The Takeaway: 9 Ways to Reduce Stress

The Takeaway is a series of posts about important lessons, insights, or stories that we’ve learned from our professional development workshops at The Volunteer Center.

Our latest workshop at The Volunteer Center was presented by Jerry Pinney, who is a professional coach and . The workshop was all about how people in the non-profit world can reduce the amount stress both in their lives and in their workplace. His lessons seemed especially valuable in our current situation, with so many organizations facing rising needs for their services but decreasing funding from state and other sources. Needless to say we’re all just a little bit stressed. So, here were nine things that Jerry said everyone can do to reduce stress every single day (along with my comments on some of them):

1. Stop Arguing

- One of his best tips was trying to control the volume of a room. If someone else is speaking at an elevated volume, don’t do the same. Either maintain your lower volume or, if things get too heated, just walk away and approach the issue later.

2. Stop Giving your Unsolicited Opinion

- People at non-profits definitely operate with a herd mentality. One of my favorite jokes is to ask people what their job title is at a non-profit, since everyone wears so many hats. Sometimes though, people reach for a hat that isn’t theirs, and that creates more stress for everyone. It makes a simple kind of sense: if no one asks for your opinion, don’t give it.

3. Stop Reacting when Others Speak Angrily

4. Stop Requiring Perfection of Yourself and Others

5. Stop Trying to Please Everyone

6. Stop Trying to Make Everyone Like You

- Non-profit people are in the business of serving others, and we do tend to ask for everyone’s opinion and try to make their voice be heard.  So I think #5 and #6 can be a real challenge. Especially when it comes to your expertise, sometimes you need to dig your heels in and say “no” or express your opinion. While this might feel stressful in the moment, it avoids one of the biggest stressors there is: regret. Which leads to #7:

7. Stop Grieving About Past Mistakes

- So your “Donate or Else” campaign didn’t work out as you planned, or your outdoor chocolate fundraiser was meltier than you expected. Life goes on. Learn to laugh about it, or even see how you can benefit from it.

8. Stop Worrying About What Might Happen

9. Stop Researching & Analyzing and Start Doing

- #8 and #9 present some of my biggest challenges on a day-to-day basis. Especially as someone who is new to the sector (not to mention the professional world), I have definitely found that I over-Google and over-research things, for fear that it may go wrong. But ultimately we learn so much more by doing, and nothing really gets done if you spend more than half your time preparing for what is to come.

Do you have any secrets to reducing stress on the job? Yoga? Squeeze toys? Please share any insights in the comments below. If you don’t have anything to say, don’t stress about it.

Jerry Pinney is a professional coach and TVC’s Board President. You can sign up for his regular newsletter here. If you’re interested in attending future workshops and professional trainings, visit our website for more information.

VISTA Update from Chile

One of our VISTAs was on vacation during the earthquakes in Chile, and while we were all worried for a while, she’s doing just fine. We received this update from Lisa over the weekend and thought we would share it in case anyone who has worked with her was wondering. She’s currently still stuck in Santiago, but we look forward to her return. Here’s what she wrote:

Hi everyone!

Thankfully, we survived the 8.5 earthquake that hit Santiago. I was actually further away from the capital and up in the Andes mountains for a 2 day excursion (4 hours away from Concepcion where the earthquake hit the hardest). It was 7.5 there but it definitely felt a lot stronger. I’m back in Santiago now, but unable to leave because the international airport is currently closed for the next 72 hours. The bridge to the airport and the tower were severely damaged during the quake. My flight is cancelled and cannot be rebooked until further notice about the status of the airport. I will keep everyone posted on how things are going. We are having continued aftershocks, so I’m not sure if I will continue to have access to the internet (many parts of Chile currently don’t have electricity or running water!) Please let everyone at the office know I’m OK if they ask. I won’t be in on Monday and will keep you all posted!

Lisa

How to: Write an Effective Volunteer Opportunity Listing

This is the first post by Olesya Salnikova, who works for TVC as a grant writer and Americorps VISTA. She is also the primary author of our “Volunteer Management Monthly” newsletter, from which this blog post is taken.

