Reaching a consensus among online volunteers

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Abstract

Reaching agreement is oftentimes a difficult process — one that can be intensified when dealing with a remote volunteer pool. Volunteer Coordinator, Rosanna Tarsiero, shared suggestions for helping online volunteers reach consensus with the CyberVPM e-mail discussion list in February 2005.

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Issue

Reaching agreement is oftentimes difficult enough when volunteers are physically present — add to this the abstraction of online or offsite volunteers and the scenario can become increasingly complex. Some common problems include: members not getting to their computer in time; lack of clarity as to what is discussion, consensus, and voting; and making sure all members have the same understanding of the situation before reaching a decision.

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Action

According to one online volunteer coordinator, effective practices to facilitate online volunteers in decision-making include:

  1.  
    1. Be clear on the details:
      • Spell out procedures: what is expected from volunteers (and from volunteer managers/coordinators), and who reports to whom (chain of command).
      • State procedural intent: why a given procedure is used, what goals are hoped to be achieved, what it is designed for, who implemented it and why.
      • Specify a course of action for clarification: who volunteers have to contact in order to ask for clarification, within which time frame, about what topics, and so forth.
    2. Be clear on timing for the following:
      • Brainstorming: how long it can take (e.g., "x" number of weeks to come to a decision on this topic), how to ask for deadline extensions if necessary, reasons an extension can be asked for, specific timing to be aware of when asking for extensions.
      • Responding: in ANY communication, be specific about when you need a reply.
      • Reaching consensus: This depends, in part, on the style the facilitator of the discussion uses to lead the group, the facilitator's approach to problem-solving, time and conflict management skills.
      • Producing a document/report about your decision: this too depends on the facilitator's style, but also on software requirements and level of volunteer skill (NEVER assume that an online volunteer is computer literate just because s/he chose to volunteer online).
    3. Be clear on the interaction ground rules:The facilitator can decide to let volunteers choose which ground rules to have, or alternatively, can tell them which ground rules are unacceptable. Whichever scenario, explain to them in at least four ways, in order to accommodate a variety of common learning styles:
      • Explain principles (analytical learners)
      • Give ordinary, everyday life examples (experiential learners)
      • Provide a mix of examples and explanations or principles (dynamic learners)
      • Add some role play exercises — for example describing a situation and inviting the volunteer to write down a possible reaction another person could have at that situation (it's not important which situation you present, it is important that the volunteer will resonate with it).

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Context

Many volunteer programs are successfully including online volunteers as part of their best practices. When used wisely, these volunteers can add an extra dimension to the services a program already offers.

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Outcome

Generally literature says that online groups take a longer time to come to a decision, but for the volunteer coordinator of Bipolar Dream, coordinating a group of 12 persons serving 20 hours a week, her group is able to reach consensus relatively easily. Additionally, she has found that formulating and implementing a well-thought out decision-making plan also serves the group in other aspects of communication.

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Posted On

April 25, 2005

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For More Information

Rosanna Tarsiero
Bipolar Dream

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Resources

CyberVPM is an international discussion group for volunteer managers. Debate the topic of the moment, share resources, get answers to your volunteer management questions and find a community of support for those challenges and triumphs unique to volunteer management. Visit their discussion group for more information.

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