Abstract

Successful volunteer projects require good planning. After you narrow the scope of a project and determine what you are going to do, you will need to formulate specific tasks that will enable you to complete a project and achieve your goals. This effective practice, submitted by Hands On Network in fall of 2006, will guide you as you recruit volunteers and plan the details of the day.

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Issue

The best way to effectively utilize volunteers and keep them coming back is to thoroughly plan your volunteer project, which means that programs must take the time in advance to think about all the details—from number of volunteers and supplies needed, to the reflection activity at a project's conclusion.

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Action

To ensure adequate planning of a service project, consider the following well in advance of the service day.

Create a task list.
Think about what you want to accomplish and the tasks needed to do so. Then, create a comprehensive list of assignments and the number of volunteers needed for each task. If there are multiple goals, prioritize them according to order of importance.

Map the project.
An important part of the project development process is determining the resources you need to complete the project, including human, material and financial, and educational.

• Human Resources

  Establish the number of volunteers you need to complete these tasks. Establishing volunteer needs can be a challenge. Consider variables such as volunteer skill level, volunteer age, duration of the project, availability of supplies, and the physical space available to do the work.

• Material and Financial Resources

  Determine what supplies, materials, goods, and services you will need-including project partners in the planning when appropriate. Make your list as comprehensive as possible, counting resources for every aspect of the project - from name tags and refreshments for volunteers, to tools and restroom facilities.

  You can work to secure many of the resources at no cost. Think about the types of assets that businesses, community members, and other organizations can offer. These could be supplies, meeting space for volunteer orientation, printing of marketing materials, or consulting/professional services.

  While in-kind contributions will help you complete the project, some items will require financial resources. As you list the supplies and materials needed, note the ones that you will have to pay for. Take time to determine the financial resources needed to cover these costs.

• Educational Resources

  Consider how you will orient and train the volunteers working on the project -they need to understand the issue that the project addresses and the impact it will make on the community. In addition to orientation, you may need to train volunteers for the work they will be doing. Some volunteers may already have the necessary skills; however, many will need at least minimal direction. Take into account factors such as time, location, facilitators, and instructional materials.

Plan for reflection and evaluation.
Reflection and evaluation are an important part of a service project. Reflection is a process through which volunteers think about their personal experiences. Evaluation is intended to assess the project. You should take time before the project to plan how you will incorporate these steps into the overall service activity. Planning for evaluation in advance can actually help you as you establish the parameters of a project and the goals you wish to achieve.

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Context

Hands On Network is a Corporation for National and Community Service training and technical assistance provider. Through training and technical assistance, Hands On brings extensive expertise in leveraging volunteers to national service programs.

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Outcome

National and community service programs that follow this effective practice will more successfully realize project goals and objectives.

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Posted On

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For More Information

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Resources

This effective practice is one in a series on volunteer leveraging from the Hands On Network. Read all of the Hands On effective practices.

For more information, see the following resources:

• Project Development Guidebook
• Project Supply List
• Project Mapping Worksheet

Source Documents

Related Practices

• Assessing community needs before planning a service project
• Deciding on the "right" volunteer project for your program

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