The Multi-Talented, Multi-Tasked Volunteer Manager

So I’m going to write a blog, I’ve never written for a blog before, but this sounds kind of fun.  I get to pick my topic, the only real requirement is that the topic should be something that volunteer managers are interested in.  This shouldn’t be hard, I’m a volunteer manager!  So, what am I interested in?

I suppose that really depends upon when I ask myself this question.  If I ask myself this question in the morning, I might want to talk a little bit about how to organize my e-mail and how to learn to say no to some of the people that ask me to meet with them.  You see, the first thing that I do when I get to my desk in the morning is look at my e-mail and check my calendar.  Often times there are multiple meetings and multiple requests from staff asking for a volunteer.  Occasionally an e-mail from a volunteer with a time stamp of 5:55 the previous evening saying that he/she has a bad cold and can’t make it for their 6:00 activity, sorry for the late notice!!

It’s about this time of the day that my interest will change, volunteers start arriving.  The majority of volunteers that come into the volunteer lounge at Lyngblomsten like to chat, and my desk is strategically placed so that they can make a bee line right to me and chat with me.  I might hear how the weather is from one, a funny quip fromanother and how many different kinds of cookies the grandkids ate last time they were over to visit all in the course of 15 minutes.  But I’m still working on getting through the e-mails and, I forgot, there are a few voice mails that need to be listened to.  Just how do I get through all of this and remember from week to week about the wonderful volunteers?

Again, my interests change, time for a meeting!  Thankfully I prepared yesterday for the meetings today, so I grab the appropriate folder and head down the hall. I need to read a blog about how to organize my folders so I can find what I’m looking for!  What is the key for keeping a meeting on task and on the proper topic?  Agendas of course!  Being a very organized person, I like agendas.  If only all meetings had agendas. . .

Back to the office to take the notes from the meeting I was just in, entering  the next meeting date and time on my calendar.  If I left the meeting with action items, get them on my task list.  I guess now my interest is in recruitment.  The beauty shop needs a few volunteer subs for transport next week, one of the apartment buildings is looking for a popcorn delivery person on the last Thursday of every month and the one of the volunteer 500 dealers is still out with a broken wrist.  Thank goodness we have Volgistics and I can check my sets of volunteers that like to play cards, transport residents and deliver popcorn.   Wait, we don’t have a set for popcorn delivery, who can I call for that?!  Oh, one of the volunteers in the lounge tells me that there is no Diet Pepsi in the refrigerator; I’ll get right on that!!

A few phone calls and an  e-mail blast later I’m switching interests and talking with a staff person about a few new internship positions she’s wondering if we can fill.  Well, OF COURSE we can get those filled!  Let s schedule a time to sit down and outline what it is the intern will do, who will supervise, the amount of time we want the intern to spend with us, etc.  Since this department has never had an intern, I offer to write up a preliminary position description and send it prior to our meeting.  If the supervisor can look it over before we meet, we can make revisions to it during the meeting and get it posted as quickly as possible.

Whew, I made it to lunch time!  I think that in an average morning there are a few things that interest me, and probably many of my fellow volunteer managers.  Hopefully through this blog we can have a little fun, learn a little and be a little inspired.  Each month I’ll pick an “interest item” from my brainstorm blog and blog about it.  If you’d like to throw a topic into my flurry of ideas, let me know and I’ll be sure to add it to the “interests.”  If you have any advice for me, and other volunteer managers, please comment, we are all in this together!

Shelli Beck

Volunteer Coordinator

Lyngblomsten

Healthcare, housing and community services for older adults

sbeck@lyngblomsten.org

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4 Responses to The Multi-Talented, Multi-Tasked Volunteer Manager

  1. Katie says:

    Great post Shelli, thanks for joining the Blogging team!

  2. Jay Haapala says:

    Funny how most of the time management tips from the experts don’t really work for people like us. How many times have I heard that the first things I should do are close my door, check my email once a day and not go to so many meetings. Not that we can’t all improve our time management practices… One thing I’m learning as my organization embarks on some workflow problem-solving is that I do have more control over their time and priorities than many other functions. The unique nature of our jobs can be a blessing and a curse!

  3. Danielle Brady says:

    Love it Shelly. Flexibility and Multi-tasking! Essentials in Volunteer Mgmt!

  4. Mary Amann says:

    Have fun blogging! LOVE being your co-worker (and one that is usually asking for a little attention. Ha!)

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