Idea Center - January 2011 Archives
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We have to fire this volunteer
It is so unpleasant. But I noted in a recent post, it is more unpleasant to live with the consequences of not firing – or at least addressing – a poor-performing volunteer.
I did in fact have to fire a volunteer. In most cases I have been able to work around the situation with some counseling and shifting of positions. But there came the day, where firing was the best option. I followed the basic HR recommendations:
- Schedule a private meeting with the person.
- Be prepared. Plan what you are going to say and stay on task.
- State the reasons for the termination. You should also present them in writing. Focus comments on the performance and avoid personal issues or value comments.
- Discuss any recommendations for future volunteer work with the person. This may include whether and under what conditions the person may return and volunteer at your agency.
- Secure the return of any items (keys, documents) before your conclude the meeting.
- Stay calm. Say only what needs to be said and nothing more.
- Document the meeting.
- Exercise damage control. To the degree you can, let key people know the volunteer will not be returning. You must protect the confidentiality of the person let go, but still don't allow this to be a flashpoint.
It wasn’t easy. But what helped was remembering that this was for the good of the whole and really for the good of the person. What I found was that by doing a few things upfront, we could reduce if not eliminate situations like this. A good volunteer management program should:
- Put in writing the behaviors that will not be tolerated under any circumstance. This information should appear in the volunteer handbook and reviewed in orientation sessions.
- Outline a process for handling poor performance and misbehavior. Depending on the organization this could be a formal process moving from verbal to written warnings to suspension and finally dismissal.
- Put into practice a regular volunteer evaluation. This should be a 360 – engaging the volunteer, the volunteer’s “manager” and his or her team members.
- Establish metrics for all volunteers. These metrics help volunteers know what success is and isn’t.
- Establish a withdrawal policy. This is an “out-clause” that helps volunteers back out. In associations, we know that many volunteers don’t have control of their time. Add the current economy and we know that good intentions can’t always be fulfilled. We understand when a volunteer can’t live up to their commitment. If we know in enough time, we can usually shift gears. But volunteers don’t want to bail. They are concerned about their image. So, it’s very important for our – and their – success that we make it easy to “save face.”
- Offer coaching and mentoring to volunteers. Help them be good volunteers.
There are many resources - really - to help us navigate this. I find Energize list to be a good resource.
Do you want a good volunteer workforce? Getting it means subscribing to good HR practices – from hiring to firing.
We have to fire this volunteer
It is so unpleasant. But I noted in a recent post, it is more unpleasant to live with the consequences of not firing – or at least addressing – a poor-performing volunteer.
I did in fact have to fire a volunteer. In most cases I have been able to work around the situation with some counseling and shifting of positions. But there came the day, where firing was the best option. I followed the basic HR recommendations:
- Schedule a private meeting with the person.
- Be prepared. Plan what you are going to say and stay on task.
- State the reasons for the termination. You should also present them in writing. Focus comments on the performance and avoid personal issues or value comments.
- Discuss any recommendations for future volunteer work with the person. This may include whether and under what conditions the person may return and volunteer at your agency.
- Secure the return of any items (keys, documents) before your conclude the meeting.
- Stay calm. Say only what needs to be said and nothing more.
- Document the meeting.
- Exercise damage control. To the degree you can, let key people know the volunteer will not be returning. You must protect the confidentiality of the person let go, but still don't allow this to be a flashpoint.
It wasn’t easy. But what helped was remembering that this was for the good of the whole and really for the good of the person. What I found was that by doing a few things upfront, we could reduce if not eliminate situations like this. A good volunteer management program should:
- Put in writing the behaviors that will not be tolerated under any circumstance. This information should appear in the volunteer handbook and reviewed in orientation sessions.
- Outline a process for handling poor performance and misbehavior. Depending on the organization this could be a formal process moving from verbal to written warnings to suspension and finally dismissal.
- Put into practice a regular volunteer evaluation. This should be a 360 – engaging the volunteer, the volunteer’s “manager” and his or her team members.
- Establish metrics for all volunteers. These metrics help volunteers know what success is and isn’t.
- Establish a withdrawal policy. This is an “out-clause” that helps volunteers back out. In associations, we know that many volunteers don’t have control of their time. Add the current economy and we know that good intentions can’t always be fulfilled. We understand when a volunteer can’t live up to their commitment. If we know in enough time, we can usually shift gears. But volunteers don’t want to bail. They are concerned about their image. So, it’s very important for our – and their – success that we make it easy to “save face.”
- Offer coaching and mentoring to volunteers. Help them be good volunteers.
There are many resources - really - to help us navigate this. I find Energize list to be a good resource.
Do you want a good volunteer workforce? Getting it means subscribing to good HR practices – from hiring to firing.
The A in Leadership stands for ...
Attitude.
