Volunteer Recruitment

The Four M’s of Volunteer Recruitment

Management – Be sure that all current volunteers and the undergraduate chapter are committed to having more dedicated volunteers involved. Train everyone well. Communicate with them often and recognize their involvement.

Marketing – Market your chapter to potential volunteers. It is like rushing your alumni to join the chapter again. The most effective recruiters will be satisfied and energetic volunteers who are already serving your chapter.

Motivation – Determine the motivation of your volunteers. Knowing what motivates potential or current volunteers will lead you to developing a successful program. Alumni are motivated by fellowship, recognition, social interaction, obligation, interfraternity rivalry, desire to improve the chapter, personal memories, paying back a debt, identification with a winner and many other factors.

Mission – You cannot recruit volunteers until you know your mission. Your stated goals will influence the types of volunteers you attract. The chapter that truly believes it offers something of value will be more successful in recruiting volunteers than the chapter that perceives itself as asking for a favor.

Selecting Volunteers Who Will Get The Job Done

Know what you hope to accomplish.

Your mission will determine the type of volunteers you need to reach your goals.

Find the people who can help you accomplish your goals.

Review names of current and past chapter volunteers, local chapter donors, and national fraternity donors. From this list determine as best as you can who the potential volunteers will be.

Answer the ‘yes’ question.

Before approaching the prospect, ask yourself why they would accept the invitation to meet with you and discuss volunteering. This will point you towards completing some background work and help shape your presentation.

Inspire them to take on a challenge.

Make the request compelling: use volunteers who share a passion for your mission with these volunteer prospects. Remember to determine their motivating factors. Explain to them why it is important to reach your goals.

Describe the “big picture” and the value of volunteer leadership within it.

What will the project consist of from start to finish? What is the timeframe? Describe how volunteer leadership will make a difference in the project’s success.

Assist volunteers in achieving success.

Once volunteers have agreed to help, be there for them. Provide information as needed. Train them. Be clear in your expectations. Keep conveying the importance of them succeeding, remembering to be courteous but persistent.

Once volunteers succeed, recognize their leadership repeatedly.

Recognize their achievements, both privately and publicly. A strong volunteer can provide the model and motivation for others to commit.

Keeping Your Volunteers On Track

Keeping volunteers focused on the tasks at hand is a key ingredient for the success of both you and your volunteers. Here are some ways to keep your volunteers focused:

• Involve them in developing your goals will lead to “buy in.”
• Use a one-page job description.
• Establish a task checklist and timeline.
• Set regular meeting and reporting dates, whether in-person, by phone, or e-mail.
• Have measurable and written goals.

Volunteer Recruitment For The Chapter

The Dream Team - Alumnus Advisor and three to four assistants, House Mom/Resident Advisor, Faculty Advisor, Parents Club President, and House Corporation Board of seven to 25 alumni.

House Corporation Board - the executive committee should consist of President, Vice President, Secretary, Treasurer, and a member at large; there should be a committee chairman for finance, fundraising, property management and risk management; the undergraduate President and Treasurer should serve; and if you have additional alumni they should serve as an assistant to a committee chairman. The Advisors and House Mom should attend all meetings as well.

Cultivation - all of the above must first be cultivated before recruited. They must receive newsletters, attend events and be asked by the right person at the right time. Prospects for the House Corporation must see the job as rewarding and fun, and one with not too many meetings.

When to start recruiting - identify undergraduates that you feel will make good board members and begin to develop a relationship. Ask them to come on board when they graduate. It is important for them to see that board members are respected and can relate with the chapter, and that this can be fun. Recruit via showing a good example.

Recognition - have a sign that welcomes volunteers and lists their names when they arrive at events. List their position on name tags at all events. Mention them in newsletters and broadcast emails to all alumni. List them on your chapter web page. Send personal notes of thanks as often as possible from as many people as possible (including HQ’s). Convince HQ’s to offer awards in all volunteer categories (alumni chapter, advisors, housing corporations and resident advisors). Recognize alumni with Hall of Fame and Man of the Year awards, etc.

“Blind/national recruiting” - send out mailing to all alumni in the surrounding states and invite them to “an important meeting” and recruit at the meeting if appropriate. Mail a cover letter and survey with who is already serving and ask for additional help. Ask for help from your national or regional alumni volunteer. Put a note in the national magazine asking for help.

Targeted recruiting - have all current board members required to recruit at least one board member.

“New blood” - always be looking for new board members. You must replace yourself before you “burn out.”

Communicate...communicate - you will not be successful without communicating to all your audiences. Remember, you cannot add to your board each year unless you ask alumni to serve (it is a sales process).