Volunteer Management

Volunteer Management is a critical element of the Wikimedia movement as the vast majority of tasks are accomplished by volunteers. This article is not referring to the editors of the various projects whose work is managed by the Five pillars.

The Wikimedia Foundation has numerous volunteers performing software development, public relations, correspondence management (OTRS), list moderation, event management, conflict resolution (Arbcom), Funds Distribution (FDC), etc. Attracting and retaining volunteers is critical to these roles.

Definitions

Project Volunteer: A person who contributes to a Wikimedia project as a volunteer. This is normally on a casual basis, ie; there is no requirement to continue or produce a particular outcome. Example: An editor of Wikivoyage. Editors are asked to follow the Wikipedia Policies and guidelines

Foundation volunteer: A person who accepts a defined role in assisting the Wikimedia Foundation. Example: A Funds Distribution Committee member. These volunteers are asked to comply with the Wikimedia Foundation Policies and the scope of their role.

Orientation

Orientation of foundation volunteers is conducted to explain the purpose of the volunteering and build a common vision. It prepares the volunteer to make a contribution to the organization. A review of staff structure helps the volunteer to know where they fit in. A briefing on current and future plans prepares the volunteer for long term participation.

Supervision

Foundation volunteers should be integrated in the organization and know their work group members and supervisor. It is possible the supervisor could be another volunteer... in any cas it should be clear who to contact with any issues needing clarification.

The volunteer supervisor must exert some control over the work completed. This could be as little as monitoring a mailing list up to setting strict deadlines for task accomplishment.

Training

Training for the tasks to be accomplished must be provided as needed. This may be a simple as studying a manual or as extensive as attending courses. Training expenses must be approved in advance.

Mentoring....

Behaviour

What you should do ...

What you should not do ...

How to handle situations outside the above ...

Motivating Volunteers

• Understand the reasons for volunteering
• Encourage involvement
• Ensure job knowledge
• Accept volunteer's limitations
• Provide orientation
• Provide training

• Respect
• Appreciation
• Equality

The Foundation's responsibilities

Interview and screen all volunteers, make the decision regarding the best placement of a volunteer.

Express opinions about poor volunteer effort in a diplomatic way.

Expect loyalty to the organisation and only accept constructive criticism.

Expect clear and open communication from the volunteer.

Remove a volunteer when required.

Volunteer's Rights

Be treated as co-workers. This includes job descriptions, Equal Employment Opportunity, Occupational Health & Safety, anti-discrimination legislation and organisational grievance processes.

Be asked for their permission before any job-related reference, police or other checks are conducted.

A job or task worthwhile to them, for no more than 16 hours a week on a regular basis in one role.

Appropriate orientation and training for the job.

Be kept informed of organisational changes and the reasons for the changes. Understanding of the organisation and where they 'fit in'.

A place to work and suitable tools for the job.

Reimbursement of agreed expenses. Knowledge of the claim process.

Be heard and make suggestions.

Insurance appropriate to the role... (travel).

A verbal reference or statement of service, if appropriate.

Procedures for conflict management.

Good supervision ...

Volunteer's Responsibilities

Comply with the foundation's Code of Conduct.

Contribute as much effort and service as a paid worker, even on a short-term basis.

Know the purpose and “ground rules” of the organisation.

Adhere to their job descriptions/outlines and the organisation’s code of practice.

Undertake training provided for them and observe safety rules.

References

"Volunteer Responsibilities and Rights". Minnesota Department of Health. Archived from the original on 2014-06-17. 

Peel, Mike (2012-02-11). "Volunteer Policy". Wikimedia UK. Archived from the original on 2014-06-17. 

McCurley, Stephen; Lynch, Richard, 1944- (2011), Volunteer management : mobilizing all the resources of the community (3rd ed.), Interpub Group Corporation, ISBN 978-1-895271-63-8 

Sakaduski, Nancy (2013), Managing Volunteers: how to maximize your most valuable resource, ABC-CLIO, ISBN 978-1-4408-0364-2 

"Investing in Volunteers, Quality Standard". Volunteering England. Jan 2014. Archived from the original (PDF) on 2014-07-14. 

Howard, B. W. (July 22, 1999). "Managing_Volunteers, A paper presented to the 4th Annual Emergency Services Forum on Volunteers in Emergency Services, Sydney". Archived from the original (pdf) on 2014-07-17.