Establishing Organizational Policies
Clear and understood organizational policies set the tone for volunteers and staff alike
Policies & procedures tell us more than what to do and how to do it - they also set the atmosphere and tone an organization presents. Communicating tone and culture with a thoughtful and intentional approach can help create a more inclusive and welcoming environment for both staff and volunteers alike. Integrated human resources policies that take this approach can help with clarity for both paid employees, co-op students, management and volunteers. It's critical that volunteers understand what policies apply to them and fully understand what they mean. Some of these policies and understandings can include accessibility, privacy, emergency response, and JEDI (justice, equity, diversity and inclusion).
Policies & Procedures Matter
When you've clearly communicated policies it shows that you care about the experience of the volunteer. The framework established by policies and processes is the bridge between your mission or vision/purpose - and how you actually go about putting these broader goals into day-to-day action. Policies also ensure safety, congruity and success for everyone in your organization which is likely to promote a more consistent and positive volunteer experience. If the volunteer knows what to expect in a situation, or how to respond if it arises again, it helps build volunteer confidence and reduces the kind of confusion which can easily stress volunteers.
The final benefit of policies is to demonstrate and facilitate neutrality, prevent preferential treatment, and create consistency inside and out of the organization.
Are you clear about your organizations policies?
If you're not sure, take some time to review and seek out policies, or help develop them. As a representative who works with volunteers on behalf of your organization, you should start by reviewing existing HR policies and procedures. In many cases, volunteer policies will either be the same of similar, except in renumeration (employee pay) versus recognition (primarily targeted more towards volunteers). Some of the policies and procedures which are likely to be similar include:
- screening
- confidentiality
- inclusion
- health and safety
- harassment and respect
- accessibility
- security (both physical and IT)
- information handling, storage and disclosure
Keep lines of communication open internally so you are able to customize, clarify or implement policies which are relevant to your volunteers experience in your organization. Consider working with your volunteers to get critical feedback on your policies. Have you overlooked something?
Volunteers are critical stakeholders who have unique insight into your programs and services. They work directly with clients, deliver services, support programs, and provide leadership and expertise. They may know strengths and weaknesses of which you are not aware.
Consider these questions when developing volunteer-related policies:
- Are volunteers asked to review policies or invited to join the process?
- How accessible are policies to volunteers?
- Is training of policies part of your plan?
- What is the feedback process?
Once you have answered these questions you can move to the next steps of implementing volunteer policies and training more effectively.
Read more in depth:
Volunteer Canada. (2016). Volunteer Management Handbook: A Resource for Service-Providing Organizations Assisting Newcomers to Canada. Kitchener-Waterloo Area: Volunteer Canada. Link to downloaded handbook.
