations, be willing to travel by the authorized common mode of transportation, be willing and able to live and work in adverse conditions, have internet access (including an email address), successfully completed required criminal background check, provide a Social Security Number (on the application form), have received a formal education sufficient to meet the demands of disaster work, preferably at least a high school diploma or equivalent, hold a current first aid and CPR certification (required for Health Services and Staff Health Activities; strongly recommended for all others), complete the training course Introduction to Disaster Services, participate in local disaster program (active, regular participation at least once each calendar quarter), and complete and sign a Health Status Record form annually (Ross & Bing 2007: 371-2). Supplies (non-personal items will be provided / funded by the volunteer group) Driver’s license, Professional license (original) Comfortable shoes/boots with closed heels and toes Wash-and-wear clothes, enough for 10 days without doing laundry Sweatshirts, rain gear, sunscreen, jacket, gloves, hat, etc. depending on assignment and weather One Family vest, if available Shirts without One Family insignia for off hours Sunglasses, extra glasses or contact lenses Flash light with extra batteries Sun screen, insect repellant, first aid items as needed for personal use Medications taken regularly (at least 30 days supply) Work gloves (if assigned to an activity handling supplies/equipment) Sleeping bag or set of sheets, sleep mask, ear plugs (if assigned to a staff shelter) Towel and wash cloth Personal hygiene items/toiletries Travel alarm and extra batteries Personal checks (2), personal credit card or cash for personal use/emergencies Leisure items (books, camera, radio, MP3 player) (Ross & Bing 2007: 373-4) Benefits of Using Volunteers There are numerous benefits in being a volunteer. The opportunity to “give back” to society and feel useful, to fill a gap in personal life, the flexibility compared with a full time job, intellectual stimulation and growth, opportunity to meet new and like-minded people, to actively contribute to education change, and provides job experience if unemployed / student. To the organization, there are also numerous benefits in using volunteers. They are able to reach more people, expand the program (e.g. outreach, workshops), have full time staff that can concentrate on the bigger picture, have rich and diverse pool of experience to call on, free up staff time to specialize in different areas, have more time to develop and explore new methods, and have ready made sounding board /trial team. Recruitment Plan The recruitment plan will run for three months. Everyone involved in the volunteer recruitment plan should be familiar with the current volunteer needs. The effectiveness of the plan will be monitored and revisions will be made as necessary. A brochure wuill be designed to mail to prospective volunteers. It will include a volunteer application form. A phone script is also necessary in recruiting and screening volunteers. Every application form mailed will have a follow-up over the phone. A video showing volunteers working with affiliates will also be helpful in encouraging prospective volunteers. Initial target volunteers will be people residing in the Eastern time zone (to avoid time constraints in initial operations). Volunteer Recognition This can be in form of perks including badges, staff cards, and staff discounts. There can also be awards given like long term service awards, fun awards, and other forms of celebrations. Publicity may also be included in the form of newspaper and magazine articles and radio interviews. The organization can also ensure sponsors and chief role players are aware of the volunteers’ work. Ten Questions The following questions are aimed to establish the dedication of a prospective volunteer. 1) Is volunteering worth the time it takes? 2) Why would you enjoy volunteering? 3) Do you know anyone who has done volunteer work? a. Where and why did they volunteer? b. Could you and would you like to work as a volunteer in the same way? 4) Have you ever benefited by someone’s volunteer work? 5) How did you feel about volunteering before? 6) Why would you enjoy certain types of volunteer work? 7) What types of volunteer work would be unpleasant for you? 8) What benefits other than personal satisfaction could you personally get by volunteering? 9) Is volunteering worth the cost to you? 10) In what situations and at what times in your life could you afford to volunteer? Acceptance Letter Dear__________, We are pleased to welcome you as a part of our “ONE FAMILY” volunteer group. The Board considers that you will be an important addition to the organization. Your next step will be to sign the Volunteer Agreement and to participate in the orientation training. This training is designed to aid you in learning about the tasks you will be responsible for and the sources available to help you with the job. To get a schedule of the training dates, please call our headquarters at 123-456-7890 Mondays thru Fridays from 8 am to 8 pm. Rejection Letter Dear__________, After considering your application and the additional information you have provided, the Board of “ONE FAMILY” has decided not to accept your application at this time. We appreciate your interest in the organization. Briefing Briefing information should consist of individual and family preparedness plans and kits, alternate hot site, alert plan, triggers, back-up plans, back-up alert and communications, and evacuation plans. Motivation Saying “thank you” should never be forgotten. Point out specific accomplishments and show them the fruits of their efforts. Make them feel that they are truly a part of the team. Organizations should plan for post-disaster recognition. Help the volunteers grow and advance and hand-pick the volunteers that can and should be promoted. Help advanced volunteers become more involved by giving them more autonomy and responsibility. Volunteer Information The following information of volunteers should be kept in records: emergency contacts, address, phone, e-mail, physician name and number, allergies, any other important information such as illnesses or conditions to be aware of, vaccination status, date of birth, Social Security Number, health insurance carrier and contact information, insurance ID# and Group#, date of vaccinations, and blood type (Ross & Bing 2007: 376-7). Conclusion Per Dave Pauli, “Disaster operations can take a high emotional, physical, and financial toll. If done well, however, it can still be worthwhile and pleasurable. Volunteers from one disaster will follow to the next “Big One” if you care for them right.” (Wilson 1984) Volunteers need to be cared for like the great resource they are. They should be sheltered, watered, and fed at least as well as disaster affected creations. Debriefing should always follow after every disaster operations. Having counseling services available will be truly helpful and will be greatly appreciated by the volunteers. References ROSS, K. L., & BING, C. M. (2007). Emergency Management: Expanding the Disaster Plan. HOME HEALTHCARE NURSE. 25, 370-377. WILSON, M. (1984). How to plan for volunteer and staff success. [Boulder, Colo.], Volunteer Management Associates. Read More