2013

Southwestern National Service Training Conference Designing A Members Service Year (From Recruitment to Exit)

RETENTION QUESTION:
HowdoIleadmymembersandsitesforaperiodoftime,sotheyseethemselvesasagroupof peopleworkingtogethertobuildsomethingmeaningfulandamazingthatisworthstayingaround fordespitethechallengesthatnevergoaway?

CHALLENGE:
MembersandSitescannotbeexpectedtopledgeunfalteringallegiancetosomethingvagueand remotefromtheirlives.Theywouldsoonergiveupthendedicatetheirtimetosomethingthey perceiveaslessvaluablethathindersthemfromsomethingelsetheyperceivetobemorevaluable.

WHY MEMBER RETENTION?

HigherExpectations Recruitment;and Retention GetThingsDone FocusonOutputsandOutcomes Mustchoosetherightmembers,providetherighttrainingandsupport,andretainthose membersthroughtheirrequiredterm. PartnerSatisfaction Madeabigcommitment Havecertainexpectationsyou,themembers,andthemselves. Ifmembersarenothighquality,thepartnerswillnotbesatisfiedandwillultimatelynot performattheirhighestlevelalso.

WHY MEMBERS LEAVE

Didyouknow2of3membersstopvolunteeringbecauseofpoormanagement? ****************************************************************** Membershavehighexpectations: Goodcustomerservice Meaningfulserviceactivities Wellorganizedexperience

Good planning and management ensures member retention.

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2013 Southwestern National Service Training Conference Designing A Members Service Year (From Recruitment to Exit) Results

Process

DIMENSIONS OF SUCCESS Relationships

.

Vision

Dimension Vision

What it is: Pictureofwhatyouwouldliketo seewhentheprojectiscomplete Keepingtheendinmind SoWhat?orWhy?question

Results

Completionofthetask Achievementofthegoal Outputs,IntermediateOutcomes, andEndOutcomes AsksWhat?question

Process

Relationship

Howtheworkgetsdone Howtheworkisdesignedand managed Howtheworkismonitoredand evaluated AsksHow?question PartnershipsandChampionsyou 1) Domembersandsitesfeelsupported? develop Trusteachother?Feelvalued? Howpeopleexperienceeach 2) Aremembersandsitesrecognizedfor otherandrelatetothecommunity theirleadershipstyles,skills, Howpeoplefeelabouttheir background,andknowledge? involvementandcontribution 3)Domembersandsiteshaveaclearrole AsksWho?question thattheyperceivetobeessentialtothe outcomes?

Key Questions: 1) Whatdowewanttoseewhenourwork iscomplete? 2) Doallmystakeholders,particularly membersandsites,havethesame picture? 3) AmIcommunicatingthepictureclearly toothers? 1) Aretheresultshighquality?Timely? Desiredbyall? 2) Dotheresultsmatchtheneed? 3) Domembers,sites,andother stakeholdersunderstandtheproblem youaretryingtoaddress? 1) Istheprocessclearandlogical? Efficient?Appropriateforthetask? 2) Istheprocessdevelopedbyallrelevant stakeholders?

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2013 Southwestern National Service Training Conference Designing A Members Service Year (From Recruitment to Exit)

Maslows Hierarchy of Needs (Original fivestage model)

ProposedanddevelopedbyAbrahamMaslowinhis1943paper"ATheoryofHumanMotivation"

Self-actualization personal growth and fulfillment

Esteem needs achievement, status, responsibility, reputation

Belongingness and Love needs family, affection, relationships, work group, etc

Safety needs protection, security, order, law, limits, stability, etc Biological and Physiological needs basic life needs - air, food, drink, shelter, warmth, sleep, etc.

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2013 Southwestern National Service Training Conference Designing A Members Service Year (From Recruitment to Exit)

