Project Managers Without Borders

You’ve recognized that your non-profit organization (NPO) or non-governmental organization (NGO) needs volunteers to help transform your ideas to outcomes. The organization’s program may require the volunteers to co-locate to work on a complex project or to collaborate in a virtual team environment. No matter where volunteers perform their work, it is important to remember why they perform their work.

Volunteers join an organization because they share the interest and passion advocated by the NGO or NPO. As valuable stakeholders and resources for the organization, it is critical that considerations are made for keeping the volunteer engaged.

Here are 9 Quick Tips to build Volunteer Management Practice into your organizations.

Welcoming, On-boarding, and Integrating

1. Practice timely communication from day one. Connect with a prospective volunteer once he/she reaches out with interest of joining the organization. This illustrates the norms of the organization and helps set expectations for new volunteers.


2. Orient new volunteers to the organization. Provide training on the culture, structure, relevant processes, policies, and role descriptions of the organization. Early knowledge of key stakeholders will facilitate integration in the organization.


3. Establish a support network for new members. Provide opportunities for current and new volunteers to build camaraderie and establish trust. The shared vision towards a common goal can serve as a foundation for developing a positive working environment.

Roles and Responsibilities

4. Be specific in your request for help. Let volunteers know the specific knowledge, skills, and attributes you are looking for them to bring to the table.


5. Clearly communicate each volunteer’s function, level of authority, and assigned tasks. Eliminating duplicative efforts is an efficient use of resources. It also helps to mitigate the risk of individual volunteers completing work that is not aligned with organizational goals or objectives.


6. Trust your delegation. Once an assignment is given to the volunteer, continue to check-in on the progress, but resist the urge to micromanage or take over the assignment.

Rewards, Recognition, Motivation

7. Acknowledge the contributions of the volunteers. It is important for the volunteer to know that individual efforts make a difference in the operations of the organization. Additionally, it is also lets funders and other stakeholders know about the type, quantity, and quality of work that is being done by volunteer support.
8. Support information exchange. Freely share information on the progress of the organization’s programs and the impact the programs are having on the community being served. Ask volunteers for their input and opinions on the organization and their experience.
9. Encourage continuous engagement. When possible, make a range of opportunities available that are flexible to fit within the volunteers’ schedules. Use general meetings, teleconferences, social outings, etc. as ways to keep volunteers connected to the organization when there are limited or no volunteer opportunities currently available.

The relationship between volunteers and NGOs/NPOs should be one of reciprocity. Project management professionals often volunteer to contribute to the solutions of today’s world problems and set a future legacy through projects, while gaining valuable personal and professional skills. NGOs and NPOs can capitalize on the altruism to further their missions while providing a valuable experience to the volunteers. The volunteer relationship can be even more imperative as the volunteer’s enthusiasm for the organization’s mission can translate into funding from the individual and the individual’s personal and professional network.

So, set a plan for recruiting, engaging, and retaining volunteers!

Romiya Barry is a clinical research professional using the project management framework to improve patient care and community health.  She is recognized by the Association of Clinical Research Professionals and PharmaTimes Inc. for her leadership in clinical project management. Romiya is on the Board of Directors for Health Horizons International, a healthcare NGO serving communities in the Dominican Republic. Connect with her here and on LinkedIn!

Food shortages, climate change, social unrest, and public health crises are just a sample of the complex situations we face in the world.  A team of professionally trained experts is often assembled to produce knowledge or carry out a project to address these issues. This team may be comprised of several leaders known in their fields for solving complicated, multi-factorial problems. The team may also involve members of the sponsoring non-profit organization (NPO) or non-governmental organization (NGO).

Along with expertise, the team members bring their own professional values and worldviews to the context of the project. Within their individual environments, the typical steps taken in a project may be linear with predictable outcomes. In contrast, the emergent situation that is characteristic of a disaster or crisis is unpredictable and complex. This is true whether the situation is acute or results from a slow build-up of pressure from external forces.

Developing effective project teams is one of the primary responsibilities of the project manager⁽¹⁾, and in complex environments, this is all the more challenging. 

The Develop Project Team process described in the Project Management Institute’s guide to the Project Management Book of Knowledge (PMBOK) provides a framework to help the project manager improve teamwork and overall project performance. The project manager is encouraged to acquire and apply the skills needed to “identify, build, maintain, motivate, lead, and inspire” the dynamic project team. Having an understanding of the complexity of the team-- or, their patterns of relationships, interactions, and behaviors--can be helpful in managing their diverse personal, cultural, and industry experiences.  The science of team science (SciTS) helps us understand that complexity and the “factors that maximize the efficiency, productivity, and effectiveness of team science initiatives” ⁽²⁾. While the emerging fields of complexity science and SciTS  focus on scientific endeavors, the multidisciplinary approach to solving the world’s complex problems often involves collaboration of technical experts in various fields and is a rising trend in many disciplines⁽³⁾. A project manager can use concepts of complexity and team science to enhance the skills and knowledge needed for developing a multidisciplinary team.

