This Month's Responses
June 2000
Enough Formal Banquets! Let's Transform Recognition Events
By Susan J. Ellis
To our friends in the UK, happy Volunteers Week which begins on June
1st. Here in North America, we’re finishing up the spring recognition
“season” which broadly goes from April (when our National Volunteer
Week occurs) through June. As many others, I’ve been on the circuit
of luncheon and dinner banquets, served up as the “after dinner mint”
to thank the attending volunteers with an energetic speech.
Enough, please! A few years ago I reflected in a Hot Topic that directors
of volunteer services spend part of every year planning, in essence,
a big wedding. They obsess over the menu, decorations, invitations,
and entertainment. In the end, while the event may be lovely, there
is a stultifying sameness about it all. And, I believe, this tradition
has nothing whatsoever to do with making volunteers feel thanked for
their work.
Steve McCurley and I opened the recent Colorado State Conference
on Volunteerism with a presentation on the assumptions of our field.
One of these was: “Men do not volunteer.” We provoked conferees
to look at hidden messages. For example, Steve asked, which gender
is most likely to appreciate a sit-down banquet??? Ever notice who
does not attend?
Many of you have discovered this for yourself, of course. In my travels
I have heard all about some wonderfully innovative recognition events:
safari-themed zoo picnics, outings to amusement centers, ice cream
socials, staff-developed variety shows, special passes to behind-the-scenes
tours, discount shopping sprees. Please continue to share your event
ideas in our Recognition area
The point of this essay is not to trash banquets and praise field
trips. It’s to question the fundamental rationale of what we
are trying to do and see if we can come up with ways to make any recognition
activity more worthwhile (even a banquet!). I am presuming that we
want:
- to make volunteers feel appreciated for their work--collectively
and individually;
- to help volunteers feel a part of the bigger picture and get to
know one another;
- to educate executives and the board about the impact of volunteers
throughout the year;
- to acknowledge that paid staff contributes to the success of
volunteers (as well as vice versa); and
- to re-commit everyone to further enthusiastic volunteer service.
So why is it that we:
- Invite an outside speaker who doesn’t know anything first-hand
about the organization to say “outstanding job”?
- Allow top executives/the board to give a thank you speech that
we wrote and they read (complete with mispronounced volunteer names)?
- Seat people at big round tables where they can only hear the conversation
of those on either side of them, and then remain fixed in place
through speeches and award presentations? (Note: Buffet lines do
not offer a “mingling” experience.)
- Print names in a program without any other information?
- Limit attendance because of the cost of the event per person?
Maybe we need to take a new approach and keep our goals in mind.
How about:
- Eliminate the speeches and ask various paid staff members to
get up and say a few heartfelt--or funny--words.
- If you want the executive to make a presentation, why not share
things of interest to volunteers that they don’t ordinarily
learn about such as any number of plans for future programs, purchases,
staff, etc. Make sure the speech references the ways volunteers
will play a role in this upcoming happenings.
- When possible, involve clients in saying the thank you (they may
actually welcome the chance). If you can’t do this on site
during the event, go around in advance and audiotape the voices
of clients, students, visitors, etc., telling what they like about
volunteers. Use the tape as background for a slide show of volunteer
activities throughout the past year.
- Give nametags with some useful information on them: volunteer
position, years of service, something special this volunteer has
done. Then make a point of introducing people to one another in
such a way as to encourage real conversations. Yes, icebreaker games
do work!
- Organize a moveable feast. During the course of the meal (or after
each course), make people move around the room and take new seats
to meet new people. Volunteers actually want to meet each other.
After all, they share their volunteer interests and are genuinely
curious about the other people in the room. There are lots of ways
to move people around, from colored dots on nametags to musical
chairs.
- Re-focus your energies on everyone’s interaction instead
of on the meal. Offer great desserts and invite every volunteer,
even those who only came in once to repaint the playroom. Allow
volunteers to bring a guest. Generate excitement.
- Provide an opportunity for volunteers to speak, too! Have different
units prepare a short recap of their year or perform a skit. Ask
several key questions from the podium and allow any number of volunteers
to give brief answers. Some ideas: What was the most surprising
thing you learned as a volunteer this year? What was the funniest
incident that occurred? What touched you the most?
- Give volunteers some choice. Instead of one big, dress-up event,
why not offer three less formal activities at three different times:
a Sunday afternoon picnic, a guided tour of a special museum exhibit
on Tuesday morning, and a make-you-own-salad light dinner on Thursday
evening. The continuity among these events is something you give
each volunteer, such as an annual report, a first aid kit to thank
everyone for “coming to the rescue” this year, a set of
photographs of themselves at their volunteer assignment, etc.
- Offer something educational. Volunteering is a life-long learning
opportunity. Give a seminar on the newest trends in your field.
Teach Internet browsing skills. Bring in a corporate trainer who
can teach good customer relations techniques.
I also believe that we do not have to plan recognition events “for”
volunteers; we can plan them with volunteers. Now there’s some
recognition!
Since we have the ongoing Recognition area
on this site, please go there to post specific events, gifts and activities
which have been successful for you for recognizing volunteers. For
this Hot Topic, please comment on:
- Pet peeves about what's wrong with the way recognition is done
generally.
- Ideas for doing things really differently.
- Ways that you have gotten volunteers to interact at an event.
If it's hard for you to distinguish which area to post in. Don't
worry, just post your response to the hot topic and we'll separate
accordingly!!
Read People's Responses