STAGES OF GROUP DEVELOPMENT

STAGEFORMING Asyourprogramyearbegins,eachofyourmembersandyourcorpsofmemberswillspendmostof theirtimeinLEARNINGMODE. Muchofthistimeisspenttryingtodeterminetheirplaceintheprogram,understandingwhatthis nationalservicethingisabout,andlearningwhatisexpectedofthem.Becausetheyareinlearning mode,muchofwhatistoldtothemisoftennotheard.Thishaslittletodowiththeirabilitytoabsorb informationortheirattentionlevel.Anxiety,mixedwithexcitementandtheamountofinformation youarethrowingatthem,createsasituationthatcanoftenfeeloverwhelming. Programstaffshouldlaythefoundationprovidetrainingandinformationthatwillhelpthemtoget startedintheiryear,withanunderstandingthatmoretrainingisyettocome.Itisalsoforthisreason thatyoushouldprovideotheropportunitiesthroughouttheyeartobringthembacktoimportant requirements,piecesofinformation,andotherusefultools,knowledge,andskillstheymayhave missed. Ideally,membersstarttheiryearofserviceatthesametime.Thisstrategyisveryusefulinthisstage asitcreatesanequalplayingfieldwhereallarelearningandformingtogether.If,however,youhave aprogramorsituationwheremembersbegintheiryearofserviceatdifferenttimes,itisimportant thatyoufindwaystoensurethefollowingideasareimplementedsotheindividualsservinginyour programfeelapartofthegroupandclearlyunderstandtheirroleandrequirements. Andforthoseprogramsthathavemembersservinginlocationsacrossmultiplesitesandrarelyor neverhavetheminoneplace,itisimportanttofindwaystosupportthisstage.Otherwise,those whoserveinyourprogramwillfeeldisconnectedtothelargerprogramandtheothermembersand arelesslikelytomaintainloyaltyandcommitmenttotheyearforwhichtheyhavesignedon. Ideas VISION Haveyouheardofthesayingbeginwiththeendinmind? Settingthestageforwhatserviceandtheprogramareaboutcanhelpyourmembersidentifywith somethingthatislargerthanwhattheyaredoingonadailybasis. Itisimportantformembersservinginyourprogramtohaveanunderstandingofthelargernational servicemovement,AmeriCorps,andyourprogram.Duringthistime,youshouldfindopportunitiesto explainthehistory,dialogueaboutthepurpose,andhelpthemrealizetheyareapartofalarger nationalservicefamilythatisrootedinserviceandmakingchangeincommunity.

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2013 Southwestern National Service Training Conference Designing A Members Service Year (From Recruitment to Exit) Asindividuals,membersalsoneedtounderstandwhytheycametothisserviceopportunity,what motivatedthemtojoin,andwhattheywanttoseeforthemselvesasaresultoftheirtimeinthe program.Andassupervisorsofmembers,itisimportantforyoutolearnthesedetailssoyoucan appropriatelysupportthemandremindthemofthewhywhentimesarerough. Examplesofactivitiesyoucandointhisareainclude: NationalServiceScavengerHunthaveyourmembersansweraseriesofquestionsby researchingwhatisontheinternetandthingstheycanfindinyourprogramhandbook WatchoneofmanyvideosonthehistoryofNationalServicecheckouttheNationalService KnowledgeNetworkOnlineLendingLibraryforvideosyoucancheckoutat www.nationalserviceresources.org Doanactivitywithyourmembers,engagingtheminavisioningexercisethatallowsthemtopaint apictureofwhattheywouldliketoseeinplacewhentheiryearisthroughastheythinkabout themasanindividual,theircorpsofmemberstheyservewith,theclientsand/orcommunities theyserve,andtheprogramasawhole.Thensharewiththemyourvisionoftheseareasandsee whatissimilarandwhatisdifferent. RESULTS ForAmeriCorpsmembers,itisimportantthatyousetthetoneforwhattheprogramisabout. MembersshouldwalkawaywithanunderstandingoftheFoundingPrinciplesofAmeriCorps GettingThingsDone,StrengtheningCommunities,EncouragingResponsibility,andExpanding Opportunity.Andwithintheseareas,membersshouldhaveaclearpictureofwhatyou,asaprogram, andtheywanttoseeastheserviceyearprogresses. Itisalsoimportanttoshareperformancemeasurementsthatareoutlinedinyourgrant,whichhelps memberstoseewhattheyshouldbeworkingtowardsandultimatelywhatsuccesslookslikeforyour program. RELATIONSHIPS Thesuccessofyourmemberswillinlargepartdependontheirabilitytoreachouttoothersandrely ononeanotherforsupport,guidance,friendship,andideas.Inthisstage,itisimportanttospendas muchtimeaspossibleupfronthelpingyourmembersgettoknowoneanotheranddeveloping relationshipsamongotheressentialstaffsuchasprogramstaff,supervisors,andanyother stakeholdersthatplayaroleintheprogram. Theenvironmentyousetinthebeginningsetsthetonefortherestoftheyear.Fromthevery beginning,yourmembersshouldfeelwelcomedandunderstandtheyareapartofateamofpeople whoarecommittedtothesuccessofeachother,theprogram,andthecommunityserved. Examplesofactivitiesyoucandointhisareainclude: Programandsitestaffoftenwearmanyhatsandassuchcannotalwaysprovidethelevelof supervisionandsupportthatmembersmayneedorshouldget.Tohelpfillthevoid,placeyour membersinteamsthatcanmeetthroughouttheyearandprovidesupporttooneanother.Inthe
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2013 Southwestern National Service Training Conference Designing A Members Service Year (From Recruitment to Exit) formingstage,youcanprovidetheseteamsopportunitiestogettoknowoneanother,develop teamnames,createteamgroundrulesandagreements,andsettimesandplacestomeet. Allowyourmemberstogettoknowoneanotherandbuildrelationshipsthroughicebreakers.For icebreakerideas,gotohttp://wilderdom.com/games/Icebreakers.htmland http://encorps.nationalserviceresources.org/warmup_activities_ice_breakers.php.