Volunteer recruitment is increasingly relying on the internet, as more and more individuals look for volunteer opportunities online. It is therefore critical to know how to design effective volunteer listings that have a clear description of the opportunity in a positive and appealing way. The advantage of such a written description is that the duties, expectations, and responsibilities of both the volunteer and the organization are outlined clearly. Knowing the requirements of volunteer jobs in advance simplifies the selection, recruitment, and the management of volunteers. Be sure to include ONLY one opportunity per listing when you write your descriptions. Here are some more tips to help you with this task:

• Don’t forget the title – In some ways, you can think of the title as the most important element of your listing since it is usually the first thing that a volunteer notices. Make your title not only informative, but compelling and fun, so that the volunteer will be as excited about the opportunity as you are!
• Keep it brief – Your job is to get the volunteer’s attention in as few words as possible. According to research, a listing should be an average of 100 words. At the same time, you should still include all the pertinent information about your organization and the volunteer opportunity.
• Simplify, simplify, simplify – Use terms that the volunteer will relate to and make your opportunity easy to understand. Avoid using any complicated words or industry jargon that the volunteer might not understand. Keep your sentences short and succinct. Individual paragraphs should not be more than three sentences each and it is advisable that your listing should have an average of five total sentences.
• Make an impact – Describe the mission of your organization and how it makes an impact in your community. Be especially clear about how your volunteers play a role in it.
• Provide direction and support – Volunteers want to know that they are needed, so be sure to give them information on training, location, etc.
• Make it visually appealing – Include a picture or a graphic that would intrigue the volunteer and draw their attention to your listing.
• Edit – Always check for spelling and grammar. Have someone else read through your opportunity before posting it.

With these tips, you are now ready to write your volunteer opportunity. Be sure to include the following elements in your description: position title, supervisor, goal or purpose of the position, major responsibilities, time commitment, qualifications (both required and desired), work location, benefits to volunteer, and the date of the position design. If you need more help constructing successful volunteer opportunity listings, please visit the following websites:

• “Developing Volunteer Job Descriptions” by Mary V. Merrill on World Volunteer Web
• “Putting Your Best Face Forward: Designing Opportunities for Online Recruitment” by volunteermatch.org
• Volunteer Work Design Resources, posted on energizeinc.com

Is anything missing from this list? Does anyone else have suggestions on how to attract the attention of potential volunteers and get them to sign up? Then leave a comment below!

This story is taken from our Volunteer Management Monthly Newsletter. To sign up to receive the newsletter, contact us at volunteer@volunteerinfo.net.

Social Media Policies for Non-Profits

If you are involved with a non-profit that uses social media, or if you’re looking to venture into that arena with your organization, it’s important to have a common-sense policy in place that gives your employees some idea of what’s appropriate and what is not. While the policies may seem common sense, having an official stance on what’s appropriate and what isn’t can prevent plenty of headaches.

Adapted from comments on a post on “Beth’s Blog,” the policy points listed below are originally from the Easter Seals. It’s a policy can easily be used for any non-profit, especially when there’s no formal one in place. At the very least, they’re things to keep in mind as you move forward in your own blogging endeavors. Here they are:

1. Be Responsible. Blogs, in addition to other social media sites that are not officially branded as part of our organization (unless specifically authorized) are individual interactions, not corporate communications. Organizational staff and volunteers are personally responsible for their posts on our sites and on social media throughout the Web.

2. Be Smart. A blog or community post is visible to the entire world. Remember that what you write will be public for a long time – be respectful to the company, employees, clients, corporate sponsors and competitors, and protect your privacy.

3. Identify Yourself. Authenticity and transparency are driving factors of the blogosphere and social media. If you’re comfortable doing so, list your name and when relevant, role at our organization, when you blog about topics that are related to our mission.

4. Include a Disclaimer. If you blog or post unofficially to an online forum other than our sites that’s within the realm of our mission, make it clear that you are speaking for yourself and not on behalf of the organization. If your post has to do with your work or subjects associated with our organization, use a disclaimer such as this: “The postings on this site are my own and don’t represent [my organization’s] positions, strategies or opinions.” This is a good practice but does not exempt you from being held accountable for what you write.

5. Respect Privacy of Others. Don’t publish or cite personal details and photographs about our clients, employees, volunteers, corporate partners or vendors without their permission. Any disclosure of confidential information will be subject to the same personnel policies that apply to wrongful dissemination of information via email, conversations and written correspondence.

6. Write What You Know. You have a unique perspective on our organization based on your talents, skills and current responsibilities. Share your knowledge, your passions and your personality in your posts by writing about what you know. If you’re interesting and authentic, you’ll attract readers who understand your specialty and interests. Don’t spread gossip, hearsay or assumptions.

7. Include Links. Find out who else is blogging about the similar topics and cite them with a link or make a post on their blog. Links are what determine a blog’s popularity rating on blog search engines like Technorati. It’s also a way of connecting to the bigger conversation and reaching out to new audiences. Be sure to also link to our website.

8. Be Respectful. It’s okay to disagree with others but cutting down or insulting readers, employees, bosses or corporate sponsors and vendors is not. Respect your audience and don’t use obscenities, personal insults, ethnic slurs or other disparaging language to express yourself.