I just finished a blog posting by Mike Myatt excogitating on how attitude reflects 
leadership. Talk about hitting the nail on the head. We know intuitively that the right or wrong leadership can have a devastating impact on our associations. This is felt all the more at the chapter or component level. Yet putting our finger on the problem isn’t as obvious.
We talk about needing to do skill assessments, training and coaching, and even term limits as solutions. Yet when it comes right down to it – a positive person overcomes most all weaknesses of leadership skill. They tend to attract competition, passionate, positive people. They tend to invite meaningful dialog. They tend to work hard. They tend to be team players and inclusive. By drawing in individuals with complementary skills and creating a positive work environment, the group is empowered. The leader has led.
Attitude is a game-changer.
So where does this lead us – those of us who are both trying to be good volunteer leaders and those who are managing volunteer leaders?
1) Start talking about the power – no the importance – of attitude in leadership. Make this part of our leadership training script. Host facilitated conversations or training on attitude. Cover how to test your own attitude – Myatt gives us 5 test questions that are useful.
2) Confront the “elephant in the room”. Too often groups point their collective fingers at a multitude of reasons why they have failed when the real cause is the negative environment. It is our responsibility as we sit on the team to broach this subject. It is our responsibility as volunteer managers to work with the individual. And if need be, it is our responsibility to remove the person.
I would propose, following on Myatt’s reflection, that very often this negative attitude is the result of a bad habit. We take on the habit of reviewing the negative issues to either appear as empathic or a realist. Soon this becomes a script. So if we confront and then coach, we could actually turn-around some leaders. The key is that we have this conversation.
3) Encourage self-assessment and group assessment for leaders. This is perhaps one of the glaring missing links in association volunteer programs. I remember upon completing my tenure as chair for the ASAE Components Relations Section Council I asked for feedback and when there wasn’t formal assessment, I openly asked for feedback. I didn’t receive any. Well, maybe I did in that I was selected to serve on another council. But that simply says I was a reliable volunteer not if I was a good leader.
It is important that we ask our teams to rate its leaders and, we in turn, as leaders rate ourselves. The next step is having a candid conversation about the evaluation.
4) Have a positive attitude. Modeling the behavior is one of the most powerful methods of change. As many leadership coaches say leaders may have bad days, but they can’t show it. I’d like to tweak and say that when a leader has a bad day, they show demonstrate how to rise above it. The benefit to being candid is that it becomes a “teaching moment.”
How will you nurture good attitudes?
photo credit: photobucket.com / wolfie01_01
Volunteering Comes Naturally
For many today is simply a day-off. For others, Martin Luther King Day is about service. In thinking about how I wanted honor this day, I began to look at how I have tried to honor this call to service and for open-mindedness thoughout the year. I figured that looking back and assessing my performance could help me set new goals for 2011.
By my approximation, I have volunteered 326 hours in 2010. This is equal to 13.5 days (figuring 24 hours) or jsut over 40 work days. Much of this time has been dedicated to service to associations, specifically ASAE and my local networking arm ANEX (Association Networking Exchange in Columbia, MD area). These are hours truly spend in service - not marketing.
But still nearly half of my hours are community service. I have had the fortune of working with several church groups on student projects, a shelter for the homeless, cancer research and the arts.
At the end of the year, I have to say that each of these hours has been precious. I have learned, I have felt great gratitude, and I have grown. But most importantly I think I have been challenged. Challenged to think differently about people, about "things" and about the future.
For all of this I am grateful. And I trust that I will build on this in 2011 ... and for that opportunity I am doubly grateful.
Thanking Volunteers 101
I opened my email this morning and the first email was from Lisa Junker, editor-in-chief at Associations Now. Short and sweet.
Yes indeed Lisa, I will have good morning, thanks in part to your seemingly small jesture.
What I did was really simple and truth be told the a response to a suggestion. Last month a small subcommittee I am on was discussing communication channels to reach our base and Acronym came up. Most on the call hadn't been aware of the blog. So when I saw that two of our larger group had posted thoughtful pieces, I shared the links to the larger council. One person suggested I share even further. I did with a quick posting on the listserv.
It was easy, but that's not why I'll be sure to do it again. The thank you greeting me in the morning tells me that the small jesture was appreciated and noticed.
Volunteer Recognition 101. Lisa gets an A - thanks Lisa!
7 Association Volunteers Tell Their Stories
As Peggy writes in her January 5th post, 2010 was an exciting year for Mariner. It was also the year we really got rolling with the Association Volunteers! Facebook Fan Page, a celebration of the energy, enthusiasm, and often unrecognized work of association volunteers. My job was to listen to the stories of these volunteers. Although it was tough to get together at times (each is juggling a full time job, family obligations, and association business), everyone I spoke with was eager to talk about the benefits of volunteering.