PROCESS Thinkingproactively,programsshouldconsiderwaysthatmemberscanfeelwelcomedandatthe sametimegetafoundationofinformationthatcanstarttheyyearoffinastrongway. Communicatingimportantinformation,verballyandinwriting,priortotheiryearofserviceandwhen theystarthelpstoensureyouarenotthrowingalotofnewinformationonthemallatonce. Atthisstageinyourprogram,itisimportanttonotoverwhelmyourmembersasmuchaspossible. Becausetheyaretakingsomuchinatonetimeandjustbeginningtolearnabouttheprogram,the largermovement,andeachother,itmightbehelpfultoholdoffonspecificrules,regulation, processes,andsystems.Thisshouldhappenassoonaspossible,butatatimethatmakessensefor theirlearning. Examplesofactivitiesyoucandointhisareainclude: Whatisimportanttothinkaboutforthisstageissettingsomeagreementsorgroundrulesthat membersandprogramstaffagreetoadherebywhiletheyareservingandapartoftheprogram. Asyoureviewprocesses,policies,procedures,etcinfollowingstages,theseagreementsshould berevisitedtoensurecommonunderstandingofalltheyareaccountableforandimplicationsif agreementsarenotkept. Makeagametoteachmembersaboutdresscodes.Everydayhave2memberscometotraining wearingsomethingthatisnotinalignmentwithyourprogramand/orsitesdresscodes.Andeach day,membershavetoguesswhataretherulesthathavebeenbrokenandwhyitisimportantto notdothatintheiryear.Thefirstdaycanbetheleastobviousinfractionswitheachday afterwardsgettingmoreandmoreobvious Createawelcomepacketthatisprovidedtoallincomingmembers.Thispacketcanensure membersfeelwelcomedtotheprogramandgettheneededinformationthatwillhelpthemto prepareforthebeginningoftheiryear.Andforthosemembersthatarecomingfromothercities orstates,youcanalsoincludeinformationthatwillhelpthemtransitiontoanewplace.In addition,thispacketcanincludesomebasicinformationincludingrules,regulations,processes, etcthatcanbegintheirlearninginthisareaandbesupportedatatimesoontofollowthat includesinpersontrainingorcommunication.

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2013 Southwestern National Service Training Conference Designing A Members Service Year (From Recruitment to Exit) STAGENORMING Soonafteryourprogramyearbegins,memberswillbereadytolearnmoreabouttheirrole,both individuallyandasateam.Duringthisstage,membersareformingwellasagroup,establishingtheir commitment,discoveringhowthingswillhappen,andlearningaboutexpectationsandhowthings work. Ideas VISION Thisstageprovidesanopportunityforyoutointroducethebeginningofconversationsandtrainings yourprogramwillhavethroughouttheyeararoundtopicssuchascivicengagement,LifeAfter AmeriCorps,leadership,andotherpersonalandprofessionaldevelopmenttrainings.Ifyousetan expectationupfrontthatthisisayearofservicethatwillinvolveseriousdialogueandlearnings aroundtopicsthatcanhelpmembersexploretheirownfuturesandrolesincivicandservicelife, thenyoucreateaprogramthatsaysthatweareseriousaboutyou,thecommunity,service,andthe largerpictureofengagement. Thisisalsoatimewherememberscanbeexposedtothehistoryandbackgroundoftheprogram. Programstaffshouldfindwaystosharewiththeirmembershowtheprogramstartedandwhatgoes intomakingitasuccess.Opportunitiestoreadthegrantornarrativethatallowedtheprogramto existorhavingstafftalktomembersabouttheprogramanditshistoryprovidearichopportunityfor youtoemphasizetheseriousnessoftheprogram. RESULTS Inthebeginning,youhopefullyspenttimesharingwithyourmemberstheresultoroutcomesyou intendforthemtoachieveintheiryear.Itisatthispointthatyoucanprovidememberswithan understandingofallthedocumentationtheyneedtokeep,logandturninsothattheirsuccessisin writingandcapturedforfuturereporting,recognition,andcelebration. Examplesofactivitiesyoucandointhisareainclude: ConductanEachOne,TeachOneActivitywhereeachpersonisgivenadifferentperformance measurement,reportingtool,datacollectioninstrument,etc.Membershavetoreadthe information,understanditsuseandpurposeandthenexplainittoothers. PROCESS Thisisagreattimetotakemembersthroughallthatisrequiredofthem,withaparticularemphasis ontheprocessesthatareimportantforthemtoknowandabideby.Inaddition,youwillwantto providethemwithmorepositionspecifictrainingthatprovidesthemwiththeknowledge,skills,and abilitiestodotheirservice. Ifyourmembersareservingacrossmultiplesites,rarelyorneverhavetheopportunitytobeinone place,orarestartingatdifferenttimes,itisimportanttothinkabouthowyoucansupportyour

