A strategic approach to the recruitment, training and retention of volunteers across the range of activities which allow rugby clubs to function effectively.

The challenge laid before clubs at the Age Grade Conference in 2000 was to recruit an army of adults to meet the needs of the growing numbers of young people wishing to participate in rugby. Adult recruitment remains a problem.Historically volunteers, officials, coaches etc have been recruited from among those directly involved in the sport and this will remain the most likely target group.However to suffer from the attrition of the 1980s across all sport, there is an urgent need to explore strategies designed to attract volunteers into the sport - people with little or no previous experience in the game.

The lack of volunteers is a problem across all sports and is identified as a target in Sport 21,2003 - 2007 recently issued by Sportscotland.

Volunteer Strategy

Aim:
To assist clubs recruit train and retain volunteers in sufficient numbers to ensure the efficient and effective operation of clubs and the steady growth of the sport.

Objectives:
To identify volunteer strategy as an important part of all club development planning

To provide expert training for club officials in respect of volunteer recruitment, training and retention

To record and share best practice

To identify the positions and roles within the sport which can be filled effectively by volunteers

To encourage the growth and sustainability of volunteer activities

SRU and VDS have worked together to develop a tailor-made training programme
for rugby clubs which is based on the core training that VDS delivers for volunteers
managers throughout Scotland . For more information, please visit the
Volunteer Development Scotland website:

www.vdslearningzone.org.uk

Seven steps to achieve effective volunteer support

Define why you need volunteers:

Planning for Volunteer Involvement in your Club
Are you looking for volunteers to enhance the services that you provide, to strengthen your community involvement, to enrich your exposure to certain communities?Is there a genuine reason to engage volunteers? Every programme must begin with an understanding of why your club wants or needs volunteer support.Ensure that you have the supportof your committee before embarking on a recruitment campaign.At the initial stage, it is also essential to establishdesired outcomes for volunteer involvement.Establishing these outcomes objectives early in the process will help to guide the types of volunteers that you recruit, and that you manage them once they have come on board.

Design valuable volunteer opportunities
By designing valuable tasks and activities you provide volunteers with challenge and motivation for continued success. Lay out the responsibilities of each task.Plan training and support programmes to facilitate volunteer learning and development, and ensure that volunteers are aware of the goals and outcome objectives for their involvement within the club.

Recruit carefully:

Recruiting Volunteers from the Wider Community
When you've designed your volunteer opportunities, target the appropriate audiences to recruit those who are truly interested in the tasks and activities of the club.Understand the characteristics of your existing membership/players and volunteers, and recruit volunteers to mirror this team.Be honest about the workload and the rime commitment involved in the tasks..Above all, ask for help but don't plead - you want volunteers who want to be there.

Screen, interview and place cautiously:

Selecting Volunteers for your Club
Screening and interviewing potential volunteers facilitates their commitment to the club.It shows potential volunteers that you take both the club and their time seriously.Screening also gives you an opportunity to match qualifications and skills with your needs and the needs of your volunteers.An introductory chat is also the best time to define availability and schedule activities that fit both the organisation and volunteers.

Bring them on board with training:

Training & Information for Volunteer
Comprehensive Induction for volunteers gives them a feeling of belonging and status.It shows that your club values them enough to make an investment in them and, again, helps to reinforce their commitment to the club and the game of rugby.Induction also helps set the tone of the club and allows volunteers to adapt more easily to it.

Recognise. Recognise. Recognise:

Recognising, Rewarding & Retaining Volunteers
Recognition of volunteers shows that your club values the support they bring.They also provide a motivation for continuing commitment from your volunteers.Recognition should be both formal and informal, with events supported by the club, as well as personal notes and communication.

Don't forget to recognise volunteers publicly when newspapers or other media opportunities arise of when its time to write the annual report again.

Follow-up effectively
A final element of a successful volunteer programme is continual follow-up and evaluation.Effective follow-up provides a feedback to volunteers and members and opportunities to improve service to both.With a careful plan, and continual volunteer communication and information, it should be easy to evaluate your success and improve your club with time.

Based on:
(Source: August 13, 1997 ; Canadian Fundraiser Based on a presentation at the 1997 Annual
CCAE Conference by Diane Morrison, Vice President of Patient Programmes at Dr. Everett
Chalmers Hospital in Fredericton , NB. )

USEFUL LINKS

www.voluntaryactionfund.org.ukpossible funding source

www.volunteerscotland.org.ukplace to advertsie volunteering opportunities

www.helpforclubs.org.uk lots of help and resources for sports clubs and their volunteers