Sign up here: 12 ways to recruit and retain volunteers

Volunteers play a critical role in making community associations vibrant and attractive places to live. Finding, motivating, directing, and maintaining volunteers’ interest, however, are challenging tasks.

Assigning association responsibilities to the right people, asking them to accomplish realistic tasks, and making them glad they did add to the challenge. Communities can perfect their recruitment and retainment strategies with the following tips and tricks.

Ask early. Start recruiting volunteers early. Tap into the excitement and energy people bring to their new home. Ask them to volunteer and get involved to channel that enthusiasm in a way that benefits the entire community.

Ask often. Many people will wait to be asked and, if no one asks, they may never volunteer. The best way to recruit is to personally invite people to get involved, rather than posting a notice in the newsletter, an email, or on social media.

Play matchmaker. Ask residents about their talents, interests, likes, and dislikes; then successfully match them with relevant volunteer roles.

Don’t overwhelm. Don’t overload volunteers, especially new residents, with too much work. Keep roles modest, and make sure they understand the monthly time commitment.

Respect their time. Start and end meetings on time, and always share the agenda a few days before a meeting so volunteers can prepare for the discussion.

Respect their ideas. When a volunteer shares an idea or recommendation, he or she is owed an acknowledgement, what the ultimate decision was, and why. If the idea isn’t appropriate, tactfully point out why without making it personal or attacking the idea.

Provide guidance. Have experienced committee members mentor and nurture newer members and provide them with the skills they need to take on greater responsibilities.

Educate. Providing relevant educational opportunities also is helpful and a wise investment in the community’s future.

Make it fun and rewarding. Build in time to socialize before and after a meeting, but don’t let it interfere with the purpose of gathering. Fun events build a sense of teamwork.

Make accommodations. People are more likely to volunteer if small accommodations are made to make it convenient. Be flexible and open to changes if it means greater volunteer participation. Consider asking your residents when they’d be most likely to attend meetings.

Build your bench. With more active, team-minded volunteers, your community can accomplish much more. It also will be in a better position when volunteers move or step down from their roles.

Thank gratuitously. Recognize volunteers for their efforts. Ways to express appreciation could include an inexpensive plaque or certificate of appreciation; public acknowledgement at the annual meeting; an expression of thanks on the association webpage; or a listing of volunteers’ names in the community newsletter or on social media. Keep in mind that board members typically are prohibited from accepting gifts.

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Making a difference after the tragedy at Marjory Stoneman Douglas High School

Every year, the CAI Southeast Florida Chapter hosts a golf event and donates a portion of the proceeds to a local charity. But this year was different.

When the lives of 17 students and faculty members were lost at Marjory Stoneman Douglas High School in Parkland, Fla., on Feb. 14, community members were struck with shock and sorrow. Among them was Steve G. Mason, CMCA, AMS, PCAM, Atlantic Pacific Management, in Palm Beach, Fla. Mason, a CAI Southeast Florida Chapter board member and chair of the chapter’s golf committee, knew he had to do something.

We recently caught up with Mason to talk about the tragedy and the steps he took to help.

How did the tragedy impact you?
When the incident occurred, it struck close to home. My wife is a Marjory Stoneman Douglas graduate and, one day, our three little kids will attend this high school. My wife is a local elementary school teacher, and my sister is a local high school teacher. We have friends who teach there.

For the chapter event this year, we decided to hold a fundraiser for the school. There was full support and excitement among all chapter board members to be able to give back after the tragedy.

Freshman teacher Felicia Burgin set up a meeting for me with the Assistant Principal Denise Reed. I wanted to know where the money would be going and exactly what the students and faculty needed to get through this recovery period. The school’s staff was thrilled to hear about the fundraiser.

How did the event go?
Since we cover such a large area, the chapter caters its events to benefit our various communities. This year’s event, on April 7, was our best turnout in history, made possible with the support of our business partners. It included 152 golfers, and every sponsorship category was sold.

I wouldn’t have been able to coordinate and execute this event without my platform at CAI. I’ve been a Southeast Florida Chapter board member for 10 years and chaired this golf committee for the past eight years. This event was extra meaningful for my family.

We raised $12,000. The money will go toward activities, comfort animals, supplies, and overall assistance for the school.

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