Using the seven characteristics of work relationships⁽⁴⁾ together with guidance from the PMBOK⁽¹⁾ , the project manager can lead the team through the obstacles of complex situations:  The challenge for the project manager is to bring together the heterogeneous inputs from various team members and guide the team to support the overall goals of the project and the function of the organization. In turn, the sponsors and champions of the project must provide an environment for quality interactions between the individuals and the broader stakeholder community. The responding project team must keep in mind that predicting the long-term impact of the project on a complex situation may be impossible even when the variables and the relationships among the variables are known. This is the very nature of the complex system.

Project managers can help bring the team, sponsors, and other stakeholders together and build confidence by celebrating every win and learning from the unpredictable outcomes.

When faced with a complex challenge, what steps do you take to quickly develop the group into a highly functioning team?

REFERENCES:

1. Project Management Institute (PMI). (2013). A guide to the Project Management Book of Knowledge (PMBOK®) – fifth edition. Project Management Institute, Inc.: Newtown Square, PA.
2. Stokols, D., Hall, K.L., Taylor, B.K., and Moser, R.P. (2008). The Science of Team Science: Overview of the Field and Introduction to the Supplement. American Journal of Preventive Medicine 35, S77–S89.
3. Wuchty S, Jones B, Uzzi B. The Increasing Dominance of Teams in Production of Knowledge. Science. 2007 May 18;316(5827):1036-1039.
4. Martin, C. M., & Sturmberg, J. P. (2013). Handbook of Systems and Complexity in Health. New York: Springer.

Romiya Barry is a clinical research professional using the project management framework to improve patient care and community health.  She is recognized by the Association of Clinical Research Professionals and PharmaTimes Inc. for her leadership in clinical project management. Romiya is on the Board of Directors for Health Horizons International, a healthcare NGO serving communities in the Dominican Republic. Connect with her here and on LinkedIn!

Bringing change to the world can be a herculean task, and many leaders of NGOs embark on their mission with valiant vigor and passion. But, there is a risk of not creating a plan and following it appropriately due to the excitement of carrying out a project. We’re reminded that “people don’t invest in good ideas; they invest in people who can execute good ideas” (Tiffany Dufu, 2016).  An unsystematic way of delivering the project can result in inefficiencies and -- worse yet -- ineffectiveness. It’s one of the many pitfalls to avoid for NGOs.

Projects that are over-budget and over-schedule or that fall short of the expected deliverables can leave donors, volunteers, staff, and community stakeholders feeling frustrated and disappointed. While these are – unfortunately -- common outcomes in projects in other industry sectors, the impact of these projects can affect the health, safety, and well-being of people in the community the projects aim to serve. The risks of project overruns can be far greater for an NGO. They can cost lives.

A project manager possesses skills and tools to keep track of tasks and time. A project manager can facilitate alignment of infrastructure, thereby stabilizing areas in the organization such as planning, budgeting, supervisory controls, performance management, and reward systems. The project manager can also help align people in the organization, in addition to motivating and inspiring them to keep working towards their noble cause. 

If your organization understands why it should care about project management, then you know that having the right combination of skills can help your NGO’s performance. But, if you’re like many other organizations, your organization may not know when to bring in project management practice. 

You should consider finding a project management volunteer to help lead your project if:

• The organization has little or no ability to replicate projects because project teams do not use tailored practices that have been standardized across the organization.

• The changes and/or impacts realized in the initial completion of the project are not sustainable.

• There are frequent “surprises” due to infrequent use of risk management practices, the heart of managing projects (PMI Pulse of the Profession, 2015).

• There is goal misalignment amongst the team members that creates barriers to trust and restricts collaboration.

• Stakeholders are getting frustrated because the organization is developing a pattern of not meeting the stakeholders’ expectations.

• Reports to governing and funding bodies are often delayed, resulting in an untimely release of funds for future phases of the project.

• Work teams within the organization are large, highly diverse, and/or permeable so communication breakdown or incomplete knowledge transfer is a frequent occurrence.

• There is strong likelihood for passions and self-interest in the organization’s mission to hamper shared vision and connective thought.
   

Passion can help initiate a change. However, if making a long-term impact is the desired outcome, then your NGO should consider how to increase effectiveness and achieve strategic objectives by encouraging project management practice.

Reach out to a project management professional and learn how you can engage a valuable partner in accomplishing your goals!

Volunteering can offer a way to unwind from daily pressures of work and a chance to live out your values. But, your personal interests may not be in alignment with your professional pursuits. Perhaps you work in software development, but you are inspired by environmental causes. Or, maybe your interest in human rights is sparked by travel to global locations for your construction management job. The opportunities for volunteering should not be limited because your interests or passions are not an exact match for your skills and expertise. Rather, “let’s do what we love, and do a lot of it” (Marc Jacobs).

