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Assignment Task 1: Understand the reasons and benefits of volunteering

AC 1.1 Explain the reasons why an organisation engages with volunteers

Organisations can have many reasons for seeking to use the services of volunteers. Some of these reasons may include:

• Alternatively, employees which need not necessarily be paid but are helpful for the organisation to reach optimal functionality.
• New skills and perspective allow bringing fresh ideas into the organisation
• One of the reasons as to why the organisation needs to embark on publicity campaigns is
• As an activity that had been aimed at developing relationship with different part of the community
• To build a database with a potential for becoming future employees

AC 1.2 Summarise the benefits an individual may experience in the volunteer role

Volunteering can provide many benefits to individuals which have been explained below to develop their skills in various aspects:

• Acquire fresh knowledge and skills.
• Resulting in building confidence and self-esteem
• Get to know more people and interact with them
• Get to know an organisation and what they do
• Experience actual work experience and learn about business information.

Assignment Task 2: Understand the legal and organisational requirements for managing volunteers

AC 2.1 Outline the legal and organisational requirements for managing volunteers

Volunteer management has several organisational internal requirements that organisations must meet. These may include:

Communication – an organisation will have various guidelines on how communication should take place in the organisation, including employee-to-employee and employee-to-employer. In light of this, it is imperative that all volunteers be well-read on these policies and or procedures and that their role and responsibility regarding them be unequivocally clear.

Code of conduct – many organisations will maintain a code of conduct to distinguish the appropriate behaviour that should be followed by employees and volunteers. The specific volunteers should also be familiar with this code of conduct and know their roles and responsibilities with it.

Organisational culture – refers to the practices and beliefs of organisations Organisational climate – relates to the general atmosphere of organisations Organisational culture Organisational values – organisations have a set of values that underpin everything they do. This is a reason for guaranteeing that volunteers have informed, accepted and understood the present values to their volunteering service.

AC 2.2 Explain the purpose of a volunteer agreement

A volunteer agreement is a legal contract between the signatory and an organisation seeking volunteers’ services that outlines the parties’ expectation from each other. The use of volunteer agreement is very beneficial because it keeps both; the organisation and the volunteers on the right track by having to know and appreciate their roles and responsibilities. It may also serve as a guide pointing at the problems or misunderstandings that may appear during the process of volunteering relations.

Assignment Task 3: Know how to recruit, select and manage learning and development for volunteers

AC 3.1 Explain the process for recruiting and selecting volunteers to meet the organisational needs

Understanding out the needs for volunteering services – the first type is to establish that the organisation has a need for volunteers. It can be for a specific project/need or following general gap in skilled forces is identified by the employers.

Deciding on what types of roles require volunteers – after the need for volunteers has been realised, the next activity in the process is to determine which roles will require volunteers. This will help to ensure that the right candidates are placed in the right jobs requirments to make the organisation efficient.

Shortlisting – the next process is to scrutinize all the application that have been made and filtered once the advertisement is over. This normally entails using preliminary meetings with the candidates for purposes of ascertaining their fitness.

Selecting the volunteers – this is the last process where volunteer is to be selected. This is most often conducted by a committee of people who are conversant with the organisation and the positions that are required to be filled.

AC 3.2 Explain the key features of a volunteer induction programme

The key features of a volunteer induction programme will vary from organisation to organisation. However, some key elements are usually included in such programmes. These elements may include:

Organisational profile – the induction programme should be able to afford volunteers a brief insight into the organisation, it formation, goals and objectives and over all beliefs.

The responsibilities of the task to be covered –  The volunteers should be informed of the exact responsibility that he or she will be performing once he or she is assigned a specific position during the course of the induction programme. This should also cover a list of responsibilities that are expected of the personnel.

How the organisation will benefit from the volunteers – the induction programme should show the volunteers how the organisation stands to benefit from them. This should involve a short description of each member of the team and particular responsibilities in the organization.

An overview of the resources – the induction programme should enable volunteers to have an understanding of resources as available to them. This should feature the physical assets like the physical space, the facilities and machinery; and the human capital such as boolean employees, trainers and teachers, etc.

