Volunteers need to feel both valued and valuable. Appoint a volunteer coordinator – or multiple volunteer coordinators who have as part of their role to support, recognise and praise the efforts of volunteers. Develop a culture within your club that truly values its volunteers.

Things to remember for successful volunteer management: 

• Be REALLY well organised
• SMILE
• Be even better organised!!
• Thank them all the time
• Be happy and playful with them.  Volunteers respond much better as a group to happy, positive vibes! (I used to tell them they had won a free beer)
• Take “No” for an answer and make it okay.  Don’t make them feel guilty if they can’t help.  In the long run they will feel more comfortable telling you no, and they will also have a sense of wanting to return the kindness.
• A good rule is always
  • Family First
  • Then the Volunteer’s Fun
  • THEN volunteer when they have the time, the family is happy and they have had their fun, you will have a much happier person show up!

Building your volunteer base

Where do your existing volunteers coming from?

Sailors?  Good from a local knowledge and experience with wind and waves, etc. but Bad for their “Sailing”, except the one good side, which is being on a start/finish/course boat can be great for teaching better racing skills.  Our skippers/owners encouraged all crew members to volunteer once as a way to give back to the sport.

Sailors that no longer want to race, these people make wonderful volunteers

Social Memberships? Good as they won’t be missing out on sailing, they are already there.  Who wants to go out on the water and have some fun?  Watch the racing close up; build memories with your children…  We will train you in what you need to do and provide the tools to do it…

Voluntourism… get the experienced travelling sailors to come along.  Sailors travel all over and I know a lot of Race Management types that do too.

Retaining Volunteers/Succession Planning (see detailed description)

Training

Theory

Practical

• Short, sharp very clear training modules that include a “hands on” skills practice in the room/on the boat. 
  • On-water skills practice reinforces the theory; go out an hour earlier to practice.
• Mentoring program:  Choose appropriate experienced existing volunteers to buddy up with new volunteers. 
  • What is deemed an appropriate volunteer mentor?
• Use every racing day as a training session
• “Fun Volunteering” see description
• Provide proper equipment. Tools, batteries (have these in your pocket), boxes of working pens, water proof paper and pencils,  stop watches, voice recorders, flags, etc.

Appreciation

Value them, their experience in both work and sailing activities – recognise their strengths and play down the gaps, help them improve

Respect their time and their feelings, listen to them

Thank them all the time

Volunteer “Thank You” dinners at the end of the year;

• celebrate those that have put in the most days with trophies,
• awards for best on water participation,
• photos;
• make the certificate ceremony fun and make mention of each person’s contributions, take pictures.

Provide branded shirts, hats, reusable water bottles help them feel a part of a group, special. 

Lunches, drinks on the day, gather after racing and make sure the sailing manager/Commodore thanks them (this is really important)

Communication

• Communicate clearly (brief, simple statements, clear and correct times/dates/days)
  • Have this information available for easy reference (outside of emails)
  • Ensure volunteers are aware of their report days/times well ahead of time, and make sure they have a role on the day…  this shows respect for the volunteer’s time

Notice Board (in person and online on website) for volunteers

• Include Printed Rosters – even if using an online system
• Copies of NOR/SI
• Course layouts (with Marks clearly described) (also, have these marks ready to go)
• Who’s Who list of contacts, Names, Mobile phones
• Roles clearly defined. 
  • The Race Officer is the Team Leader
  • They need to set out who will be performing which tasks
  • Maintain calm on board, if mistakes are made no yelling, calmly get the flags down and start over, it’s not the end of the world.
  • If the RO notices conflict between two volunteers on board
    • If possible diffuse situation and move on
    • If not possible to diffuse right then, the volunteers still have a job to do and concentrate on, make that the goal. Then things can be taken care of on shore

Welcome Pack 

A volunteer welcome pack is an important aspect of volunteer management. It gives the volunteer important information about their new role.
Things it might include would be:
 A personal welcoming letter from your Club President or CEO
 A copy of the job description
 A list of members in the club, their roles, responsibilities and phone numbers Volunteer code of conduct
 Explanation of the structure and size of the club – as well as it’s history
 Dates and times of training and race days
 Schedule of club fees and what are they used for
 Details of any fund-raising events
 Information on upcoming training course dates and costs
 Reimbursement information for out-of-pocket expenses

Recognition

Acknowledge volunteers at the beginning of their volunteer role. A simple hello and thanks for being here is often sufficient.

Welcome letters when volunteers are first recruited.

Provision of a Volunteer Handbook and adequate induction.

Personal praise to volunteers while they are on the job.

Use the public address system to acknowledge the various volunteers at a venue.

Thank you letters, cards on the completion of the task.

Ask the members to thank the volunteers personally, encourage juniors to thank their parents.

List active volunteers on the club notice board in a public show of thanks.

Develop a years of service list of volunteers to display on your website.

Conduct Club Champions, Club Legends programs which recognizes long term extraordinary volunteer efforts.

Include volunteers in decision making e.g. invite them to meetings/planning days.

Invite volunteers to make contributions to the newsletter.

Acknowledge volunteer efforts at the AGM, presentation evenings.

Certificates and/or awards for volunteers e.g. Life Membership.

Volunteer of the Month Awards, photos of outstanding volunteer contributions.

Enter outstanding volunteers into community based recognition awards.

Write an article in the club newsletter about outstanding efforts of volunteerism.

Reimburse volunteers for their out of pocket expenses.

Consider honorariums/gifts for those who need to give large amounts of their time.

Fund or part fund training for volunteers.

Encourage volunteers to include their volunteering on the CVs. Name an event after an outstanding volunteer.

Organise a function for all volunteers throughout the year.

Offer reductions in fees or entry to events for volunteers.

Give volunteers club merchandise e.g. caps, t-shirts.

Recognise your volunteers during National Volunteer Week Celebrate International Volunteers Day – December 5