Issue 25
April 14, 2004

NEWSNOTES is a monthly email newsletter published by Nonprofit Enterprise at Work. It includes items of interest to the nonprofit community in Washtenaw County and the surrounding areas, as well as resources available at NEW. Encourage your friends and colleagues to join over 305 other NEWSNOTES subscribers!

NEW would like to recognize the generous support of its Community Partners:

IN THIS ISSUE

LEAD STORY

Six Strategies to Insure Volunteer Visibility

by Susan J. Ellis, President, Energize, Inc.*

Chances are great that your organization involves volunteers in service delivery, but how often does the board of directors—volunteers, too—focus attention on this subject? Is volunteer involvement the invisible personnel issue? As with any other activity, time spent in thoughtful planning is repaid by an increase in accomplishments. If something is neglected, it may thrive by accident. But proactive support of volunteer involvement dramatically increases its potential achievement level. So what can a board of directors, guided by the top executive, do?

1. Regularly devote time to the subject of volunteers at board meetings.

Articulate thoughtful goals for and policies about volunteer participation, which will send a strong message to everyone that volunteers are important. Budget adequately to support the work volunteers do. Periodically consider trends and issues having an impact on volunteer involvement, and whether your organization is responding effectively. Recognize the interrelationship of volunteer engagement and fundraising efforts—become as involved in “raising people” as in raising money.

2. Develop the vision of the organization for volunteer involvement and set standards.

You will achieve the level of volunteer services that you can envision. If you think of frontline volunteers as friendly but low-skilled helpers, that’s exactly whom you’ll attract. But if you make it clear that community participation is an important element of your organization’s work and that you expect to involve the best, highest-skilled people as volunteers—then you’ll get THAT type of candidate. Also broaden your scope to tap many volunteers who may prefer terms such as community service, activism, internships, pro bono work, donated professional services, lay ministry and other more appealing vocabulary.

3. Analyze data about volunteer involvement.

Request and discuss reports on the size and scope of volunteer activities, and integrate these into any assessment of organizational progress. Recognize that this is necessary to have a complete picture of the organization and of the resources available to it. Ask questions about what volunteers do and expect informative answers!

4. Participate in volunteer recruitment.

The more people spreading the word about volunteer opportunities, the better. Just as board members should be alert to fundraising potential, they should be on the lookout for ways to recruit volunteers. For example, each board member can:

• Recommend or refer candidates, with the understanding that they must go through the regular application process just as any other prospective volunteer.
  
• Distribute recruitment materials when doing public speaking on behalf of the organization or during visits to community sites.
  
• Arrange for the volunteer office to have access to their circle of contacts to share recruitment information, especially if they are employed by or affiliated with a corporation, religious institution, or other formal association. Identify company newsletters, special events or meetings, display booths, Internet listservs, or other ways to communicate with colleagues. Be a visible advocate—explain to others why they chose to volunteer on the board of this organization.
  
• If possible, offer the volunteer office the expertise of their company’s marketing or public relations staff and its graphic artists to design the best possible recruitment materials.

5. Take part in volunteer recognition events.

Attendance by the board shows other volunteers that they are valued at the top. Recognition events provide a great opportunity to mingle and talk with supporters of your organization, whose opinions may prove illuminating. Once at the event, board members and executives can contribute to its success with active participation, not observation from a segregated table. And, remember, the board has also earned the thank-yous given to all the organization’s volunteers!

6. Make volunteers as visible as possible.

Include volunteer accomplishments in the organization’s annual report. Incorporate information about volunteer opportunities into your organization's Web site for both recruitment of new volunteers and recognition of current ones. Make sure frontline volunteers are included in any public forum or media outreach, and as agency representatives when appropriate.

Too many organizations are thoughtLESS when it comes to volunteers. Help your board to become thoughtFUL on the subject. It will make a real difference.

Resources:

• NEW’s upcoming workshops on volunteer issues:
  • Motivating Employees and Volunteers Friday, April 30, 2004, 8:30 a.m. - 11:30 a.m., Washtenaw Community College
  • Managing Generation X and Y Friday, May 7, 2004, 8:30 a.m. - 11:30 a.m., Washtenaw Community College
  • They Come. They Eat. They Leave. Organizing a Community-wide Volunteer Event. A free hour and a half workshop to guide you through managing the one-day project. Friday, May 14, 9 a.m. -10:30 a.m. at NEW.
• NEW’s Bookstore page. See Volunteer Management.
• Featured item below on National Volunteer Week.

FEATURED ITEMS

Education Services: Workshops Scheduled Through May 25

There are still ample opportunities to improve your skills this term through NEW’s Managing for Nonprofit Excellence workshop series. A sampling of new offerings coming up soon:

• Management Practices for the Small Nonprofit, Wednesday, April 21
• Sustainable Decision-Making, Thursday, April 22
• Dealing with Ongoing Change, Wednesday, April 28

Workshop Series Online Survey

If you have not already done so, please take a few minutes to complete an online survey regarding NEW's Workshop Series. Whether you have attended a workshop or not, we need your feedback to help shape our educational services. Please complete the survey by May 3, 2004 so we can begin implementing positive changes to meet your organization's needs. You can find the survey here.

Thank you for helping us improve our services to the nonprofit community!

Executive Directors!! Leadership²Go Panel on April 23

Executive transition was a hot topic at the December 2003 session. Now it’s back as a headliner for our April 23 event: Executive Transition Plans: Ensuring Success, Avoiding Chaos.

