Thomas PaulAirline Pilot| WestJetHalifax, Nova Scotia, Canada
Hello all!
I'm exploring ways to share project management skills with volunteer-led organizations. While volunteers may be motivated, there can be a huge variety of skills, experience, and time availability. Volunteer-led organizations, like Rotary, make an impact in the world through service. I think better project management could be a way to be more impactful.
How can we, as project management professionals, adapt and share skills for volunteer-led groups? Saving Changes...
Whether it is a volunteer-led initiative or one where staff are paid, the fundamentals don't change. However, a PM in such contexts should pay a lot more attention to long term engagement of hearts and minds of team members to avoid attrition and should emphasize the risks related to such attrition.
This should include ensuring the PM bureaucracy which affects team members is kept to an absolute minimum and processes and artifacts are fit-for-purpose so volunteers are getting frustrated that their valuable time is being wasted with red tape.
Kiron
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1 reply by Thomas Paul
Jul 16, 2023 9:05 AM
Thomas Paul
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Thanks, Kiron.
I agree. My group is looking for ways to share skills that avoid overwhelming volunteers with processes and artifacts. We are starting with existing challenges and looking for bite-sized PM skills that volunteers can embrace. We are using technology and terminology folks are familiar with and comfortable with.
We have backtracked from some initiatives that were too much, too fast. They became a distraction from the project. We recognized this and didn't keep going for the sake of it.
Admittedly, some areas are more challenging. However, we are trying to stay within folks' comfort levels while gently nudging them toward improvements. As your said, we want to leverage volunteer motivation without making it feel like a "job".
Saving Changes...
Thomas PaulAirline Pilot| WestJetHalifax, Nova Scotia, Canada
Jul 16, 2023 8:32 AM
Replying to Kiron Bondale
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Thomas -
Whether it is a volunteer-led initiative or one where staff are paid, the fundamentals don't change. However, a PM in such contexts should pay a lot more attention to long term engagement of hearts and minds of team members to avoid attrition and should emphasize the risks related to such attrition.
This should include ensuring the PM bureaucracy which affects team members is kept to an absolute minimum and processes and artifacts are fit-for-purpose so volunteers are getting frustrated that their valuable time is being wasted with red tape.
Kiron
Thanks, Kiron.
I agree. My group is looking for ways to share skills that avoid overwhelming volunteers with processes and artifacts. We are starting with existing challenges and looking for bite-sized PM skills that volunteers can embrace. We are using technology and terminology folks are familiar with and comfortable with.
We have backtracked from some initiatives that were too much, too fast. They became a distraction from the project. We recognized this and didn't keep going for the sake of it.
Admittedly, some areas are more challenging. However, we are trying to stay within folks' comfort levels while gently nudging them toward improvements. As your said, we want to leverage volunteer motivation without making it feel like a "job". Saving Changes...
Desiree Underwood-WilliamsDirector, PMO (Innovation & Integration Office)| WCG ClinicalGlassboro, Nj, United States
This is a great initiative.
Here are some strategies that could be effective:
1. Organize sessions that cover essential project management principles and practices tailored specifically to their pain points so they have a clear point of reference.
2. Create simple resource materials like checklists that volunteers can refer to when managing their projects/events etc. Make these resources easily accessible and simple to understand.
7. Encourage volunteers to take on small projects where they can apply what they've learned. This will help with retention and reinforcement of project management skills.
8. Set up a system to gather feedback from volunteers about how integrating small PM processes helped them meet their organizational goals and publicize these quick wins internally to gain traction and buy in.
Remember, the ultimate goal is to empower these organizations to serve more effectively, so keep their unique needs and context at the center of your approach and you’ll be good to go.
Good Luck! More PMs should be doing this.
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2 replies by Matt Meador and Thomas Paul
Jul 17, 2023 10:59 AM
Thomas Paul
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Thanks, Desiree!
