It is vital that a prospective volunteer understands what is expected of them both in terms of time and responsibility.  Terms of reference are probably the most appropriate way to provide this information. You must make sure that what you are asking is realistic; have up-to-date descriptions and do not gloss over unpleasant tasks. If the job has become too large for one person, consider dividing the role between two or three people; this will also make the jobs easier to sell.

Replacing Volunteers

It’s worthwhile looking at succession plans for volunteer roles. It’s easy to become stagnant in the same role for a number of years; rotating volunteers ensures that there is something interesting for newcomers to try and regulars get a chance at something new.

Points of interest to consider in the replacement of volunteers:

• Limit the period that a post-holder can be in place through the club’s constitution
• Encourage the regular volunteers to try different roles; this ensures that volunteers do not stagnate and that experience is not lost
• Replace volunteers on a staggered basis to maintain the key skill levels
• Support volunteers through access to appropriate training opportunities.

Helping the New Volunteer

A volunteer ‘buddy system’ is a good way to encourage volunteers and to ensure that they are happy in their new role. It’s the same principle that you would apply when teaching someone to sail, windsurf or drive a powerboat; keep an eye on them and offer helpful advice. A volunteer leaving a post will have a wealth of experience which they can pass on to their replacement. This will be a great help to the new volunteer and will reassure the retiring incumbent that their good work will continue.

The Volunteer Buddy Scheme will:

• Ensure a smooth transition of volunteers
• Encourage volunteers by letting them know that they will receive support and advice from someone who knows the job
• Let the volunteer test the water to ensure that they are the person for the job
• Make the incumbent confident that their successor can carry on with their good work.

Open Recruitment

All volunteer job vacancies should be advertised within the club. A clear job description will encourage new faces into volunteer roles. Through open recruitment your club can ensure:

• A better chance of finding the right person for the job
• That everyone knows they can be involved in running club activities
• New faces bringing new ideas
• Volunteers are not discriminated against on the grounds of disability, race etc.

Retaining Volunteers

This is the hard part. There will be a natural turnover of volunteers but it can be minimised by providing them with guidance, encouragement and training. Make volunteering a success and there will be a ready supply of eager replacements. Try the following:

1. Induction

Long serving committee members often assume that new volunteers are familiar with the set-up of the club and key personnel. An experienced club member can explain the club structure, the aims and objectives of the junior club, how it fits in with the Constituent Body and national development strategies. The induction could also include:

• Talking through the Terms of Reference
• Explaining the importance of the role so they realise they are a valued and important part of the team
• Introducing them to other volunteers with whom they will be working
• Explain set procedures such as child protection and health & safety procedures

2. Constructive Feedback

Volunteers need honest and constructive feedback on the role they are playing. Give the volunteer the opportunity to offer their own feedback on how their role could be improved or what help they need, this can often save future problems. For example, there may be different expectations of the role by the volunteer and club members; finding this out early can ensure that they receive assistance before matters get out-of-hand.

3. Team Spirit

Club members will aspire to represent their club or team at county, national and international level. Volunteers will also want to be involved as a member of the team. Helping the club’s development is only part of the motivation; most people want to meet their fellow volunteers socially. Combining social and club activities will encourage volunteers to interact and help to develop a good team spirit. Team identity is just as important to volunteers as it is to the players participating. A cap or polo shirt promotes a strong team spirit and acknowledges an individual’s work.

4. Valuing the volunteer’s time

Volunteers will quickly be de-motivated if their time isn’t spent wisely. For instance, hours spent in meetings discussing what type of sandwiches to offer during open days is not the best use of a volunteer’s time. Follow these simple guidelines:

• Make sure that meetings are well managed. Have a set agenda and stick to it, including the start and expected finish times.
• Review your volunteer programme; ask how it could be improved.
• Does your club have a development / action plan? Do the volunteers know what it is and agree with it?
• Appoint a Chairman to oversee / supervise the work of the volunteers and to nip problems in the bud.