The Secret to Recruiting Volunteers - "Ask"

I worked at an association that had a large chapter network with each chapter managed by a roster of volunteers. These chapters nearly offered as many member benefits as anything the association had to offer. The more active chapters in smaller geographic areas had little difficulty recruiting the volunteers they needed to offer varied and desired programs. Many other chapters struggled to find the basic volunteers they needed so 3 or 4 people were not doing the work of 6 or 8.

When we had a national meeting of these volunteers, 250-300 of them, we decided to change things up.  At the end of the day we had a conference version of speed dating.  The volunteers were divided into various meeting rooms.  The senior staff and national officers would move from room to room.  We had 5 minutes to share some bit of information with the volunteer leaders in each room.  The topic I chose was “Recruiting Volunteers”.

I started my remarks by commenting on how I am a very active volunteer and always have been. Sometimes I saw an opportunity and offered my time and services and sometimes the volunteer leaders of an organization pursued me. I focused my remarks on the latter.  This one particular organization was trying to recruit me as a volunteer.  Each time I was asked I turned them down as I was busy with work and had a full plate of volunteer activity with no desire to add anything more. Still, each year, this organization approached me and was always cordial and respectful when I turned them down.  After several years and several attempts, I finally agreed. Nine years later I still devote a great deal of time to this organization with absolutely no regrets.

So where am I going with this?  In an effort to attract and recruit volunteers we send out e-mail, write articles in our newsletters and place promotional messages on our web site but to this day the best way to recruit volunteers is to personally ASK prospective volunteers.  Remember, your response to being turned down is as important as your response to an acceptance. It worked with me.

I concluded my remarks with a humorous and true story.  I had served on my local library board of trustees for many years. In addition to serving as treasurer of the board I chaired our 50^th anniversary celebration, I co-chaired our renovation and expansion fundraising committee, and then chaired the ribbon cutting program.  At one point we had a vacancy on the board.  I recruited a friend who turned out to really enjoy being on the board and he became a very good volunteer. Several years into his service on the board he had spearheaded a special project which won us a statewide award from the state library association.   Upon sharing the news with me our library director said, “recruiting Bill onto the board was the best thing you ever did for the library”. I was insulted and honored all at the same time.:)

Don Sciolaro
D E Solutions
desciolaro@gmail.com

Why I like Omnia Housing Services for my meetings

OHS effectively manages room blocks ranging in size from 100 - 100,000 room nights. They have a dedicated staff that will closely monitor not only your attendee reservations but also your booking patterns to identify trends or potential problems that could affect your block.  Their mission is to know your needs inside and out. With this knowledge, they can proactively manage your room blocks, not only for your current meeting but for your future years contracts.  To learn more: http://www.ohsweb.org/services.html

Should association/society boards have term limits for board members?

Here are two examples of industry associations that have term limits (sort of) for board members. The first allows board members to serve seven consecutive years on the board and then the board member cannot be renewed for another term immediately. They must come off the board for one board meeting and then can serve another seven consecutive years.

The second example is similar but the term limit is one three year term and then the member must be off the board for one year before returning to serve another three year term. There is an exception here.  Should a board member be elected to hold a position as an officer on the executive committee, the three year limit is waived. The executive committee is comprised of six members.  In essence, if a board member serves three years, is then elected as an officer and then elected to move to the next position each year, that person will have served on the board for nine years.

In both associations, term limits are modified and the ease of returning to the board after one year depends on the method by which the board members are nominated and elected. In either case, it does not appear either association really wants to have term limits.  On the one hand, this enables you to keep sincere hard working board members engaged in the leadership of your organization. On the other hand, well you know.

I have served on boards where there are no term limits. Good or bad, board members expect to be reappointed at the end of their term whether they are making a positive contribution to the organization or not.  Having had that experience, I support term limits.  This not only enables you to have a mechanism for removing board members with honor, it provides you with an opportunity to recruit board members that might bring some energy and innovation to the organization.

What are your thoughts?

Conference Housing Services

This is meant as a sharing of best practices for any association executive that plans meetings and conferences or those that supervise meeting planners.  I have experienced frustration at the time and resources our staff spends on identifying and securing meeting rooms and housing for our meetings and conferences.  Then I learned there are vendors that specialize in this area.  A housing services provider will help you identify a venue that best meets your needs, secure the best rate available and negotiate the details of your contract.  While there are several good vendors that provide this service, my experience with Omnia Housing Services has always been positive and carefree. I am happy to share this link to their web site where you can learn more .http://ohsweb.org/index.html

Don Sciolaro

DESolutions Consulting

Former CEO of NKBA