Those are great suggestions. I love the idea of sharing positive feedback to gain traction and buy-in.
I am working with a Rotary club, and we are developing a podcast on volunteer-led project management. We want to be more impactful in the world by sharing with others project management skills and tools.
Jul 28, 2023 9:14 AM
Matt Meador
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Desiree provided marvelous advice. One call-out, I'd really highlight is the use of materials- please have an idea of where these materials (I.E. Checklists, Shared Documents) will be databased to form a repository already in mind- there may just be volunteer talent that will be able to enhance these items ex post facto.
Financial Management Specialist | US Peace CorpsYaounde, Centre, Cameroon
I am tapping strength for Mr Kiron's response. Volunteer roles and paid roles will all require basically the same skills to sial through projects Saving Changes...
Thomas WalentaGlobal Project Economy ExpertHackenheim, Germany
Thomas,
there are several ways to do this.
The Curitiba Chapter had a Sunday workshop with several representatives from NGOs, each NGO being coached by a Chapter volunteer. They sat at tables and jointly discussed and filled a big sheet of a Project Canvas. Very good feedback.
Thomas PaulAirline Pilot| WestJetHalifax, Nova Scotia, Canada
Jul 16, 2023 10:41 PM
Replying to Desiree Underwood-Williams
...
This is a great initiative.
Here are some strategies that could be effective:
1. Organize sessions that cover essential project management principles and practices tailored specifically to their pain points so they have a clear point of reference.
2. Create simple resource materials like checklists that volunteers can refer to when managing their projects/events etc. Make these resources easily accessible and simple to understand.
7. Encourage volunteers to take on small projects where they can apply what they've learned. This will help with retention and reinforcement of project management skills.
8. Set up a system to gather feedback from volunteers about how integrating small PM processes helped them meet their organizational goals and publicize these quick wins internally to gain traction and buy in.
Remember, the ultimate goal is to empower these organizations to serve more effectively, so keep their unique needs and context at the center of your approach and you’ll be good to go.
Good Luck! More PMs should be doing this.
Thanks, Desiree!
Those are great suggestions. I love the idea of sharing positive feedback to gain traction and buy-in.
I am working with a Rotary club, and we are developing a podcast on volunteer-led project management. We want to be more impactful in the world by sharing with others project management skills and tools.
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1 reply by Desiree Underwood-Williams
Jul 18, 2023 7:02 PM
Desiree Underwood-Williams
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That’s great and much needed!
Share the link once the podcast is live. I would love to listen in.
Saving Changes...
Thomas PaulAirline Pilot| WestJetHalifax, Nova Scotia, Canada
Jul 17, 2023 7:18 AM
Replying to Thomas Walenta
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Thomas,
there are several ways to do this.
The Curitiba Chapter had a Sunday workshop with several representatives from NGOs, each NGO being coached by a Chapter volunteer. They sat at tables and jointly discussed and filled a big sheet of a Project Canvas. Very good feedback.
To add just a bit to some absolutely excellent inputs, one thing to consider is knowing your audience.
I know many people now who are retired or nearing retirement, and they take on additional work either as volunteers, or paid employees leading volunteers because they enjoy it. Keeping the team happy and engaged is critical.
Look for the people who want to lead and tap into that enthusiasm, even if they don't have the experience. People who were in leadership roles for many years sometimes want to be a team member and not deal with the stress they left in their regular job.
Likewise, ask what roles people want to play and try to accommodate. Do they want to be people facing, behind the scenes, etc. Saving Changes...
Thomas PaulAirline Pilot| WestJetHalifax, Nova Scotia, Canada
Hi Keith,
Love your points. I agree keeping folks happy and in their comfort area will definitely help. I also understand what you mean about some folks happy to enjoy the work rather then lead. This may be a great opportunity for new leaders to emerge from within the group.
I will definitely keep an eye out for people who are energetic, motivated, and ready to learn to be a great leader.
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