Volunteer Prospecting
Recruiting volunteers is a daunting task. Most people would rather do just about anything else rather than ask for something “for nothing.” So the key to success is volunteer prospecting.
Most people would also much rather take the easy way out. They know they need money, so they want to run to the front of them room and say, “Hey, we need help” or just send out an email or a Facebook posts. But the best volunteers are never reached with a post on social media or an email, or by screaming from the front of the room.
It’s always about people. People give to people, and people volunteer to help people. Facebook and emails are great ways to support what you’re doing, but they’re appetizers for the main course.
Identifying Prospects – Building a Nominating Committee
Once you’ve admitted that you need to go out and recruit quality volunteers on a one-by-one basis, finding them can be tricky. For me, and I think for most, the daunting step is always step one. Where do I find these prospects to then go out and ask.
This is where you need a nominating committee – three to five people familiar with your organization and your community who will be willing to give up an hour to sit in a room and have a discussion with you. They usually don’t have to be members of your organization (requirements may vary by organization). But they do have to be the one with the big Rolodex – as those are the kinds of people who will be best at helping you with volunteer prospecting.
The Nominating Committee Meeting 
Once in the room, work backwards. Don’t start with names, and try to pigeon hole them into the jobs you need to fill – but rather, start with the jobs you need filled, and figure out the specific people who would be best to do that job.
Make sure you’ve got a good job description. Not one that’s 25 points long, but the three or four most important ones. What are the things you need this person to do, and do well. Then you start asking your committee the following questions. What are the duties of the job you’re trying to recruit someone to fill? What are the qualifications and skills required? Once you’re all on the same page as to what you’re looking for – the task becomes easier.
Who do you know who’s really good at skill X? Who’s dedicated? What kind of person are you looking for? Who cares and will take training? Who would you like to work with?
Don’t rule out people who are busy. Busy people get things done. That’s why they’re busy.
Then you start writing down names as their thrown out. I’d recommend doing so on a white board or flip chart – so the group can see the names on the list. Don’t say no for anyone, just write down names. Even bad names can lead you to good ones, so keep associating.
Making Your List
Once you think you’ve got enough names (at least five); you can start prioritizing your list.
Who’s your first choice? Second choice? Third choice? Is there anyone on the list who should be removed.
Now you’ve got your list of prioritized prospects, who on the committee will make the ask? Who has the personal connection with the prospect. Write that person’s name next to the candidate.
Repeat this for every position you need filled.
Making the Ask
Once you’ve got your list, it’s time to sit your candidates down and actually make asks.
Make sure you’ve done your homework. What do they do for a living? Family situations are good to know. Where are they from? What are their connections to your organization. If their spouse can be present, this will save you the time of them having to ask their spouse later.
Don’t be afraid of no. You’d much rather get a no upfront than get a volunteer in place who’s not going to do the job. Saying yes to you costs them nothing, and will make you go away, you want to make sure that they’re actually committed.
Sometimes, the best way is to try to talk them out of it. This is why you never want to go alone. One person can give them all the reasons they should do the job, and the other can tell them why it’s going to be difficult. Be upfront about the commitment – how much time will it really take.
Always remember to focus on the why. Why did you get involved? Why should they? Who does your organization help? What benefits will they get from volunteering? What good things will happen if they volunteer, and what bad things will happen if they don’t?
Your ask should always start out flattering. Describe the nominating committee process above.
“Our committee met, and went over the qualifications for the job – and they thought that you would be the best person for the job.”
Present them with the job description. Then let them know why this job is important, and why you think they’re the best fit for the job.
After the Ask
And once you’ve made the ask, say nothing. Let them think it over in their head. Let them talk it out openly. Answer questions if they have them, but don’t push them.
If they say yes, great! Let them know what’s next. Let them know when any required trainings and meetings will be held – what resources and support are available to them. Make sure to say thank you.
Then follow up with a call in the next few days to answer any concerns that may have come up after you left the first meeting.
If they say no, fine. Thank them for their time. Their “no” now isn’t a “no” forever. Don’t take their rejection personally. They’re not rejecting you (usually), but rather, other factors and commitments in their lives take priority right now.
You just move down your list to the next person. They are now the first person on your list, and when you meet with them, you can tell them that the committee met, and that they are on the top of your list.
Repeat this process until you’ve gotten your volunteer in place.
And never give up.
And by the way… thank you for what you’re doing to make our community a better place.
Photo by ToOliver2 