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# System prepended metadata

title: Volunteer infrastructure brainstorming
tags: [Brainstorming]

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# 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