Here’s just a snippet of what each said…
Lisa Miles on having the passion for your association: This is my second time around on the board, and it is because I am loyal to PRSA and because I feel I owe PRSA a lot in terms of my career, that I’m willing to give back.
Claudia Ciolfi on why you should be involved: There are so many benefits, so many wonderful contacts to be made, and everyone I have met or worked with on the board has been so supportive, professional, and friendly.
Chris Carbone on how his experience has enriched him personally: It’s just been a great opportunity for me to get to know leaders in the PR community here in Baltimore, to be part of the discussion, and to actually contribute to the discussion bringing forth my own ideas about what we can do with the events, the newsletter, and what we can do to strengthen the organization.
Doralee Billings on getting and giving: One thing that was conscience on my part was that you only get out of something like this what you put into it. The reality is you have to get involved.
Kelly Gillespie on professional and philanthropic volunteering: I feel passionate about ISES DC and March of Dimes, but there are different motivations for volunteering. ISES DC is about networking and keeping up-to-date on trends in the special event industry while March of Dimes is philanthropic, purely a way to give back to the community.
Jean Maisel on mentorship: There are those who encouraged and supported my involvement, those who showed me how to be an effective committee chair, and of course, those who had the patience to teach me the ins and outs of the industry.
And my personal favorite from Don Boucher:
10% of the people do all the work…and you’ve got to be one of the 10% some time in your life.
To learn more about our celebration, read the full stories, connect with other volunteers, or post your own story, go to Association Volunteers! and keep the celebration going!
Back to the Future for Associations
Here's the slide deck from my presentation to PPAI's 2010 RAC Leadership Development Workshop (excellent event that I raved about in an earlier post).
Truths About Volunteering #21
Leaving a sinking ship takes valor.
Spent time today with a wonderful seasoned volunteer who's taking a 2nd turn at the presidency. Yes, the chapter was sinking, but it's still taking on water. I learned three years ago, that allowing the ship to "sink" brought out volunteers who didn't step forward as long as I would handle "it". We in national positions need to give our long-term volunteers the right to "leave" and to acknowledge their valor. It's the only way to change the tide.
My New Years List - with a little help from friends
I started to write my own New Year’s post several times … you know the “resolutions list” or “advice on resolutions” or even the “big questions we need to ask ourselves” post. But frankly I’ve having too much fun (and truth be told creative sparks) from the ones I’m reading. So, here are the gems I found – hope you get a creative spark too!
If You Don’t Know What To Do, Do The Opposite, John Haydon gives us food for thought on getting “unstuck” on those areas where you just aren’t making the nut. On my part, I am going to look at what happens when my face-to-face chapter meetings are offered free? (Need some help on this, check out Acronym’s Questioning Conventional Wisdom edition post.)
The Best Way to use the Last Five Minutes of Your Day, Peter Bregman gets us thinking about our own professional development and really happiness. I’m seeing here a personal commitment and also asking my board to adopt this as a regular final agenda item.
Five Lessons from 2010 Worth Repeating – Without Repeating 2010, Rosabeth Moss Kanter highlights a few learnings that we need to adopt as mantras for 2011. I’m going to take #4 and really evaluate how I can bring openness and inclusion into my chapters. I think it begins in part with opening up the board work – but doing so in an interesting and exciting way. Charlene Li’s book Open Leadership will help here.
31 Innovation Questions (and Answers) to Kick Off the New Year, Scott Anthony gives us food for thought about innovation and even more – an neat tool for a new presentation idea. Oh, his advice in #26 is good: “Recogniz(e) that destruction is often a critical component of creation.” Thanks to the WSAE Innovation Task Force, we have access to an evidence-based model of innovation for the association community. I’ll be drawing on this as we build a new chapter and volunteer model. Read Eric Lanke’s post for more.
Content Curation: Think Museum Not Warehouse, Andrew Hanelly gives us in associations a great visual and strategy for 2011. You’ll probably want to check out the cool resources at the end of the post for more ideas. One baby step we will test is engaging members in tagging and commenting on resources and then sharing through us to others members. Of course, just pledging to be a curator is a first step and Jeff Cobb does a good job of helping us understand that.
Why I won’t renew with ASAE in 2010, Joe Flowers’ shares his thoughts which prompted a healthy conversation and a great discussion topic for all associations. I pledge to take my own advice (which is deep in the list of comments on the post) to be sure that (1) I share my thoughts directly to my association and (2) I will reach out to all members personally.
Secret Rituals & Traditions That Bring Teams Together, John Warrillow got me thinking about traditions and how they keep the family together. He provides some examples for food for thought and I’m hoping to see what we can get started in my chapter.
Heavy Leadership Reading for a Lighter Year, okay this is actually my post over on SmartBlog Insights which highlights some my best reads from 2010. But it also includes a list of gifts for life-long learners and I’m going out shopping!
Always in search of ideas.
