A Three-Day Orientation Workshop for New Volunteers of the Company A Heart Bound by Health - Case Study Example

Table of Contents Table of Contents 1 A 3-Day Orientation Workshop/Program for New Volunteers 2 1.0.General overview of the organization 3 2.0.Why orientation 4 3.0.Workshop Day 1 4 3.1.Volunteer check-in 5 3.2.Welcoming 5 3.3.About the organization 5 3.4.Expected areas of participation 6 3.5.Volunteer’s recognition 6 3.6.Law and ethics 7 4.0.Workshop Day 2 7 4.1.Touring the facility 7 4.2.Training 7 4.3.Group forming 8 5.0.Workshop Day 3 8 5.1.Role playing 8 5.2.Monitoring and evaluation 8 5.3.Recognition 9 6.0.References 10 A 3-Day Orientation Workshop/Program for New Volunteers Name: Unit: Course: Professor: Submission Date: 1.0. General overview of the organization Our organization; A Heart bound By Health, is a non-profit firm, which works to support children suffering from heart complications and sponsors children for cardiac management and treatment. Last year, the organization managed to sponsor 10 children with cardiac issues, of which eight of them received cardiac surgery for various heart problems. According to statistics, generally heart disease is the leading killer in Australia. Among children, more than 2000 live births suffer from congenital heart disease (CHD) at birth, with every 8/1000 live births being diagnosed with CHD. The commonest of these disease include the great vessel transposition, (103 cases), pulmonary stenosis (134), atrial septal defect (402), patent ductal arteriosus (406) and ventricular septal defect (630) as per 2003 National Perinatal Data report. The cases continue rising and so there is need to support these kids, and give them an opportunity to live healthy and relieve their parents of the hospital burden that comes with CHD management and treatment (AIHW, 2016). To achieve, this, the organization with only three years since it was founded, has various sponsors and hold a one year fundraising event; “Run for Heart.” The event is always organized on September, and this year it will be organized on 24th. Due to increased demand on various activities and to ensure successful service provision, the organization did recruit 30 volunteers last year, and this year it look forth to recruit 60 volunteers to assist in various activities. The fact that this is a one year occasional event the volunteers, who have worked with us gets a chance for re-recruitment, every time the event is held. Further, the volunteers’ gets are chance for exposure as the event is usually attended by various dignitaries within the country and outside, as well as various organization likely to offer various work opportunities, and thus the event exposes the volunteer to work environment. The volunteers, will get a chance to work on various sections especially those are of passion to them. Giving back to the society is another aspect and since most volunteers are within the community, they appreciate reaching out to their own communities and families which is motivating (NVPC, 2008 p4). The organization has already recruited the expected number of volunteers and thus, this report compiles the orientation program workshop; a 3-day plan. 2.0. Why orientation Orientation and training program is fundamental to an organization to equip the volunteers with abilities to execute their duties effectively and efficiently. Orientation program gives a notion on the volunteers’ significance to the organization. Well outlined volunteers’ tasks enables the organization’s mission development makes them realize the significance of the tasks they will be executing regardless of how minimal they may appear. Also, is good to treat the volunteers as part of the firm as a good gesture to commitment, and retention. In turn this, improves the services and work quality the organization offers (The Substance Abuse and Mental Health Services Administration Faith-Based and Community Initiative (SAMSHA), 2005 p3-1). By offering orientation program to volunteers, the organization will meet one of the eight areas that are recommended by the national standards to be undertaken while choosing to involve volunteers in an organization. The workshop, will entail orientation of the volunteers to the program and the organization, training and exposure to the expected activities on the fundraising event ahead. 3.0. Workshop Day 1 3.1. Volunteer check-in The organization should know how many volunteers are present for the training and those ready to take up the task of the event ahead. Thus, the first thing is to take the role-call of those attended and have each member carry his/her nametag (Oregon Volunteers, 2016 p43). 3.2. Welcoming The event coordinator will take the floor to welcome all the volunteers as well as other members of staff involved in the training and key players on the fundraising event. To ensure, the team feels appreciated each volunteer and other present members will have a word or two to the rest of the team. The volunteers will be taken through the volunteer handbook pointing on the procedures, policies and the duties of the volunteers. The staff members and volunteers will be given ample time for questions and clarification or comments that will be reacted upon by various team leaders and coordinators. Further, the volunteers will be supplied with factsheets, brochures and other helpful information regarding the organizations work and the facilities map as well as phone numbers that they can contact the office in case a need arise or as required (SAMSHA, 2005 p3-2). Oregon Volunteers, (2016 p43) also points on the need to use friendly tone, ensuring seriousness in what is being delivered during the orientation program. The coordinator will also take the team through the workshop schedule and the event ahead. Workplace safety and health issue will also be tackled during this preliminary stage. Rights of volunteer in the organization will also be highlighted (Victoria Volunteering, 2013 p2). 3.3. About the organization The volunteers will be taken through the organization’s history, the founders, the mission and vision, objectives, clients and programs executed and major activities and events to ensure that both volunteers and staff remain on the same page as they steer the organization activities towards meeting the organization activities. The volunteers will also be taken through the organization structure, facilities on the ground and service delivery procedures to ensure they understand the organization as clear as possible (SAMSHA 2005 p3-2 and Merill, 2005). 