Every organization should have an executive transition plan, but what does that mean exactly? Assessments, job descriptions, interviews, search committees - what's the deal? From preparation to the day of turnover, come to learn from our panelists – recently transitioned executives, one near retirement, and a board chair who's overseen many transitions. No matter your stage as executive director, you need to be at this session!

Panelists include:
Susan Wiant Crabb, President of HelpSource
Jim Frenza, President & CEO, Ann Arbor Hands-On Museum
Sabrina Keeley, President, Ann Arbor Area Chamber of Commerce
Cal Williams, Board Co-Chair, Student Advocacy Center of Michigan

Friday, April 23, 2004, 8:30 a.m. -10:30 a.m.
Nonprofit Enterprise at Work, 1100 N. Main St., Ann Arbor
Register online or call 734-998-0160. Continental breakfast included. The fee is $10 for the session.

Board Training for Individuals Offered

Does your organization have a board member who wants to learn more about how to serve your nonprofit effectively? Are you stepping onto a board for the first time? Have you thought about nonprofit board service, but didn’t know where or how to start? Attend a "Board Basics" training session through NEW's BoardConnect program, where you can learn about the roles and responsibilities for today's board member. Training dates through the end of 2004 are as follows (sessions run from 4:00 p.m. -7:00 p.m. at the NEW Center in Ann Arbor):

Wednesday, May 12, 2004
Wednesday, July 21, 2004
Tuesday, September 28, 2004
Tuesday, December 7, 2004

Contact Andrew Steck (734-998-0160) for more information or to register. NEW’s assistance in helping to find a nonprofit board opportunity is included in the cost – you can use it or come simply to learn!

Nonprofit Resource Library: New Acquisitions

See a listing of new titles recently acquired by the library. All are available to borrow for a 3-week period. What have you read lately that you would like to recommend for the collection? Contact Ann Gladwin (734-998-0160).

National Volunteer Week April 18 - 24

Can you imagine your nonprofit succeeding without the volunteers who give their time and expertise? National Volunteer Week is a 31-year tradition that gives us all a perfect opportunity to celebrate the efforts of these special people. The Points of Light Foundation offers a promotional toolkit and recognition ideas.

NEW's Super Volunteers

The Web site and database at Nonprofit Enterprise at Work owe their ease of use to Mike Smerza, who has been a loyal volunteer at NEW longer than any staff member. Mike’s quick mind, keen eye and dogged determination have banished bugs from our electronic systems for over seven years. We thank him regularly in a variety of ways, but we’ll take this opportunity to say publicly, “Mike, you are terrific!”

Judy Walker, recently appointed treasurer of the Board of Directors at NEW, has been an invaluable volunteer for over three years in the area of finance. She has provided ongoing guidance and support on monthly accounting and control procedures. Thank you, Judy, for sharing your expertise with us!

A5 to Unveil CultureZone

The Arts Alliance of the Ann Arbor Area invites you to the unveiling of cultureZONE.org – a powerful new online search engine focusing on fun kids’ cultural activities in Washtenaw County.

Thursday, April 22, 5 p.m. – 7 p.m. at the Ann Arbor Art Center, 117 W. Liberty Street in Ann Arbor. Please RSVP by April 16 by calling 734-214-0112.

Lessons Learned: A Planning Toolsite

Are you in the midst of strategic planning? Looking for tools and templates to help manage your nonprofit? The National Endowment for the Arts has the toolbox for you! They have created a Web site called Lessons Learned: A Planning Toolsite to assist arts-based nonprofits with planning (although, you don’t have to be arts-based to find this information useful). Not only are these resources ALL FREE, they are immediately accessible and applicable to your nonprofit. From budgeting during planning to keeping your strategic plan alive, this Web site has a multitude of information you may find useful. It is edited by NEW's own volunteer faculty member and NewsNotes contributor, Morrie Warshawski.

Technology: Creating Cheap PDF Documents

"Adobe PDF" documents are a great way to send information to people through your Web site or email -- virtually everyone can read them, regardless of what software systems they use. The software you need to create PDF documents is fairly expensive, but WebProNews.com explains some more affordable alternatives.

Real Results with Online Tools: Free Seminar

Convio is inviting all nonprofit professionals to a free lunch-and-learn seminar Real Results with Online Tools: Leveraging the Internet for Successful Marketing, Fundraising and Advocacy. Discover how other nonprofits are boosting donations, increasing response rates and improving communications with constituents using the Internet.
Wednesday, April 21, 11:30 a.m. – 1:30 p.m., Wyndham Garden Hotel, 42100 Crescent Blvd, Novi, MI. To attend, RSVP online at www.convio.com/realresults. More information: 800-903-4826.

Public Policy Forum: State Fiscal Troubles

The Michigan League for Human Services is sponsoring a forum Structural Solutions for a Structural Deficit on Monday, April 26 from 9 a.m. to 11:30 a.m. at the Lansing Center. Speakers will provide an overview of Michigan’s revenue situation and the budgetary actions enacted to address the ongoing fiscal problems. Registration fee is $30.

Reminders:

NPower Michigan Seminar: April 28, 9 a.m. – 11 a.m. in Detroit. “Choosing and Using Your Donor Management System.”

Volunteerism SuperConference 2004: May 24 and 25 in Grand Rapids. This year's conference theme is Strengthening Communities through Service. Workshops, plenary speakers, exhibits and a bookstore will focus on building attendees' knowledge and skills in volunteer program administration, financial resource development, nonprofit management and evaluation. Find information on programs, presenters, accommodations, and more at Michigan Nonprofit Association's Web site.

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