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2013 Southwestern National Service Training Conference Designing A Members Service Year (From Recruitment to Exit) membersinthisstagesothateachpersonisgettingthesameinformationinthesameway.Even appearancesoffavoritismcanlaythefoundationforfutureconflictandchallenges. Examplesofactivitiesyoucandointhisareainclude: Beyondthepositionspecificskillsyou,asaprogram,havetheexpertisetodeliver,theremaybe variedtopicsthatwillhelpmembersdevelopskillsandknowledgethatarentdirectlyrelatedto theirdaytodayservice,butprovidethemwithtoolsthatwillhelptonavigaterelationships, addresschallengestheyencounter,anddevelopasleadersandprofessionals.Fortopicideas,go to:http://encorps.nationalserviceresources.org/mt_topics.php RELATIONSHIPS Finally,membersshouldhavecontinuedopportunitiestogettoknowoneanotheranddevelopasa team.Programstaffmaywanttoconsiderprovidingteambuildingactivitiesandtrainingsthatcan helpindividualsgettoknowoneanotherbetterandbuildagroupofpeoplethatwillsupportone anotherthroughouttheyear.Thisisalsoagoodtimetoopenmemberseyestoconceptsthathelp themworkmoreeffectivelytogetherrecognizingthatweallhavevalues,beliefs,andwaysof workingandseeingthataffecthowweshowupanddothings. Examplesofactivitiesyoucandointhisareainclude: Conductaleadershipstyletrainingwithyourmembers.LeadershipCompassisaneasytraining activitythatindividualscaneasilyunderstandandrelatetotheirexperience.Foroneexampleof howtodoaleadershipcompasstraining,goto http://encorps.nationalserviceresources.org/resources/leadership/leadership_compass.php STAGESTORMING Atsomepointintheyear,yourmemberswillexperiencedissatisfaction,disappointment,or challenges/obstacles. Atthispoint,conflictcanariseinbothoneononerelationshipsorwithinalargerteam(withprogram staff,sites,orfellowmembers).Asyougettothispoint,theseexperiencespresentmany opportunitiesforprogramstafftopresenttools,training,coaching,reflection,andleadership opportunitiesthatcanhelpmembersnavigatethroughandmovetowardspeacefulresolution. Itisimportantforprogramstounderstandthatifopportunitiesarenotsoughttohelpmembersget throughthisstage,thenretentioncanbeaffected.Itisatthispointthatmembersmightask themselveswhydidImakethiscommitment;amIreallysetoutforthiswork;canIreallymake adifference;amIvaluedordoIreallyfeelpassionateaboutthisprogramtonameafew examples. Ideas VISION

