Back to Basics in 2003: Communicate, Listen and Improve
By Susan Moscareillo, CVM
Director of Volunteer Services and Community Relations
Baltimore Ronald McDonald House

Jan 8, 2003, 06:00 PST

The strongest performers in any field know that success builds from a solid foundation of planning, fundamentals and training.

Make a commitment now to begin 2003 with a review of the basic elements of your volunteer program, from applications to written policies, with the goal of making them more effective and empowering for the volunteer staff they support.

Even if statistics such hours contributed and number of volunteers on staff are strong and impressive, would you be proud to show a Board member - or fellow manager of volunteers - these basics that have been the building blocks of your program?

Put this "Checklist" to work for you as you begin a new year as the leader of your volunteer staff:

Checklist of Items to Review Annually

	Application: Does it gather as much relevant information as possible in one page to enable you to make an informed decision about each potential volunteer?
	Confidentiality form and letter of agreement: Is the information contained understandable and free of human resources jargon?
	Database and mailing lists: Are addresses current; have inactive volunteers been removed and new volunteers added?
	Handbook: Is it easy to read and contain the most up-to-date information in a format that has eye-appeal?
	Mission Statement: If changes have occurred within your agency or volunteer program, are they reflected here? Does reading this document make a volunteer feel proud to be part of the volunteer program? Does it make you feel proud to be the director who wrote the statement?
	Newsletter: Has it become predictable, even boring, in its format and content? Maybe 2003 is the time to re-design and give it "meatier" content or greater eye appeal.
	Personnel Files: Look at each folder and check for an up-to-date application (with references) for each volunteer.
	Position Descriptions: Duties change throughout the course of the year - review for accuracy and completeness.
	Recognition: Are your forms of recognizing volunteers meaningful and cost effective? Get new catalogs for items you order - prices often rise after the first of the year.
	Training Materials: Do changes need to be made to reflect requirements of the position description? Start developing training for new positions that will be added during the year.
	Written Policies and Procedures: Review to reflect the changing role of volunteers in your agency.

Involving your volunteers in reviewing all of these areas is not only the most effective way to get useful, accurate information but gives your volunteers a greater sense of ownership in the volunteer program they support. Work with agency staff to acquire input and build support for your volunteer staff.

And if you haven't compiled the results of your annual Volunteer Satisfaction Survey, mail it, along with your end-of-year thank you letter or your "here's what we're going to do in the new year" letter. 

Communicate, listen and approve. Your volunteers deserve nothing but the absolute best. Make certain they know that you feel that way every day in 2003.