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Guide to Using Volunteers

Howard, J. (1998) Environmental Education in Botanic Gardens Training Course, Kirstenbosch Botanic Garden, South Africa

Rationale

It seems that environmental education is generally under-funded in many countries and therefore understaffed.Yet there is gathering momentum to the development of EE and EE provision. So the workload of education officers is increasing exponentially and audiences cannot be reached without the help of a team of volunteers.Using volunteers has its pros and cons, but if managed successfully the rewards can be tremendous.The advantages and disadvantages are summarised below – it is important to bear both parties in mind as the programme will only work if it is mutually beneficial. Many of the disadvantages can be overcome by having a few simple strategies in place.
 

Advantages

Disadvantages and Difficulties in a Volunteer Programme

Definition of a Volunteer

The meaning will vary from organisation to organisation, but generally speaking a volunteer is someone who, for altruistic reasons, donates their time and efforts to a given cause. It is important to clarify this within the organisation before the programme starts.

Volunteer Policy

You should determine the niche and need for a volunteer programme in your organisation – you should be clear about

• what you can expect from volunteers
• what they can expect from you
• the kind of volunteer you require (i.e. with regard to relevant experience, age etc)
  

Task Description

This is so the volunteers know exactly what is expected of them, and is called a task description to avoid some of the benefits expected with a the word ‘job’ such as formal employment, salary and fringe benefits.It is also important to detail what is not expected of a volunteer.If you decide not to draw up aformal contract, you should include a section in the task description which both parties can sign, showing that they have understood the policy.

Contracts

These are useful to protect your organisation, in case a volunteer proves unsuitable for the task. You may wish to run a criminal check, particularly if the volunteer is to work with children.

Recognition and Motivation

Recognition is the best tool for building a successful and happy team.Too often we forget that volunteers are a team and take their time and efforts for granted.If you concentrate on team building, giving recognition is easy.Keep a hands-on approach in your programme and ensure good lines of communication. Provide ample time for feedback, both in a group and individually.
 

Recognition: Showing You Care

Perks;

• corporate wear
• badges
• staff cards
• staff discounts
• free entrance to garden, including families
  

Awards

• long term service awards
• fun awards
• celebrations
  

Publicity

• newspaper and magazine articles
• radio interviews
• ensure sponsors and chief role players are aware of the volunteers work
  

Golden Rules

• always listen first then respond rather than react
• make sure volunteers do get some fun jobs and not just the drudgery
• listen to what they need – do not assume you know their needs better than they do
• find out what their special talents are and make opportunities to use them
• raise awareness of your team and its talents in your organisation and in the community
• network with other organisation who use volunteers
  

Recruitment

Once you have completed the above processes you will have a good idea of why you need volunteers, how many you need, what they are going to do for your organisation and what sort of background they need to have.Now you need to find the candidates and interview them.Service organisation, religious groups, teacher’s unions and other organisation who already use volunteers may be your first options.Be wary of recruiting through the media, as you may get responses form people looking for paid work – put leaflet around the gardens so attract people who are already keen on the garden.Be prepared to spend a long time on the phone discussing what you want with potential applicants.If you are veryclear about what you want you will save yourself a lot of time in the future by dissuading unsuitable applicants at this early stage.

Training and Development

Volunteers require as much, if not more, training than fulltime staff. Often they will join your team without the professional training and experience in education you take for granted in a paid staff member, a regular training and development programme is therefore essential.

This should operate on a regular basis (e.g. once a month) and include information session, general team-building opportunities and sessions to develop and evaluate teaching andlearning methods.These sessions are essential for personal and professional development, and to ensure high quality delivery.They also enable and sense of team to develop.

Volunteers should not be treated as ‘second class’ citizens in the workplace- indeed may of them may have more experience that regular staff. Involvement with lesson and resource planning and evaluation develops a sense of responsibility and commitment to your organisation.