Ask the Expert: Lori Jean Mantooth, Q&A
Q: I have found an organization that I would like to partner with for our annual "clean-up the coast day" and other activities. What steps should I take to promote our service day and get this partner signed on? I don't want to come on too strong, but I also want them to take me seriously.
A: Once you have determined who, where, and how you want to serve, it is time to contact potential partners. An initial conversation between you, the national service program manager, and the community service organization (CSO) should be a fact-finding mission for both parties to assess partnership potential and can be done over the phone to save time. You should provide a brief overview of the services your program is able to offer, as well as establish partnership parameters. Likewise, the potential partner should be asked how volunteers are currently being utilized. If volunteers are being used, inquire about the hours of operation, whether volunteers can be accommodated on evenings and weekends, and what specific requirements are in place for volunteers. For instance, can episodic volunteers be utilized? Are rigid trainings or background investigation requirements necessary? If so, can these rigid requirements be modified or eliminated?
Initially, this conversation should be fairly brief to determine whether partnership opportunities may exist. If a CSO appears to meet the criteria of a potentially successful partner, the next step is to set up a meeting in person.
Open House Orientation
The next step is to organize an open house orientation at your program’s site or conduct a site visit at the agency partner’s facility. An open house orientation is helpful for CSO partners to gain a complete understanding of your programs and services and to meet program staff and/or volunteer leaders. The open house orientation should include a thorough overview of the program and program offerings, volunteer or project management tips, and any necessary paperwork for partnership creation.
Q: We have a potential partner interested in our organization, and we have been invited to their site. What am I looking for?
A: Visiting the CSO’s site is a great way to assess additional needs by observing the facilities, clients, and various possibilities for a partnership. Always keep in mind the potential resources needed and possible parameters.
Take the fallowing steps to ensure a productive visit.
-
Get to know the mission and vision of the community service organization.
By the end of the visit, your program staff should have a complete understanding of the full scope of programming. This will aid in the creation and facilitation of projects, programs, and other opportunities within the partnership. As a partner’s staff becomes better educated regarding organizations, the better they are able to serve the community. Detailed notes should be taken and kept on file, in addition to collateral gathered from the organization for future use. -
Determine who the clients are and what assistance they directly or indirectly require.
Does the organization need social, recreational, or educational projects for clients, meal preparation and/or meal service, or assistance with donation sorting or other services? It is additionally important to ask if confidentiality issues are a factor. -
Talk with as many staff members as possible.
The best partnerships are often determined by the reliability and availability of key contacts within an organization. Your program’s staff and volunteer leaders may primarily work with the volunteer coordinator on site. However, it is important to make connections with other staff as well. It is a good idea to meet the executive director or director of operations, as well as staff members in charge of client services and grounds maintenance. These people may possess a broader view of the organization’s needs. Additionally, they are good informational contacts if the agency’s volunteer coordinator should happen to leave. -
Find out as much as you can about current events within the organization.
Is the agency in need of assistance with projects or events in progress? What are the current gaps in volunteer needs? What would the organization like to see established? It may not be possible to meet all of those needs; however, this information will be beneficial in facilitating a plan for immediate and future action. -
Make note of space availability within the site.
Is there sufficient room for social or recreational activities or adequate work space? There may be enough work for fifty volunteers but only enough space for ten. For example, an organization may request an arts and crafts night for their clients, but if adequate space is not available, alternate arrangements or plans may need to be made. -
Uncover "projects in hiding," potential projects beyond the obvious, by scouting out the entire facility.
Drab hallways or rooms in need of brightening with color, a graffiti-ridden block wall waiting for a mural, a school playground in need of a USA map or hopscotch games, a large room ready for a children’s party, or a dirt lot thirsting for a community garden, are all ways volunteers can be utilized. These may not be projects a CSO had even thought about. Be creative—the possibilities are endless! -
Determine whether the site is a volunteer-friendly environment.
Take into account safety hazards or the amount of training or skill level required of volunteers. What would volunteers arriving at this site for the first time think? Would they see or understand the need or wonder why they’re being asked to serve in such a nice area? -
Finally, it is important that any red flags that come up during a site visit be addressed prior to developing volunteer projects.
