Technology and Ministry Conference: Using Technology to Love Others

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Technology and Ministry Conference Using
Technology to Love Others
November 11 and 12, New Orleans
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Volunteer Management

• Liza Cagua
• www.techmission.org, info_at_ac4.org [phone]

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Basics of Volunteer Management

• Plan
• External and Internal needs of the organization
• Vision!
• Organize
• Job Design and Time Management
• Staff get those great people!
• Market, recruit and Interview
• Direct
• Orientate, train and communicate
• Control
• Evaluate
• Model courtesy of resources from ByteBack
  

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An Invitation into Something GREAT!

• Often times we feel like were at the mercy of
  people deciding to sacrifice for the sake of
  ministry
• Actually, it is a privilege to love and serve
  others and we should be excited to invite other
  folks into it!
• How can you invite people well know you mission
  and your vision for volunteers!

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Sample Tech Program Mission

• To serve those in urban centers by providing
  community computer access and education needed
  for employment, spiritual development and to
  equip the Christian community to do the same.
• A mission focuses YOUR efforts and lets potential
  volunteers know what youre about!

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Sample Our Goals for Volunteers

• Enable professionals and students from various
  fields to use their skills to serve and find more
  balance and meaning in what they do
• Develop individuals who volunteer in the program
  by assisting their growth in computer skills,
  teaching skills, leadership skills and spiritual
  growth
• Create a community of people to assist each other
  in finding balance, healing, their callings and
  God
• Assist racial reconciliation by partnering with
  suburban an urban churches of different cultures
  races

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Organizing

• Develop basic volunteer policy manual
• Develop job descriptions for each different
  volunteer position
• Expectations, tasks and duties
• Qualifications
• Time Involved
• Tie it into the mission of the organization!

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Recruiting Volunteers

• Market Do announcements in Churches for Tech
  Volunteers
• Computer Ministries teams of volunteers from
  churches that support community computer centers
• Online volunteer recruitment
• Like online job posting for volunteers
• No way to limit inquiries to Christians only
• Register opportunities at volunteermatch.org,
  volunteersolutions.org, servenet.org and
  idealist.org
• Interview and Select Application Process

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Volunteer Training

• Direct folks to how they can contribute the most
  and get the most out of their time with you
• Happens each semester and is required for
  volunteers
• Possible parts of training
• Program Overview and Vision Setting
• Explain what we do, and the motivation to build
  vision
• Details of program and expectations of
  volunteers
• Train the Trainer
• Provides basics needed for teaching or doing the
  work
• Cross-Cultural Ministry Training
• Required each semester for all volunteers

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Working together

• Continuous recordkeeping and gathering
  information from the volunteers!
• Evaluate your team members and give feedback
• Consider not signing people up as a returning
  volunteer automatically instead, extend the
  opportunity again and have them choose in!

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Sample Responsibilities for Instructors

• Responsible for all aspects of teaching and
  running a class including preparing most of the
  lessons.
• Responsible for setting schedule of which
  assistants and other instructors with attend and
  teach when
• Responsible for being at class at least 15-30
  minutes before start each week
• Provides time to set up for class and deal with
  unexpected traffic (highway/expressway traffic)
• If you must miss a class, instructors arrange for
  for another instructor or assistant to cover for
  them.
• This is important to provide a consistent person
  who relates to the students. Because of this we
  ask that instructors dont miss more than a
  maximum two classes.

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Resources on Volunteer Mgmt

• Grab handouts!
• TechMission/AC4 Capacity Manual
• CTCNet Conference 2003 workshop on volunteer
  management http//www2.ctcnet.org/conf/2003/progr
  am_detail.asp?SessionID53
• http//www.energizeinc.com/hot/2003/03nov.html

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Sample Responsibilities for Instructors

• Responsible for foster community among assistants
  and with students
• They should call students who have missed classes
  at mid-semester (or earlier) to encourage them to
  come
• Attend Computer Ministry Meetings
• Attend training once each semester
• Attend student orientation and graduation to get
  to know students better
• Help on a support team if interested

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Sample Role of Assistants

• Short description Assistants help show
  students where to point the mouse when they get
  stuck.
• As the instructor leads students through an
  exercise watch to see who needs help
• Help answer students questions as they are
  working through the class material and projects.
  
• Develop relationships with students and other
  volunteers to help form community.
• Encouraging students is as important or more
  important than teaching them

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Sample Responsibilities for Assistants

• Assistants do not have to attend every class, but
  should work out a schedule with the instructor
  when they agree to be available. (Some centers,
  assistants do come every week.)
• Call instructor at least a week in advance if you
  cannot make your scheduled time
• The goal is that at least two or three assistants
  will be available each week (if possible).
• Assistants should be available for class at least
  15 minutes before class to go over lessons and
  prepare the room.
• Assistants should plan to stay at least 10
  minutes after class to discuss material for the
  next class and debrief what worked (or not)
  during class.

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Sample Responsibilities for Assistants

• Assist Instructor with any duties as needed
• Assistants can help with follow-up with the
  students and their parents. They are encouraged
  to develop relationships with the students.
• Assistants may prepare or assist in preparing
  some lessons as well as teaching lessons.
• Assistants should be able to fill in for
  instructor in case of emergency.
• Attend computer center planning meetings
• Attend training once each semester
• Attend student orientation and graduation to get
  to know students better
• Help on a support team if interested

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Other Volunteer Opportunities

• Be an Instructor for a class
• Tech Support Team
• Provide technical support, fixing setting up
  computers, installing hardware, while training
  others
• Hospitality Team
• Help with lunches, parties, appearance of lab and
  parties to make the computer center a welcoming,
  relational place
• Help with administration
• Supervise walk-in computer center
• Serve on Leadership Team
• Help plan and run computer center overall

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Youth Volunteers

• Youth Volunteers Duties
• Assist with computer classes
• Build from volunteers to Youth Staff
• Supervise walk-in center and fix computers
• Assist with computer classes
• Work in PREP Enterprises
• Learn on the job and through self study
• Opportunity for Discipleship

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Basic Computer Classes

• Classes can easily be taught by volunteers
• Get more advanced students to assist in classes
• One instructor, 3-4 assistants and 20 students
• Classes can be as little as once a week (good for
  most volunteers) with homework they do during
  walk-in lab period