# Volunteer infrastructure brainstorming ###### tags: `Brainstorming` Volunteers Grey Software’s projects help the world by improving the landscape of open source apps, tools and learning resources related to software. By volunteering for us, you're using your time and energy to help build a beautiful open-source future. Student volunteers can gain real-world software development skills by working closely with product managers, designers and software engineers on projects. Instructor volunteers can help advance open software education by: Helping create a curriculum for software development Reviewing code submitted by students Volunteer Program Mission Statement What problem are you looking to address? What are the gaps present in the organization that benefits the community? How can volunteers address these needs? What are you looking to achieve? What impact do we hope our volunteer program will have? How will volunteers align with our program’s aim? What is the name of the program? Ex: Backpack to the Future. -> something fun, memorable SMART Goals Specific Are the goals focused? Measurable Are the outcomes quantifiable? Attainable Can we achieve these goals with resources available? Is it realistic based on our capacity? Relevant Do our goals make sense for our organization? ALign with our mission? Time-Based What is the timeframe for achieving these goals? Did we set a deadline to help develop a clear plan of action and motivate staff and volunteers? Goal Examples: Volunteer manager/coordinator goals examples: Create a safe space for youth to explore the visual arts. Improve the safety of town parks through trash clean-up and tree-planting weekends. Provide 300 underserved children with backpacks and learning supplies by August 30th. Volunteer goals examples: Help improve students’ algebra skill Plant five trees at the Greenway Improvement weekend event. Visit senior citizens three times per month. Planning for Success goal activities indicator means of measurement Plan: Resources Allocation Funding Predicted program expenses? Available grants & fundraising strategies to support program costs? People Power What is our staffing budget? Will we require administrative volunteers to help manage? Training What training do volunteers need? How extensive will the training be? Who will train them? Technology What system can we use to coordinate volunteers and opportunities? Recruitments Advertising opportunities Managing volunteer registration Volunteer screening Engagements How will we foster an engaged group of volunteers? Opportunity matching ensures our volunteers are best utilized based on their passions, skills, and expertise. Once volunteers experience success, they tend to be more manageable Set clear expectations and provide adequate training so they feel prepared and invested(volunteer orientation) Offer constructive feedback and recognition When volunteers feel useful, prepared, and appreciated, they are more likely to engage in your cause and become committed volunteers. Communication Establish a clear system of communication between managers and volunteers Volunteer management system Recognition Simple thank you note to an annual banquet Incentives -> leadership opportunities Planning Roles What jobs can volunteers fulfill to help Student scheduling Designing illustrations or prototypes Writing technical documentation Working on Apps Creating written content on the blog Creating marketing materials Management Who will oversee and manage the volunteers? Volunteers will work under a specific program, which would have its own program manager and program facilitator. Before this, however, a mentorship model would work best where each volunteer comes in to help a core team member’s projects. Preparation Are the tools and resources they need to be successful in place to perform their duties? Add to discord channel Add to relevant team in github org Give them the handbook to familiarize them with the mission Have them speak personally with Arsala so he can give an inspired vision Do they know what is expected of them? Position Descriptions Types of fo activities the volunteer will be expected to perform, time commitment, skills and experience needed, and other requirements Intake Forms Application for volunteers to complete when interested for a position Need the right people to maximize our resources and capabilities Document procedures for recruitment, onboarding, training, supervision, and collecting and tracking data (# of volunteer hours, expenses) Volunteer database Automate processes Capture information Offer reports Volunteer Handbook Providing information volunteer needs to do the job Includes policies, company mission, goals, legal information, disclaimers Familiarize yourself with the Grey Software ethic on grey-software/hello Liability Are we liable for any incidents involving volunteers? Do we need to issue volunteer waivers? Sufficient liability insurance? Do we need to establish safety and training procedures? Recruitment: Where to look for prospective volunteers? Grey Software Website Post available volunteer positions on the website “Volunteer Openings” - short job description Service-Based Resources Apps Volunteer match Local volunteer resource agencies HandsOn Network - allow nonprofits to post volunteer positions on their platforms Angellist Social Media Advertise to a large following Build the following base on social media Word-of-mouth Speak to groups, clubs, community events to encourage people to volunteer\ Newsletters Issue a call to action in the newsletter asking for volunteers Training: It is easier for people to succeed at a job if they have clear instructions and understand what is expected of them, and have tools to perform it. Orientation Can help volunteers feel welcome Provide volunteers with basic information about the organization Training Ensure volunteers have the basic knowledge to perform the job Recognition: Incentives Event tickets Networking Opportunities Nominate them or a leadership position Donate to the volunteer’s charity of choice Indirect pay (gift cards) Awards (plaques, certificates) Handwritten Thank-You cards Lunch, dinner banquet Social Media shoutout (online recognition) Special Treats (Homemade/locally baked cookies) Small gifts Merch