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7 Secrets to Stellar Volunteer Management

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Peer-to-peer volunteer outreach at Millbrook School and Marlborough School - presented at the 2019 CASE-NAIS conference

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7 Secrets to Stellar Volunteer Management

  1. 1. 7 Secrets to Stellar Alumni and Parent Volunteer Programs
  2. 2. Deb Vanecek Director of the Annual Fund Millbrook School Mike Nagel Customer & Product Marketing Manager EverTrue @themikenagel Karen Harwitt Associate Director of Annual Giving Marlborough School Kerri Speck Annual Fund Co-Chair Marlborough School
  3. 3. Today’s Agenda Volunteer Programs Matter The 7 Secrets What’s Next? Q&A Party!
  4. 4. #CASENAIS19 @EverTrue (Share for a shot at a $100 Amazon Gift Card)
  5. 5. #CASENAIS19 @evertrue
  6. 6. We’re giving this away learn.evertrue.com/casenais Download the slides, volunteer playbook, and infographic
  7. 7. Monday Night @ Lucky Strike 1336 Chestnut Street 6:30-8:30 p.m. (Games, drinks, food on us!) bit.ly/CASENAIS19
  8. 8. Our mission is to build relationships in pursuit of a better world.
  9. 9. The peer-to-peer (P2P) fundraising movement is growing worldwide.
  10. 10. *EverTrue, “The State of Volunteer Fundraising in Higher Ed, 2017 Volunteers make a huge difference Institutions with fundraising volunteers are 5x more likely to have a participation rate of over 20% than those that don’t have volunteers.
  11. 11. trust peer recommendations over marketing* Why P2P Fundraising? Nostalgia is powerful *Experticity, 2016 Social pressure as a motivator to give Volunteers know about their peers’ interests 92%
  12. 12. Annual Fund Appeal
  13. 13. Hi Mike, I hope work at EverTrue has been going well. Congratulations on the promotion! Remember Professor Seglin’s class? I still laugh every time I read his column. I hope you’ll join me in making a $250 gift to the writing program. All donations are being pooled for a gift in his honor. Since he was our thesis advisor, we kind of owe him, right? I’m now working nearby and would love to catch up over lunch or coffee. Hope you and Sonja are doing well, Julie Volunteer Appeal Julie Friend
  14. 14. Amplify Outreach Volunteer programs take appeals to the next level with personal, peer-to-peer touches.
  15. 15. So volunteer outreach should be personal and authentic, but... Peer Office Volunteer Peer Peer
  16. 16. It’s super-hard to scale 1:1 volunteer outreach. Time-Consuming Administrative Tasks Poor Access to Data for Volunteers Volunteer Work Is Siloed
  17. 17. Here are the Seven Secrets… 1. Create clear objectives 2. Recruiting starts with engagement 3. Set clear, time-bound expectations 4. Over-communicate 5. Give volunteers up-to-date info 6. Measure progress 7. Celebrate success
  18. 18. 1. Create Clear Objectives
  19. 19. Poll: What’s your volunteer structure look like? ● Class-based ● Interest-based ● Project-based ● A mix
  20. 20. Create Clear Objectives What’s the goal? Fundraising? Social ambassadors? Regional events? Create a structure Set a target. At the end of the day, how will you know if you’ve been successful? Write it down and aim for that.
  21. 21. 2. Recruit Great Volunteers
  22. 22. Poll: What’s the most important skill to look for in a volunteer? ● Capacity ● Personality ● Experience ● Giving history ● Digital engagement ● Traditional engagement
  23. 23. Here’s what to look for... ● Current engagement (social & traditional) ● Past volunteerism ● Non-profit/advancement/fundraising experience ● Regular donor ● All levels of capacity ● Friend groups ● Personality
  24. 24. 3. Set Clear, Time-bound Expectations for Volunteers
  25. 25. Volunteers need to know... ● Time of year ● Hours per week ● Number of prospects ● Number of emails/calls/meetings
  26. 26. At Millbrook... The One-Month (February) Approach ● Giving challenge ● On campus education
  27. 27. At Marlborough... Traditional October-June schedule ● Post-March, it’s on the co-chairs and team captains ● On/off-campus recognition
  28. 28. At PS1... The 5-week annual fund ● One month of solicitation ● 11 months of stewardship ● Repeat
  29. 29. 4. Over-Communicate with Volunteers
  30. 30. Every Volunteer needs to know... ● Who to connect with in the office ● Why giving matters ● Stories to share and when to share them ● Progress toward goals ● Success stories/tips from other volunteers ● Impact of their work
  31. 31. 5. Empower Volunteers with Up-to-Date Information
  32. 32. Poll: What’s the primary way you share giving and contact info with volunteers? ● Spreadsheets ● Print-outs ● Verbal-only ● EverTrue :) ● Other
  33. 33. Whether or not you use EverTrue… ...volunteers need information to do their best work.
  34. 34. Information that fuels fundraising ● Last contact ● Gift alerts ● Number of people left to ask ● Pool/class progress ● Overall numbers
  35. 35. 6. Measure Progress
  36. 36. Key Performance Indicators (KPIs) ● Overall & class participation ● Overall & class dollars ● Donor retention ● Performance vs expected ask amount ● Participation and expected dollars by volunteer ● Volunteer activity
  37. 37. Alumni Donor Retention: % of FY17 Donors Retained in FY18 * Includes living alumni not labeled “Do Not Solicit”, excludes donors who have made a gift >$10k in a single year
  38. 38. Alumni Dollar Churn: % Dollars Raised in FY17 From Donors Who Did Not Renew in FY18 * Includes living alumni not labeled “Do Not Solicit”, excludes donors who have made a gift >$10k in a single year
  39. 39. Alumni Reactivation: % Lapsed Donors That Were Reactivated in FY18 * Includes living alumni not labeled “Do Not Solicit”, excludes donors who have made a gift >$10k in a single year
  40. 40. * Includes living alumni not labeled “Do Not Solicit”, excludes donors who have made a gift >$10k in a single year Alumni Non-Donor Acquisition: % Non-Donor Constituents That Gave in FY18
  41. 41. How to let go of an underperforming volunteer
  42. 42. How to let go of an underperforming volunteer
  43. 43. 7. Celebrate Success
  44. 44. Get creative! ● Recognition from administration, students ● Handwritten notes still matter ● Dinner/event/facetime ● “Volunteer Summit” with Trustees ● Make every interaction count, delivering value constantly
  45. 45. Q&A
  46. 46. Thank you!
  47. 47. Monday Night @ Lucky Strike 1336 Chestnut Street 6:30-8:30 p.m. (Games, drinks, food on us!) bit.ly/CASENAIS19

Peer-to-peer volunteer outreach at Millbrook School and Marlborough School - presented at the 2019 CASE-NAIS conference

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