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2013 Southwestern National Service Training Conference Designing A Members Service Year (From Recruitment to Exit) Duringthisstage,youwillwanttorevisitthelargerpictureofwhatthisworkisabout.Providing opportunitiesinthelargergrouptodialogueaboutthecomplexityofthisworkcanservetoremind membersthatserviceisnotsimpleandrealcommunitychangerequireshardwork,dedication, commitment,andateamofpeopletogetthingsdone.Youcanalsobringyourmembersbacktothe originalreasonswhytheyjoinedsoyouandtheycanensurethatisnotforgotten.Thisisalsoagood timetoprovideserviceopportunitiesoutsideoftheirdaytodaypositionwheretheycanparticipate innationaldaysofserviceorotherlargerpicturetrainings/activities. Examplesofactivitiesyoucandointhisareainclude: Holdaseriesofbrownbaglunchesondifferenttopicsorreadingsassociatedwiththeirposition specificservice,civicengagement,leadership,etc. ParticipatewithothernationalserviceprogramsinserviceprojectsthatfallonNationalDaysof Service. RESULTS Remindingyourmembersofsmallsuccessesisveryimportantatthisstage.Findwaystocelebrate success,bothsmallandlarge,whichremindyourmembersoftheworktheyhavedoneandthe resultstheyaretryingtoachieve. Examplesofactivitiesyoucandointhisareainclude: Holdmidyearmeetingswithyourteamsand/orindividualmemberstoprovidefeedbackand successtodate Holdceremonieswherememberscansharewhattheyhavedonetodateorsuccessfulideasthey haveimplemented. Makesureyousharewithyourmemberstheresultsofthedatatheyhavecollectedand submittedtoyou.Ifyouareonlyaskingyourmembersfordataandresultsandnotproviding themwiththereportsyoucreateoroveralldatayoucollate,thisisamissedopportunity. PROCESS Asservicebringsadiversityofindividualstothiswork,therearerichopportunitiesandnatural conflictsthatcanserveasteachingmomentsforindividualsandgroups.Helpingyourmemberssee thewaytheyapproachthingsincomparisontootherscanraiseawarenessthatmoststorming issuescomefromdifferentwaysofseeingandunderstanding. Supervisionplaysalargeroleinhelpingmembersnavigatesuccessfullythroughthestormingperiod. Throughouttheyear,yourprogramshouldprovideboth11andgroupsupervision.Ifyourmembers arespreadoutacrossmultiplesites,thismaybeachallenge.Yettheimportanceofthisdoesnotgo away. Trainingactivitiescanplayalargeroleinthisstagetohelpyourmembersgetthroughtheconflictor challengestheyareencountering.Byintroducingtools,concepts,skills,andknowledge,youcanhelp themunderstandthatconflictandchangeareinevitable,butgrowthissomethingtheyhaveto initiatethemselves. RELATIONSHIPS
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2013 Southwestern National Service Training Conference Designing A Members Service Year (From Recruitment to Exit) Theimportanceofbuildinganddevelopingrelationshipsdoesnotstopatthepreviousstages. Thisisatimewhereyoumightwanttoencouragecorpsactivitiesthatallowforcrosssiteorcross teamrelationshipbuilding.Themoreconnectionyourmembersfeelwithoneanother,theteam,the sites,andthestaffthelesslikelytheyaretoleaveyourprogrambecauseofasenseofdutytheyfeel tooneanother. Examplesofactivitiesyoucandointhisareainclude: Formplanningteamsamongyourmemberstoplanserviceprojects,programorsiteevents,orto focusonprogrammaticactivitiesorimprovements. Encourageyourmemberstostartsocialactivitieslikebookclubs,kickballortagfootballteams, etc. Holdpotlucksmembersalwaysloveopportunitiesforfreeandgoodfood Allowsitestopresenttothelargerteamwhattheydo,effectivepractices,andthesuccessthey arehaving STAGEPERFORMING Asthisstage,yourmembersareataplacewheretheyareperformingatafairlyhighlevel,both individuallyandasateam.Theirserviceismovingalongsmoothlyandtheyareworkingtowardsthe resultstheyarerequiredtoaccomplish.Andbecauseofthetoolsandopportunitiesyouhave providedthem,theyarechallengingthemselvesandotherstonegotiate,workrespectfully,andget thingsdone. Itisatthispointwheremembersreallyfeelasenseofownershipoftheprogram,theirsite,andthe peopleorcommunitytheyareserving.Assuch,theyseekfurtherleadershipopportunitiesandfind themselvestakingrisksthattheymightnothavedonebefore. Thistooisastagewheremembersarehavingfun.Atthispoint,programstaffshouldcapitalizeon thisandensuretherearemanyopportunitiesforfun,teamwork,recognition,andcelebration. Ideas VISION Itisatthispointintheprogramyearthatyoucanprovideincreasedleadershipopportunitiesforyour members. Examplesofactivitiesyoucandointhisareainclude: Asprogramstaff,thinkaboutprojectsyouwanttotackleorideasyouhavethatcouldmakethe programstronger.Getyourmembersinvolvedandhavethemformteamsthatcandevotetime andenergytomakingtheideasandprojectsareality. Usethistimetogetfeedback.Hold11,smallgrouporatadistancesessionswhereyoucanask questions,learnaboutprogramareasofchallenge,andsolicitideasforimprovement.
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2013 Southwestern National Service Training Conference Designing A Members Service Year (From Recruitment to Exit) RESULTS Programstaffcanplayalargeroleinhelpingmembersgetabetterpictureoftheimpacttheyhave had.Sharethedocumentationyoucollectovertheyyear,helpmembersputtheirimpact,experience, andlearningsinwritingsotheycansellittoothersastheyenterintonextsteps.Programstaffcan alsoprovideopportunitiesforthecommunityandprogramstakeholderstocometogetherandlearn aboutmembersuccess.Dontforget.thisisatimetocelebrate,celebrate,celebrate. PROCESS Whileyourmembersareontheirwaytosuccessandperformingatahighlevel,itisstillimportant thatyouhelpthemnavigatethroughtheremainderoftheyear.Makesureyouarekeepingtrackof documentationandotherreportingtheyarerequiredtodo.ForAmeriCorpsmembers,makesure youareprovidingregularcommunicationabouthoursservedtodateandremaininghoursleftto serve. Andfinally,makesuretheyhavethetrainingneededtoexplorenextstepsandhowthisyearcan supporttheirnextdirection. Examplesofactivitiesyoucandointhisareainclude: Ifyouhavenotalreadybegunthis,provideyourmemberswithLifeAfterAmeriCorpstrainingor support.Helpthemthinkaboutwhattheyhavedoneandlearned,wheretheywanttogo,and howtheywillgetthere.Forthoseprogramswithmembersthatarespreadoutacrossadistance, supportyourmembersinunderstandingtheonlinetoolsthatareavailabletothem.Your memberscanaccessonlinetrainingtoolsaroundLifeAfterAmeriCorpsandtheEducationAward atthefollowingsite: http://encorps.nationalserviceresources.org/mt_topics.php(seebottomofpage) RELATIONSHIPS Makesuretotaketimetocelebratetheteamandtheindividualsthatserveinyourprogram.Thistoo isatimewheremorefuncanbeintegratedintotheyearthatfocusesonbringingtheteamtogether. Membersaremorelikelytoparticipateincelebrationsevents,andgatheringsthatbringeveryone togetherforfun,recognition,andsocialization. Forthoseprogramswhohavemembersspreadoutacrossadistance,thinkaboutonlinetoolsthat cansupportcontinuedteambuildingandrecognition. STAGEADJOURNING Inthelastfewmonthsoftheprogramyear,memberswillbegintofeelamixofemotions.Whileyour members/VISTAsareprobablylookingforwardtothefuturethatliesahead,itwillalsobeatime wheretheyarereflectingonalltheyhavebeenthroughandallthepeoplewithwhomtheyhavehad thegreatopportunitytoserve. Thisstageservesasatimeofjoyandatimeofsadness.Implementstrategiesthatcanhelpyour membersstayconnectedtooneanother,theprogram,andthelargernationalservicemovement. Createanalumninetworkthatcankeepmembersconnected,supportfuturenetworking,andsolidify
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2013 Southwestern National Service Training Conference Designing A Members Service Year (From Recruitment to Exit) abaseoflongtermsupportersforyourprogram.Forsupportinthis,useAmeriCorpsAlumsasa resource. Thisstagealsoservesasanopportunityforprogramstafftopresentoptionsandtoolsfornextsteps. Makesureyoupresentopportunitiesforyourmemberstolearnaboutsecondyearopportunities. Servingasecondyearinthesameprogramorwithanotherservicestreamcanprovidememberswith continuedopportunitiestogetthingsdoneandserveinincreasedleadershiproles.Ifyourmembers wantorneedtomoveon,yourprogramshouldensureyouprovidethemwithtrainings,information, andtoolstothinkaboutwhatisnextbothpersonallyandprofessionallyandhowtheywillcontinue serviceandcivicengagementoncetheyleavetheprogram. Finally,makesuretheyleaveunderstandingallthattheyhaveaccomplished,whattheyhavebeena partof,andhowtosellthisexperiencetoothers. Anddontforgettocelebrate,celebrate,celebrate!

