May I Help You?

By Florence May

DURING THE CORONAVIRUS PANDEMIC SEEING VOLUNTEER MANAGEMENT CLEARLY

Just a few months ago, a pandemic shutting down the global economy and isolating most people in their homes would have been the plot for a big Hollywood movie. Personal Protective Equipment (PPE), Social Distancing and Zoom meetings were outlandish concepts. And we were all eagerly preparing for the 2020 event season.

Unfortunately, the realities of the COVID-19 outbreak have quickly become a stark reality for event managers large and small. Over the past six weeks, hundreds of clients have called to tell the TRS staff that treasured events have been cancelled or postponed. Some clients are converting live events to virtual events but many are unable to make that leap.

All are understandably disappointed with the situation and share in the frustration brought on by the uncertainty. Our clients are justifiably focused on the financial implications of the pandemic with sponsors, vendors and hard costs all weighing heavily on their shoulders.

The same questions are repeated multiple times a day:

• How long will the social distancing need to continue?

• Will the virus re-emerge if we don’t remain homebound?

• How do we plan for the future when we have such dubious timelines?

• Will participants, vendors and volunteers return in these circumstances?

Volunteer Reality

And how do our event volunteers fit in this mix? Will volunteers want to come back to live events within the next year? Could they be nervous and take the “wait and see” approach?

Or on the flip side, will our volunteers feel tremendous need for socialization and excitedly return to get our events back on solid ground? How many volunteers will simply be anxious to re-engage with helping hands in the communities they love?

None of us knows the answers right now. But you can be assured it is the time to be fully engaged with your volunteers. In the midst of the enormous changes over the past few weeks, we discovered that many of our clients have yet to reach out to the very people who are so often the face of their community events.

Can I Hear You Now?

Volunteers want to hear the voice of community boosters and event leadership. They need to know you consider them an important part of the team. They need to hear that you are checking on their health and wellbeing.

Naturally, volunteers want to know you are considering the best course of action, not just the event but the entire community.

If event volunteers are going to return, it will likely be with several items in mind:

1. Trust. Do I feel confident that appropriate consideration and precautionary measures have been taken by event leadership?

2. Safety. Am I comfortable working with my fellow volunteers? Are these people I know? Am I surrounded by co-workers, family and/or friends?

3. Community Spirit. Is the event re-emerging in a form that lifts the community? Is the event in the best interest of our community? Do I feel engaged in this process?

Time to Motivate!

In crisis situations, there are many items beyond our control. Now is the time to consider what items are within your control and to consider an action plan that helps build camaraderie with the event staff and your volunteer team as we build toward re-emerging events.

Meet your volunteers where they are right now. Some are very busy and others are so very bored. Are they seeking engagement (Hello, thinking of you.) or projects (I’m looking for help.)?

Collaboration: You can reach out to organizations that need assistance right now and build shared projects. Example? Winterfest was cancelled but the organizers heard the food bank needed help. Requests for meals tripled in less than two weeks. Winterfest partnered with the American Legion and Community Action Network to bring needed assembly manpower and additional space for storage. Most of the volunteers were excited to help.

Virtual Volunteers: You can form virtual volunteer teams to take on specific projects. Support your virtual event with virtual cheerleading? Need that website updated? Opportunity to get that twitter or instagram account set up? Organize a sidewalk chalk brigade to draw motivational messages around town? Create a series of videos? Ask! Many people have time right now.

Challenges: Consider your mission. Can you engage your volunteers with a health & well being challenge? Is there a community need to tackle? Share motivational stories and photos? Send personalized notes to virtual event participants? Have a contest and gather the best ideas from your volunteers!

The above items take time but they are also an investment in staying connected with your volunteers and growing your capacity. These may very well be sustaining programs that extend beyond this difficult year.

Communications: Provide weekly event updates, short videos and motivational messages from your living room couch. Don’t let your volunteers feel disconnected by a communications void. I’m writing this column during National Volunteer Thank You week but it is never too late to send out an appreciation message to your most committed supporters!

Don’t let the Corona Virus cloud your vision. Remember your community is at the heart of your event. This is an opportune moment to lift-up your mission and your volunteers.

Stay healthy. Stay Safe.

About the Author:

Florence May is the Founder and President of TRS Volunteer Solutions. Her company provides myTRS Software for hundreds of Festivals, Conventions, Non-Profits, corporations and Sports Commissions. Among these support for 26 Final Fours, 5 Super Bowls, 2 Republican National Conventions, 2 Democratic National Conventions, 18 F1 Races, 12 Special Olympic Organizations, Indy 500 Events and so many others. Flory is a national Speaker, Author and Workshop Leader on Volunteer Management Trends. You may contact Flory with volunteer management questions at fmay@my-trs.com or 317.966.6919. And there is a library of volunteer management resources at www.my-trs.com/articles.

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