Open Forum

Hello All!
Looking for some advice on volunteer management. We are planning on eventually implementing a new online system for volunteers to use to track hours and sign up for events and school tours. This will be a completely new process for the volunteers and I am anticipating some push back and resistance. Any advice or thoughts on a successful way to implement a big chance in the volunteer corps. and how to get everyone "on board" if at all possible.
Thank you!

------------------------------
Mary Morris
Museum Educator
The Cummer Museum of Art & Gardens
Jacksonville FL
------------------------------

Hi Mary,

A few strategies that have helped me when introducing new online tools:
1. Schedule a couple of 'beta tests' with small groups of volunteers. They can let you know what's confusing, what they like and don't like, and serve as an inside group of ambassadors for the new system.
2. Have a few large-group introductory tutorial sessions where you walk through the process of using the system from sign-on to sign-off, showing all the features, and taking time to explain clearly what to do - especially reassuring people they won't 'break' the system. Ask that everyone attend one of these. 
3. Offer a few follow-up practice sessions for anyone who is still having trouble.

------------------------------
Michelle Moon
Director of Interpretation and Program Evaluation
The Newark Museum
Newark NJ
------------------------------

Original Message:
Sent: 04-12-2017 07:40 AM
From: Mary Morris
Subject: Volunteer Push Back

Hello All!
Looking for some advice on volunteer management. We are planning on eventually implementing a new online system for volunteers to use to track hours and sign up for events and school tours. This will be a completely new process for the volunteers and I am anticipating some push back and resistance. Any advice or thoughts on a successful way to implement a big chance in the volunteer corps. and how to get everyone "on board" if at all possible.
Thank you!

------------------------------
Mary Morris
Museum Educator
The Cummer Museum of Art & Gardens
Jacksonville FL
------------------------------

We switched to an online system about 2 years ago and received lots of pushback.  Here's what worked for us:

• Be very transparent about the switch leading up to it.  It should not come as a surprise to any volunteer.  In any communications about the switch be sure to let volunteers know why you are switching.
• Offer several trainings on the new system.
  • We set up a test using staff members signing up for ridiculous things (do cartwheels down the hallway, sing show tunes over the PA system, etc.).  When volunteers were at the training they got a kick out of seeing staff signed up for these tasks and it lightened the mood in the room.
• Thank volunteers for switching to the new system because it will: save staff time, cut down on reassignments, whatever your reasoning is.
• One benefit of the system we switched to is that it sends an automatic reminder 48 hours before a shift so volunteers are less likely to forget - this is a benefit that I played up in training because volunteers had been asking for reminders prior to their shift.  I didn't have time to send them out, so the switch met a volunteer need.

Good luck!  I will say that overall things run much smoother now, but we did lose a couple volunteers due to the switch.  They were the ones that were most resistant and probably would have left in the next 6 months regardless of what we did.

------------------------------
Lindsay Huban
Museum Relations Coordinator
Henry B. Plant Museum
Tampa FL
------------------------------

Original Message:
Sent: 04-12-2017 09:22 AM
From: Michelle Moon
Subject: Volunteer Push Back

Hi Mary,

A few strategies that have helped me when introducing new online tools:
1. Schedule a couple of 'beta tests' with small groups of volunteers. They can let you know what's confusing, what they like and don't like, and serve as an inside group of ambassadors for the new system.
2. Have a few large-group introductory tutorial sessions where you walk through the process of using the system from sign-on to sign-off, showing all the features, and taking time to explain clearly what to do - especially reassuring people they won't 'break' the system. Ask that everyone attend one of these. 
3. Offer a few follow-up practice sessions for anyone who is still having trouble.

------------------------------
Michelle Moon
Director of Interpretation and Program Evaluation
The Newark Museum
Newark NJ
------------------------------

Original Message:
Sent: 04-12-2017 07:40 AM
From: Mary Morris
Subject: Volunteer Push Back

Hello All!
Looking for some advice on volunteer management. We are planning on eventually implementing a new online system for volunteers to use to track hours and sign up for events and school tours. This will be a completely new process for the volunteers and I am anticipating some push back and resistance. Any advice or thoughts on a successful way to implement a big chance in the volunteer corps. and how to get everyone "on board" if at all possible.
Thank you!

------------------------------
Mary Morris
Museum Educator
The Cummer Museum of Art & Gardens
Jacksonville FL
------------------------------

Focus on the benefits to the volunteers. Does the online system make it easier to swap time slots? Does it make it easier to add volunteer shifts to the calendar on their phone? Does it (as mentioned above) send out reminders? Does it make it easier for the volunteers to see all of their scheduled slots at a glance in a clean calendar view? 

No benefit is too small to mention. Sell them on it by telling them how it makes things easier or better for them. And then tell them how it helps you.