The new challenge of a volunteer assignment outside of your industry sector is a great opportunity to learn how to get out of your comfort zone. Here are 6 tips for navigating new territory: 

#1 - Do your homework. Ideally, you will know something about the organization before volunteering. But, if your information is limited, spend time before your first day on the project to develop a working understanding of the organization and the field. 

#2 - Deep-dive into the onboarding literature. Depending on the structure of the organization, there may be some literature available to describe the basics of the organization, its causes, and its missions. Use these onboarding materials as a starting point. Let your natural interest and curiosity guide the direction of your research.

#3 - Interview and observe. The resources within the organization may not have been devoted to developing a thorough website, so – unlike in a new job – it’s not always the best place to start on researching the organization. Instead, it might be best to start with interviewing the leaders, other volunteers in the organization. Get an idea of their perspective of what the organization is trying to accomplish. Sometimes, knowing the challenges from their perspective can help you narrow in on what information you need to research to perform well in your role.

#4 - Reach out to your network. Not only is your network of friends and family a good resource for finding volunteer assignments, they may be able to connect you with a professional actively working in the field. This person can give a good idea of reasonable expectations for outcomes of the project.

#5 - Ask if you can spend time with clients. Respecting the principles of engagement, meet with key community leaders and groups in their surroundings to learn about their needs and what the organization’s work means to them. Early and effective stakeholder engagement also helps to build trust between the community or clients and the NGO.

#6 - Go back to school. Taking professional development courses to learn more about the sector allows you to be involved in a structured program with an educator dedicated to answering your questions and making sure you comprehend the relevant material. The commitment to a professional development course can range from 1-hour webinars to multi-week open coursework to an on-site intensive seminar.

It is important to not be overwhelmed by your lack of knowledge in the field. This could actually be an advantage to the organization as you are providing “fresh eyes” to the state of the organization. When we are very familiar with a project, we have the propensity to develop bias and may lose the critical perspective. This is even more likely when the passion for the project is high. Be ready to be a sponge in the beginning; absorb every piece of information from everyone engaged in the organization. But, also be prepared to ask questions that will grow your knowledge. Leverage skills from your industry sector, look for activities that overlap in function, if not name, and try to draw parallels from them. 

Don’t be afraid to step out of your comfort zone and take the challenge. Today is a great day to learn something new!

Do you find that you volunteer in organizations with causes outside your area of expertise? What tips can you offer for matching your skills across industry sectors? Please share your thoughts in the comments section below.

Why volunteer? We live in a time of increased global demand for humanitarian action. As the demand grows, so does the complexity of the need. NGOs and other organizations may be strained to find resources with the talent and expertise to navigate the technical and logistical challenges of delivering impactful solutions. “Key to making operations work better is getting the right people on the ground with the right skills and experience, at all levels ” (Valerie Amos, May 13, 2011, The Guardian). The knowledge and skills developed as project management professionals can help transform ideas to outcomes. 

You have an opportunity to integrate your personal beliefs and professional experiences and drive towards a positive impact in our world. From the construction of a green-space in a high-risk community, to establishing volunteer shelters in a natural disaster, to planning a major fundraising initiative for a healthcare NGO, the capacity to execute is invaluable. 

So, how do you find an organization whose mission aligns with your personal values?

• Start local. Community postings and regional events are easily accessible resources for finding organizations to support right in your backyard. 

• Explore your personal network.  Let your friends, family, and neighbors know that you are looking for causes to support. Join in their activities and explore if there are ways to contribute on a higher level.

• Connect with your alma mater. Many schools and universities are active members of their local community as well as major contributors to international communities. Often, the alumni network is vast and well connected to humanitarian initiatives around the world.

• Ask your employer. Let your employer know that you are looking for ways to leverage your skills outside of the office. Inquire if there are any causes that your organization supports and ask if there is a way you can get involved.

• Search the internet. A number of organizations are dedicated to connecting individuals to NGOs, and some even specialize in skill-based volunteer assignments. Here are a few to start exploring:
  • Project Managers Without Borders 
  • VolunteerMatch 
  • Idealist 
  • Worldwide NGO Directory

“So many organizations need help! Why should I make this commitment?” At this point, you may find the number of organizations where you can get involved to be overwhelming, and you may wonder why you should continue to pursue your first assignment. To put it simply: “To welcome the opportunity of contributing to the world's work ...because of the joy of service thereby bestowed and the talent of leadership multiplied” (Alpha Gamma Delta, The Purpose). Beyond making you feel good about giving back, volunteering can help you refine your leadership skills as you seek ways to overcome unique logistical and cultural challenges in your assignment. Through volunteer work, you can acquire skills not available in your current professional role. It's an impactful way to learn how to drive innovation, motivate accountability, and mobilize teams through unusual and enterprising efforts. 

Get invigorated by your work! Use your knowledge and passion for project management to make meaningful change to the way we approach the world’s work.