Tips for making a volunteer club run more efficiently???

Question

I just started a volunteer group and I want opinions on how to run it. Like how to make sure everyone is notified, knows exactly what's going on at all times, and that our meetings stay on task and don't get distracted. Basically just how to organize it and make it efficient.

Thanks!!!

Answer 1

Have an agenda for every meeting. Pass out copies to everyone. Stick to the agenda. If you show up with "well, what shall we talk about today?" then it becomes a social club.

Break big operations into individual tasks, and delegate, delegate, delegate! You can not and should not do everything yourself. Don't fall for the martyr's inner voice that tells you that you must do everything because "she can't do it as well as I can..." It's a trap! My son was pretty bad at tying his own shoes when he was 5 years old. It was quicker for me to do it myself, but it was important for both of us that he have the opportunity to learn a new thing. Give your people the opportunity to grow and learn!

Find out what their gifts & interests are, and delegate accordingly. If someone is artistic, they should make the posters and brochures. If someone has a good network of friends, he can solicit donations, and so on.

Hold them accountable. Have each committee or committe chair report to the group at each meeting the progress they've made, any problems they've encountered, etc. since the last meeting. Accountability prevents procrastination. If someone's behind, say, "what do you need from us? How can we help?" and you'll quickly find out if they are struggling or just slacking.

Above all, appreciate them!!! These are volunteers. They care. They're not in it for the money. Value them and let them know. Buy some little blank notes and write something like "Thanks for all your help with the event - it's great to have someone I can count on! [sign name]" and drop it in the mail. That's it - no fancy trophies or tributes. A little thoughtfulness & kindness go such a long way.

Best to you.

Answer 2

Well for a start assign tasks to different volunteers. I am part of a rescue org. and we have a foster coordinator, an adoption coordinator, transport coordinator etc. When having a meeting it is also necessary to do an agenda and make sure it is sent to everyone or everyone has a copy.  Always leave a little room for open questions or problems.  E-mail addresses condensed to a list and then have someone broadcast to all your members notice of the meetings or problems that have arisen.  E-mail is so much more efficient than phoning everyone this type of communication allows you to contact several hundred people in a matter of minutes.  Good luck on your club!