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2013 Southwestern National Service Training Conference Designing A Members Service Year (From Recruitment to Exit)

MEMBER MANAGEMENT CYCLE

EndofYear WrapUp Planning

Reflection and Recognition

Recruitment and Selection

Supervision and Evaluation Orientation andTraining OnBoarding

PLANNINGessentialforthesuccessofanymemberprogramandinvolves: obtainingbuyin designingandwritingmemberpositiondescriptions creatingapplicationandselectionforms developingapplicablepoliciesandprocedures educatingothersintheorganizationandpartnersaboutinvolvingmembers Whenyoutakecareoftheseplanningitems,asolidfoundationexiststosupportyourmemberprogram. RECRUITMENT AND SELECTION Be creative! Brainstorm the who, why, where, when and how. What would the ideal corps look like? Why would they be interested in your member opportunities? Where and when can youreachthesepeople?Whatmessagewillencouragepotentialmemberstoserveinyourprogram? SUPPORT Orientation and Training give general information about your organization, national service, position specific skills, and the information about the member position, provide year long training around position specific, leadership, diversity, citizenship, and life after AmeriCorps. Orientation and training help your members feel confident and prepared. You also decrease the chances of problems occurring by helping membersknowwhatistobeexpected. Supervision and Evaluation You and the member need to know that he or she is fulfilling their role effectively.Regularevaluationprovidesyouandthemembertimetoassesstheplacementandanyneeded changesthatcouldimprovethememberssatisfactionorperformance. Reflection and Recognition happens in an informal way every time a thank you is said. Formally, members are thanked through celebrations and recognition events planned in their honor. It is important that the thank you fits the member; you need to know your members, so that they can be thanked in a waythatleavesthemfeelingtrulyrecognized. 7/19/2013 Page 13 of 19

2013 Southwestern National Service Training Conference Designing A Members Service Year (From Recruitment to Exit) PRINCIPLES:PLANNING Stakeholdershadapartintheprogramandgrantdevelopmentandbuyintothevision, mission,activities,andgoalsoftheprogram.