A record of training – the induction programme should avails a record of training and development that is available to volunteers. This may in form of academic classes, apprenticeship training, or organizational training where one follows a senior staff member for some time.

AC 3.3 Outline the purpose of learning and development opportunities for volunteers

Training and development for volunteers should enable the volunteer to gain knowledge, skill, and attitudes necessary for effective performance of his/her activities. These can be in the forms of workshops, seminars, conferences, e-learning, or being informed on while at work.

This way, organisations provide volunteers with the latter as it will enable them have the requisite resources to bring positive change within societies. Besides, training and development assistance could assist volunteers to have the skills needed to remain beneficial to their organizations once their volunteering terms of service are over. 

Assignment Task 4: Know how to manage volunteers in the workplace

AC 4.1 Explain how to plan work activities for volunteers

Volunteer Work Activities In acquiring volunteer work activities, ability, interest and opportunity that is available should be looked into. This way you can make sure that the person getting the task is the one specifically for that work and that the volunteer will be enjoying the work they are doing.

However, volunteers cannot be expected to work like employees and they should not be burdened with lots of hours of work or activities that fall outside their capacity. In this way, the students would devise an actual and sensible work schedule more likely helping them to understand that applying work pressure unnecessarily to volunteers is counterproductive and would demotivate them from the task at hand.

AC 4.2 Discuss methods for monitoring the work of volunteers

Mutual accountability – As much as it is healthy to let volunteers be independent workers, it is important to follow up the volunteers on the schedule that you agree on, be it weekly, biweekly, or monthly. These can be arranged in form of dialogue through physical meetings, calls, or even writing emails.

Check-in forms – Getting volunteers to record their progress can also be used as means checking on them when necessary. Such report may be done on daily basis, weekly, monthly or whenever the need arises.

Work samples – Observing or using reports, presentations, or drafts of work you may have given to a volunteer will help you assess the quality of work or the volunteer’s improvement over time.

Evaluations – Always it is good to listen from the volunteers of their experiences they encountered so that to know the areas that needs some changes. This feedback can be obtained through mailed/online questionnaires, interviews or focus group.

AC 4.3 Explain how to respond to problems which occur when managing volunteers

Several steps can be taken to respond effectively to problems that occur when managing volunteers. These include:

Defining the problem and how it is addressed – The first thing to do is to define the problem and recognize the deeper cause of this problem. These can be accomplished either through games, information searches, or other stakeholders.

This comes after a problem is realized so that there is a way of handling it – This means that once a problem is realized there has to a way of handling it. This plan should be realistic or should be easy to accomplish.

The second step is putting into practice – putting into action the plan of action that was devised, developed and approved. This may include altering some of the polices and or procedures, or offering training sessions or incentives to the volunteers, or administering punishments.

Assessing the outcomes – At last, the results of performeds are to assessed to evaluate the success of actions in solving the given problem. But if the problem continues, some extra measurements may be required to tidy the situation up.

Assignment Task 5: Know how to build and maintain relationships with volunteers

Working with volunteers can be a great way to get help with projects and causes that are important to you. But it’s not always easy to find the right people or to keep them motivated.

AC 5.1 Explain the skills and attributes required to build and maintain relationships with volunteers

Several skills and attributes are required to build and maintain relationships with volunteers. These include:

Effective communication – This will be in relation to being able to express one’s self, and also being able to give constructive feedback.

Perceived control – Volunteer organisations benefit from the ability of the administrator to listen to the volunteers and respond to their needs.

Mention skills – The single most important asset of any business is the ability to develop trust in all spheres and with any participant; and, in particular, it is truly crucial in dealing with volunteers. This can be developed quickly through punctual and truthful information exchange.

Customer service should be able to address the conflicts – Conflict is inevitable in any business and therefore it is essential that it be solved professionally. Sometimes it will require a face-saving agreement or face-saving action by both parties.

The flexibility – Volunteers need to be flexible in a way that will allow them to follow the requisite schedule.

There are many other things I would like to state about the qualities and skills that are essential for working with volunteers and managing the relations with them but let’s stop here.