9. Work Matters. Ensure that your blogging doesn’t interfere with your work commitments. Discuss with your manager if you are uncertain about the appropriateness of publishing during business hours.

10. Don’t Tell Secrets. The nature of your job may provide you with access to confidential information regarding our organization, its beneficiaries, or fellow employees. Respect and maintain the confidentiality that has been entrusted to you. Don’t divulge or discuss proprietary information, internal documents, personal details about other people or other confidential material.

(Thanks @BethKanter)

Does anyone else have their own social media policies, or are there other important things to include? Are they successful? Do they go to far? Feel free to share your thoughts.

Call for Outstanding Volunteers: 2010 IMPACT AWARDS

***Update- The 2010 Impact Awards have been awarded to seven outstanding individuals and groups from our community. Visit this post to learn more about the winners.

Do you know an outstanding volunteer? An individual or group who dedicates their time, effort, and talents to serving others and has made a real Impact on the community? If you do, we encourage you to take a few minutes to nominate them for a Volunteer Impact Award so their good works can be recognized, shared and applauded throughout the community.

The Volunteer Center of Northwest Suburban Chicago’s Impact Awards honor individuals, organizations and businesses for their impressive contributions to Chicago’s northwest suburbs, including north suburban Cook and DuPage Counties. For decades, The Volunteer Center has recognized outstanding volunteers in the community for their selfless dedication to others.

This year, the award categories include:

• Emerging Leader: Recognizing young volunteers who are destined to make a difference in the community and the nonprofit sector in the future; for youth 18 years of age and under.
• Community Champion: Recognizing volunteers who consistently make a difference through innovative volunteer roles; for adults over 19 years of age.
• Lead with Experience: Recognizing RSVP volunteers that consistently use their experience and leadership skills to make a difference; for adults 55 years of age and better in the RSVP program.
• Team Impact: Recognizing a team or group who identified a need and made a demonstrated impact on the community; for groups of three or more.
• Inspirational Achievement: Recognizing volunteers who serve as a role model and inspiration to others in their community; for new U.S. citizens who immigrated within the past 10 years.

All nominations must be submitted by March 5, 2010 at 4 p.m. Nominations are evaluated by a selection committee of community leaders based on how the nominee’s innovation, leadership, and dedication impacted a community or organizational need in the past year. Winners will receive an award and be publicly recognized for their good works. Organizations can only nominate one person per category each year.

Job hunters keep their skills sharp through service

Cheryl Howard

This is the first post by Cheryl Howard, a skilled volunteer who is working with TVC to refine our communications efforts. Stay tuned for contributions from other volunteers about their experiences in the near future.

Since I was laid off in 2009, I have talked to hundreds of folks who share my dilemma: how do we keep our skills sharp when we’re not working 40 – 50 hours a week?  I believe the answer lies in using our skills to help non-profit organizations.

I bet a lot of folks picture volunteerism as painting a house for an elderly homeowner or cheering at a Special Olympics event. Now think ‘behind the scenes.’  Non-profit groups are no different than other businesses, and corporate skills are highly valued.

If you’re a job hunter interested in offering pro bono support, keep these points in mind:

• Service is a plus on resumes. Being out of work for a long time no longer raises red flags. However, recruiters ask what you did in that time.  They like to hear that that you pursued professional development and training, worked freelance, or provided your services to charities.  They don’t care that you attended your daughter’s soccer games or refinished the living room floor.
• Resources can be limited. You might have come from a business sector that provided a lot of resources. Non-profits rarely have that edge, so don’t assume anything. Just ask what they can and can’t provide.
• Avoid long-term projects unless you are confident you will have the time after you land a job. If you’re not sure, then think short-term.
• Non-profits need more than muscle. Apply your brains and experience to assist with inventory control, purchasing negotiations, process management, record-keeping and auditing, project management, human resources, information management… the list goes on and on.
• Pick up some new skills. Shy about social networking? Have someone show you the ropes. Rusty in event planning?  Ask for an opportunity to polish those abilities.

Volunteering IS its own reward. However, you never know when the folks you help could be the contacts you need for a job. Either way, everyone wins.

If you’re interested in working as a skilled volunteer in Chicago’s northwest suburbs, check out our skilled volunteer program by visiting our website. You can also get involved with organizations like Taproot or Women On Call.

What Volunteering Means: MLK Day Reflections

As a part of Martin Luther King, Jr. Day on Monday, volunteers turned out all over the country to “Make it a day on, not a day off,” working to bring the philosophy of MLK to life through their service. There was many volunteer projects going on throughout our community and thousands happening around the country. It’s always refreshing to see the spirit of service move so many people. Even President Obama got involved, serving food to the homeless in Washington, D.C.