Clearvisionfortheprogramandmembersthatisunderstoodbyall. Memberprojectsareinalignmentwiththelegalapplicantandsitepartnersvision,mission, andgoals.

Clearleaderwhoisseenashavingtheresponsibilityforsupportingandmanagingtheprogram. Organizationbudgetsmoneyforprojectsthatutilizemembers. TopmanagementdemonstratessupportofAmeriCorpsprogramintangibleways. Organizationandsitestaffareknowledgeableaboutmemberprojectsandrolesandsee membersasassets.

Implementsstrategiestopromotepositivestaff/memberrelationships. Developsallsystemsandtoolsthatwillsupportprogram,includingbutnotlimitedto: application,timesheets,interviewforms,filechecklist,midandendoftermevaluation, contract,handbook,criminalbackgroundprocess,welcomepacket,etc. Offersalternativeformatsandlanguages,ifapplicable,ofallprogrammaterialsrepresentative ofthecommunityinwhichtheyserve. Programhasclear,firmpolicystatementsabouttheircommitmenttoinclusiveness,including writtenstatementsfromprogramsleadership,whichareendorsedbythestakeholders. Programidentifiesandremovespotentialbarrierstoactiveinvolvementofpeoplewith disabilitiesandprovidesreasonableaccommodationsasnecessary.

Programregularlyassessesstrengthsandgaps/challengesofAmeriCorpsprogram,seeking feedbackfrommembersonayearlybasisandusingfeedbacktomakeprogrammatic improvements. PRINCIPLES:RECRUITMENT Writtendescriptionofthequalitiesofan"idealcorps"basedoncommunityserved,identified needs,programgoals,andprogramactivities.

Writtenlistofbenefitsmembersreceiveasapartofservingwithinorganization.

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2013 Southwestern National Service Training Conference Designing A Members Service Year (From Recruitment to Exit) Writtenmemberpositiondescriptionsdevelopedinconjunctionwithstakeholdersthatdetail essentialandmarginalfunctions,time,workloadcommitment,supervisor,andsite.

Written,strategic,innovativeyearlongrecruitmentplan,developedwithstakeholders includesvariousmethods(includingthenationalservicedatabase),timeline,numericgoals,and staffresponsibilities. Enlistschampionswhocansupportprogramwithrecruitment. Conductstargetedrecruitmentandmarketingbasedupontypeofmemberdesired. Hasstrongpublicity,publicrelations,andmarketingcampaignstobuildapositiveimageofthe programwithinthecommunity(ies).

Programactivelyrecruitsindividualswithdisabilities. Providesincentivestomemberswhobringinapplicants. Getsfeedbackfrommembersonhowtheyheardabouttheprogramandhowtheythinkothers canlearnabouttheprogram. PRINCIPLES:SELECTION Providesopportunitiesforinterestedapplicantstolearnabouttheprogramandorganization firsthand. Organizationispreparedtoacceptongoingapplicationsandiswelcomingandresponsivetoall prospectiveapplicants.

Selectsadiversepoolofmembersthatreflectthecommunitiesinwhichtheyserve. MemberApplicationelicitsenoughinformationtodeterminewhethertheprospectivemember isappropriatefororganization. Selectionprocessthoroughlyassessesvolunteerbackground,skills,accomplishments, motivation,goals,andcommitment.

Selectionprocessinvolvesadiversityofparticipantsthathaveastakeintheprogram. Matchesmemberstoappropriatepositionsandsites,ensuringreasonableaccommodationsare adheredto.

Getsfeedbackfrompartnersandotherstakeholdersoneffectivenessofselectionprocess. PRINCIPLES:PLANNINGORIENTATIONANDTRAINING
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2013 Southwestern National Service Training Conference Designing A Members Service Year (From Recruitment to Exit) Writtenlistofskillsandknowledgemembersneedtodotheirservice. Conductstrainingassessmentswithmembersandsitestodeterminetrainingneedsandwants. Incorporatesdifferentmethodologiestotrainandsupportmembers,addressingthedifferent generationsthatserveintheprogramandhowtheyprefertotakeininformation. Hasayearlongtraininganddevelopmentplan,developedinconjunctionwithprogram stakeholders. Buildspartnershipswithothernationalserviceprogramstoexpandtrainingopportunitiesand resources. Developsrelationshipswithalums,areaorganizationsandgroupsthatcanprovidefreeand/or reducedtrainings.