3.4. Expected areas of participation During fundraising events, the organization require various support. These areas include, the clerical work, emailing, social-media marketing and promotion, dishing out brochures to individuals, accountants, report preparation, giving out promotional materials like badges, T-shirts, caps, and directing various individuals to the right place and forming part of the board committee. Having volunteers understand what is expected of them is important as it helps them feel part and parcel of the firms. 3.5. Volunteer’s recognition Recognition of volunteers may be done formally or informally or both. Regardless of the method embraced, volunteer recognition is a motivating factor. Formal recognition may include; an award that may come as often as the organization, may be certificate of participation, among other gifts. Informal gifts entails a word of thank you or a thank you note, after the day’s event. This is important as it ensures volunteer understand their impact to the organization (NVPC, 2008 p19). In line with this, the organization, offers certificates of participation to all volunteers increasing their chances of landing to permanent jobs or promotion in various posts and retention within the organization. Further, the volunteers are provided with food and drinks during the day, and a fare during the workshop and the day of the event. 3.6. Law and ethics Volunteering Australia (2003 p31) the volunteers will be taken through what is required of them by the law and the organization. Further, the whole team will be guided through the ethical principles underlying the training, the organization, the event and the volunteer team themselves. The event coordinator and other moderators, will always ensure the volunteers realize their significance to the organization and how much their responsibilities are important to the organization, the community, themselves and the nation as a whole. 4.0. Workshop Day 2 4.1. Touring the facility The volunteers will be a mirror of the organization to the public. Therefore, is good for them to be well equipped with a lot of information and knowledge regarding the organization. This is fundamental as they will help in advocacy, marketing and public relations building. Orientation is a multiple purpose, process and need to be well planned and implemented (SAMSHA, 2005 3-1). Thus, after opening remarks the volunteers will be taken through the organization and be shown what is expected of them during the event in reference to last year’s activities. 4.2. Training The whole team will be trained regarding various jobs expectations. Training is fundamental as it equips the volunteers with necessary skills. Being secure with skills required to undertake a certain task also acts as a motivation (SAMSHA, 2005 p3-3). Thus, staff in the clerical, accounts and marketing department will train the volunteers on what they do and what is expected of them. 4.3. Group forming The whole team will only be effective if divided into groups. The members will be called upon to form groups in line with expected tasks. This will necessitate understanding of who will be working with which staff and what part will he/she be playing for cohesive task execution. Since the activities will vary, the team will be guided on how to form groups with a team leader per group. The groups will be formed with priority of grouping guided by individual passion and interest of where he/she feels can deliver the best. 5.0. Workshop Day 3 5.1. Role playing Depending on various areas where the volunteers will be involved during the fundraising event, the orientation program will have role-play performed on various cases. This is important as the case studies posted during orientation will give a picture of what is expected during the event. Thus, the volunteers may have a picture of what exactly they may face on the eventful day. Comments will be given to various groups and individuals depending on how they present the role-play. 5.2. Monitoring and evaluation Being the final day of the workshop, the volunteers will be given individual question to help assess the level of their understanding and appraise the workshop. The exercise will help in understanding how best information was delivered and understood. This will be important as it will help in gaining an insight of the volunteers’ capabilities (Oregon Volunteers, 2016 p47). 5.3. Recognition Finally, rewards and other forms of appreciation will be given. Formal recognition with special focus on certificate of participation will be given to all volunteers (Volunteer Maine, 2008). Volunteers will be communicated on the time and venue of meeting during the fundraising day. 6.0. References AIHW, 2016. How Many Australians Have Cardiovascular Disease? [Online]. http://www.aihw.gov.au/cardiovascular-disease/prevalence/, accessed 9/10/16. Merill, M.V. 2005. The Role of Orientation in Volunteer Programmes. World Volunteer Web. [Online]. http://www.worldvolunteerweb.org/resources/how-to-guides/manage-volunteers/doc/the-role-of-orientation.html, accessed 9/10/16. National Volunteer and Philanthrophy Centre (NVPC), 2008. Engaging Ad Hoc Volunteers: A Guide for Non-Profit Organizatons. [Online]. https://www.sgcares.org/CheckAccess.aspx?url=/imagerepository/resources%20-%20publications/vm%20engaging%20ad%20hoc%20volunteers,%20a%20guide%20for%20npos.pdf, accessed 9/10/16. Oregon Volunteers, 2016. Service Project Toolkit: Everything Oregonians Need to know to Successfully Plan and Implement Service Projects. [Online]. http://www.yearup.org/wp-content/uploads/2016/07/ServiceProjectToolkit.pdf,accessed 9/10/16 The Substance Abuse and Mental Health Services Administration Faith-Based and Community Initiative, (2005). Successful Strategies for Recruiting, Training, and Utilizing Volunteers. A Guide for Faith-And-Community-Based Service Providers. [Online]. http://www.samhsa.gov/sites/default/files/volunteer_handbook.pdf, accessed 9/10/16. Volunteering Australia, 2003. Working with Volunteers and Managing Volunteer Programs in Health Care Settings. Investing in Australia’s Health. http://www.volunteeringaustralia.org/wp-content/files_mf/1377053104VAManagersworkingwithvolunteersandmanagingvolunteerprogramsinhealthcaresettings.pdf, accessed 9/10/16. Volunteer Maine, 2008. Need to know Basics of Managing Volunteers. [Online]. http://www.volunteermaine.org/shared_media/publications/old/E245B0A4d01.pdf, accessed 9/10/16. Volunteering Victoria, 2013.Orientation for New Volunteers. Fast Facts. [Online]. http://volunteeringvictoria.org.au/wp-content/uploads/2012/05/Orienation-for-New-Volunteers-May-2013.pdf, 9/10/16. Read More