I joined the other VISTAs from here at TVC in volunteering at Little City, an organization that serves people with intellectual and developmental disabilities. Some of us worked in the Encore retail shop, helping to hang, sort and price everything from 1980′s-era clothing to heavy crystal ash trays. Others worked in Little City’s book warehouse, helping to sort the piles of donated literature. And while it was difficult for the bibliophiles among us to part with some of the books (like VISTA Olesya in the video), we all understood that our work was contributing to a great organization and a great cause.

Working for a non-profit that promotes volunteering in the community, I’ve definitely come to appreciate the huge impact that volunteers have on the community. To think of how much it would cost organizations to pay people to do the work that volunteers happily do for free makes it clear that so many organizations wouldn’t be able to do so much good in our community if it weren’t for volunteers. So thank you to everyone who turned out.

The quote of the day definitely goes to Nancy Levi, a former schoolteacher and the volunteer helping to lead Little City’s book sorting operation. As she put it, “Volunteering is the rent you pay for your space on Earth.” I couldn’t agree more.

From the web: A Visual Guide to Giving

Check out this great graphic that illustrates how vital the donations of Americans are to agencies across the country– and how the U.S. is #1 when it comes to charitable giving.

From the Web: Every Monday Matters

Here’s a little bit of inspiration on this winter Monday. This video touches on the many ways that every person can make a difference in the world.

If you’re looking for a quick way to make a difference in someone’s life and make their new year special, check out www.LetsSayThanks.com. There you’ll find an easy way to send a thank-you or new year’s greeting to an American soldier that’s currently serving overseas. Happy holidays from all of us at TVC, and we wish you and yours all the best in the new year.

Event Calendar- Nov. 1-15

It’s November already (although some days it feels like December) and there’s plenty of opportunities to stay warm, have fun, and support local charities and nonprofits. If you’re interested in volunteering for any of these events or attending any professional training sessions, feel free to contact us at 847-228-1320.

FUN EVENTS

Nov. 4- Eat & Earn to support volunteering (Arlington Heights)

The Volunteer Center of NW Suburban Chicago’s (TVC) first-ever Eat & Earn fundraiser will take place TODAY from 11:30 a.m. to 9:00 p.m. Join volunteers from around the community at Diners’ Choice 2009 award-winning restaurant Francesca’s Tavola (208 S Arlington Heights Rd in Arlington Heights, IL) in eating some great food and supporting a great cause. All you need to do is say “I’m with the volunteer center” when you dine in or carry out at Francesca’s and 20% will be donated to support TVC and its efforts to promote volunteerism in the community.

Nov. 7- Hootenany for Charity (Crystal Lake)

“Kick up your Heels” barn dance fundraiser, hosted by Hospice of Northeastern Illinois, includes DJ, country-western dancing and BBQ. Also includes silent auction and other drawings. $75 dollars each. For tickets, contact Michelle Sacchitello (224) 770-2152 or MSacchitello@HospiceAnswers.org. Hospice of Northeastern Illinois (847) 381-5599 or visit www.HospiceAnswers.org.

VOLUNTEER OPPORTUNITIES

Nov. 11- Fun Day Off (Rolling Meadows)

Leap into fun on your day off from school (or work) from 9:30 – 3:30 on Wednesday Nov 11th with special needs children. There will be bowling, eating lunch at McDonalds, & going to a movie.  Volunteers pay their own way for lunch & a movie. Ages 14 & older. Transportation provided.

PROFESSIONAL TRAINING

Nov. 6- Make the Most of It: Time Management Strategies

The Volunteer Center of Northwest Suburban Chicago (TVC) is offering a professional development workshop on Nov. 6, 2009, “Successful Time Management.” This class will provide valuable tools and insights into how nonprofit professionals can get the most out of their most valuable asset – their time.

The workshop will be presented by consultant Jerry Pinney, President of Jerry Pinney & Associates. Covering topics like, “the Art of Concise Conversations,” “Effective Scheduling” and “Thought Mapping,” the session will focus on proven techniques for maximizing productivity and establishing a healthy work/life balance. Attendees will leave with tools they can use to put these principles into practice.

The fee for this workshop is $30 for TVC member agencies and $60 for non-members. It will take place from 9 a.m. until noon at Forest View Education Center, 2121 S. Goebbert Rd. A free continental breakfast will be served.  Seating is limited.

For information regarding registration or to obtain information regarding dates and content of future classes, you can register on our website or call TVC at 847-228-1320.

Any other upcoming events going on that you would like us to mention here? Feel free to leave a comment!