If you can't come up with a fairly convincing list of benefits for the volunteers, consider using a different system that offers them some benefits as well as helps you (might be a bit late for this advice, but still consider it).

------------------------------
Matt Popke
Denver Art Museum
Denver CO
------------------------------

Original Message:
Sent: 04-12-2017 07:40 AM
From: Mary Morris
Subject: Volunteer Push Back

Hello All!
Looking for some advice on volunteer management. We are planning on eventually implementing a new online system for volunteers to use to track hours and sign up for events and school tours. This will be a completely new process for the volunteers and I am anticipating some push back and resistance. Any advice or thoughts on a successful way to implement a big chance in the volunteer corps. and how to get everyone "on board" if at all possible.
Thank you!

------------------------------
Mary Morris
Museum Educator
The Cummer Museum of Art & Gardens
Jacksonville FL
------------------------------

This is a really helpful discussion for me as we work on our systems at this museum. Someone mentioned using Filemaker Pro. What other systems are you using? I'd like to be able to use it for staff scheduling as well. I just really can't find a good tool for that.

------------------------------
Angie Albright
Director
Clinton House Museum
Fayetteville AR
------------------------------

Original Message:
Sent: 04-13-2017 09:06 AM
From: Matt Popke
Subject: Volunteer Push Back

Focus on the benefits to the volunteers. Does the online system make it easier to swap time slots? Does it make it easier to add volunteer shifts to the calendar on their phone? Does it (as mentioned above) send out reminders? Does it make it easier for the volunteers to see all of their scheduled slots at a glance in a clean calendar view? 

No benefit is too small to mention. Sell them on it by telling them how it makes things easier or better for them. And then tell them how it helps you.

If you can't come up with a fairly convincing list of benefits for the volunteers, consider using a different system that offers them some benefits as well as helps you (might be a bit late for this advice, but still consider it).

------------------------------
Matt Popke
Denver Art Museum
Denver CO
------------------------------

Original Message:
Sent: 04-12-2017 07:40 AM
From: Mary Morris
Subject: Volunteer Push Back

Hello All!
Looking for some advice on volunteer management. We are planning on eventually implementing a new online system for volunteers to use to track hours and sign up for events and school tours. This will be a completely new process for the volunteers and I am anticipating some push back and resistance. Any advice or thoughts on a successful way to implement a big chance in the volunteer corps. and how to get everyone "on board" if at all possible.
Thank you!

------------------------------
Mary Morris
Museum Educator
The Cummer Museum of Art & Gardens
Jacksonville FL
------------------------------

All the advice given so far is great, but the #1 thing you want to do is get some up-front buy in. I have a few key contacts throughout my volunteer base who are influencers among the others who I have built relationships with. I know that when there's a big change coming, I can sit down with them and work through the process with them so that they are on-board and become advocates.

Think of some of the key players in your volunteer base, especially people who are more tech-friendly. Work with them to explain the benefits, etc., and let them become evangelists for the idea.

------------------------------
Sean Mobley
Docent Services Specialist
Museum of Flight
Seattle WA
------------------------------

Original Message:
Sent: 04-13-2017 11:05 AM
From: Angie Albright
Subject: Volunteer Push Back

This is a really helpful discussion for me as we work on our systems at this museum. Someone mentioned using Filemaker Pro. What other systems are you using? I'd like to be able to use it for staff scheduling as well. I just really can't find a good tool for that.

------------------------------
Angie Albright
Director
Clinton House Museum
Fayetteville AR
------------------------------

Original Message:
Sent: 04-13-2017 09:06 AM
From: Matt Popke
Subject: Volunteer Push Back

Focus on the benefits to the volunteers. Does the online system make it easier to swap time slots? Does it make it easier to add volunteer shifts to the calendar on their phone? Does it (as mentioned above) send out reminders? Does it make it easier for the volunteers to see all of their scheduled slots at a glance in a clean calendar view? 

No benefit is too small to mention. Sell them on it by telling them how it makes things easier or better for them. And then tell them how it helps you.

If you can't come up with a fairly convincing list of benefits for the volunteers, consider using a different system that offers them some benefits as well as helps you (might be a bit late for this advice, but still consider it).

------------------------------
Matt Popke
Denver Art Museum
Denver CO
------------------------------

Original Message:
Sent: 04-12-2017 07:40 AM
From: Mary Morris
Subject: Volunteer Push Back

Hello All!
Looking for some advice on volunteer management. We are planning on eventually implementing a new online system for volunteers to use to track hours and sign up for events and school tours. This will be a completely new process for the volunteers and I am anticipating some push back and resistance. Any advice or thoughts on a successful way to implement a big chance in the volunteer corps. and how to get everyone "on board" if at all possible.
Thank you!

------------------------------
Mary Morris
Museum Educator
The Cummer Museum of Art & Gardens
Jacksonville FL
------------------------------