Assessestrainingeffectivenessandmakesmodificationsasneeded. PRINCIPLES:ORIENTATION Carriesoutmemberpreserviceorientation,developedinconjunctionwithstakeholders,which preparesmembersforthebeginningoftheirserviceandtocarryouttheirresponsibilities.

Buildsteamsamongmembers. Ensuresmembersunderstandtheirpositiondescriptions,prohibitedactivities,and responsibilities(includesforms,documentation,membercontract,etc.). Providesmemberswithanunderstandingofthelargernationalservicemovementand AmeriCorps.

Createsacommonunderstandingoftheprogramvision. Exposesmemberstotheresultsexpectedi.e.performancemeasures. Trainsparticipantstosupportsuccessfulentryandnavigationwithinorganizationsand communities. Providesmemberswithinformationonoverallorganization,sites,supervisors,and communitiesserved PRINCIPLES:TRAINING Providesongoingopportunitiestotrainparticipantsthroughouttheyear.

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2013 Southwestern National Service Training Conference Designing A Members Service Year (From Recruitment to Exit) CreatesopportunitiesformemberstolearnabouttheNationalServicemovementand participateinnationalservicedaysandactivitieswithothersstreamsofserviceprograms,if available. Effectivelytrainsmemberstosupporttherecruitmentandmanagementofvolunteers,as applicabletoprogramdesign. Fosterspositiveattitudeswithmembersregardingthevalueoflifelongcivicengagementand serviceforthecommongood. Providestrainingtomembersthatraisestheircompetenciesarounddiversity/cultural competency/inclusion.

ProvidesyearlongtrainingtomembersaroundLifeAfterAmeriCorps. Trainsmembersontopicssuchasworkinginteams,leadership,conflictresolution,compassion fatigue,etc.

Trainingisalsoseenasanopportunitytopullmemberstogether,toprovidetimefor socialization,andtoremindthemaboutthelargerteamandthebiggerpictureofwhattheyare doing. PRINCIPLES:SUPERVISION,COMMUNICATION,EVALUATION Hasamemberagreementthatclearlyoutlinesexpectations,agreements,andconsequences, signedbymemberandorganizationpointofcontact. Provideseachmemberwithanorganizationpointofcontactthatprovidessupervisionand support. Writtenmembersupportandevaluationplan,developedwithstakeholders,thatincludesmid andendoftermformalfeedbackaswellasongoinginformalfeedback. Workswithsitestodeterminetheoptimalsupervisionplanthatincludesonsiteandprogram supportedsupervision.

Regularlyprovidesboth11andgroupsupervision. Createsasitesupervisortrainingthatprovidesonsitesupervisorsthetoolsneededtosupport members. Communicatesregularlyandequallywithallmembersandsitesnotjustwhensomethingis needed.

Usessocialmediatoolstocommunicatewithandsupportmembersthroughouttheyear.

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2013 Southwestern National Service Training Conference Designing A Members Service Year (From Recruitment to Exit) Regularlyprovidesopportunitiestogettoknowmembersandsitestorelationshipsandtrust arestrengthenedovertime. Offersmembersopportunitiestosupportoneanotheri.e.membersupportteams,informal brownbaglunches,etc.

Regularlyseeksinputandfeedbackfrommembersonprogram,sites,etc. PRINCIPLES:RECOGNITIONANDREFLECTION Carriesoutawrittenplantoformallyinternallyandexternallyrecognizemembersfortheir accomplishmentsandcommunityimpact. Incorporatesstrategiesthatallowmemberstoexploretheimpactoftheirexperience,service andthelargerroletheyplayinmakingadifferencebeyondtheAmeriCorpsyear. Allowsforreflectionopportunitiestocelebrateanddocumentmemberaccomplishmentsand experiencesandtoexaminethelargerimpactoftheirservice.

Providesdocumentationtomembersthatdemonstratetheirimpactoncommunitiesserved. Implementsinformalmeanstosaythankyouthroughouttheyear. Recognizesmembersonspecialoccasionsi.e.birthdays,holidays,etc.

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2013 Southwestern National Service Training Conference Designing A Members Service Year (From Recruitment to Exit)

The Final Action Plan: Taking it Home 3 2 1

You have been exposed to tools, concepts, and resources in a fairly short period of time. Now is the time to think about how you want to continue your own development in this topic by capturing your key learnings and committing to homework assignments for posttraining work. Thank you for your participation! Amy Salinas CACconsulting@hotmail.com

PRIORITIZE: List 3 program pieces you need to devote your time on improving first: 1)

2)

3)

CONNECT: List 2 resources (ideas or people) you will follow-up with when you get back
to your office:

1)

2)

ACT: List the 1st step you are going to take when you get back to your place of work: I will...

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