How to Promote Volunteer Inclusion

How to Promote Volunteer Inclusion

Many volunteer professionals have a lack of experience working with and including diverse communities. And that really limits their scope of what is possible and also the pool of volunteers that they can attract.

Some managers may be concerned that they will not have the wherewithal nor the capacity to manage diverse volunteers, particularly volunteers who come from communities that are dissimilar, or for which they have limited knowledge and information.

And then there are stereotypes and preconceived notions and conceptions that exist within organizations and the larger society about certain groups.

So let’s unpack all of this today.

Volunteer Management as Allyship

Ally is a verb not a noun. Allyship is not an identity. It is a lifelong process of building relationships based on trust, consistency, and accountability with marginalized individuals and/or groups of people. Allyship is not self-defined—our work and our efforts must be recognized by the people we seek to ally ourselves with.

— The Anti-Oppression Network

In October, VolunteerPro Community Members had the opportunity to participate in two live seminars with DEI expert Matthew Whitaker. During one session, Dr. Whitaker invited us to consider volunteer management “as an exercise in creating allyship.”

When leaders of volunteers take it upon themselves to support, show up for, amplify the voices of, and work in solidarity with marginalized and oppressed groups, real opportunity can open up for everyone involved.

And now is a great time to get started.

Get Started with Your Organization’s Volunteer Inclusion Efforts

Take a moment to imagine a vibrant, diverse group of volunteers, from all walks of life, deeply engaged in your mission and moving forward together with inspired purpose.

Imagine a space where mutual respect and compassion is the norm, where each and every person who commits to service feels valued for their contributions and feels no need to prove themselves in the eyes of others (and yes, many volunteers of color currently feel this way).

Imagine what it would be like to build lasting relationships of trust with communities you have yet to reach with the support of volunteer leaders.

Sounds nice, but unattainable?

Yes, this is possible, but it does take action.

Here are eleven specific steps to begin to work through your fear and doubt and start making progress towards volunteer inclusion…

• It Starts with You – If you’re not sure about the hidden, and often unconscious biases you hold, try out the free Project Implicit test to check for attitudes and stereotypes you may not be aware of. One major benefit of taking the test is that you immediately realize that implicit biases are part of regular life, and it will take some mindful attention to recognize and address them when they arise.

 

• Identify Opportunities – No doubt you are already familiar with the needs inside of your organization and where volunteer talent can fill those gaps.

Some folks struggle with identifying or believing that they have suitable knowledge on how to position and pair certain people with certain volunteer positions. There is a fear of taking up the challenge and not dealing with issues as they arrive, particularly with communities that you’re not familiar with. That fear often impedes action and outreach.

Make a specific list of roles and numbers you’ll need for both your immediate and long-term volunteer needs. Once you have clear goals, you can better recruit from diverse communities.

 

• Identify the Gaps in Diversity Among Volunteers – Yes, your volunteer workforce may already include women, people with disabilities, youth, minority people of color, veterans, refugees and immigrants, and members of the LGBTQ communities. But don’t get ahead of yourself.

Through careful surveying and analysis, determine the demographics of current volunteers, those of the communities you are serving, and recognize the gaps in diversity.

This step will allow you to make a data-informed decision when choosing the specific communities you’ll actively seek to recruit.

Without data, you run the risk of appearing disingenuous. Additionally, by having data from the start you’ll be able to create a baseline to measure progress against your set goals.

 

• Expect to Make Mistakes – Like any other skill or challenging endeavor, leading the way for more inclusive volunteerism will take time to master. What’s more, others may not agree with your approach, theoretically or practically. Your resilience and courage will be the key to your success, and the reality is that it may feel like trial be fire.

 

• Work Collectively – There’s nothing more powerful for dismantling bias than to include multiple perspectives in the planning and implementation of the work. By its very nature, adding diverse voices and points of view can dilute, or call into question, the dominant view. This requires a thoughtful group process that does not oppress its members.

 

• Gather Insights from Others – There is so much amazing thought work going on right now around diversity, equity, and inclusion. Books, resources, toolkits, courses, and advice abound, so, get started with one item and commit to continuous learnings that you feel up to date. Learning is a process not a destination, so simply keep moving forward. This 21-Day Equity Challenge makes it super easy.

 

• Consider Partnering with DEI Professionals – If you feel like you may be in over your head in tackling diversity, equity and inclusion (DEI), you’re not alone. This work is not the responsibility of one department nor one person, but it does require leadership and advocates like you!

Because DEI can be so easy to get so wrong, you owe it to your teams to find and work with established trained professionals.

 

• Lean into Critique – If you are able to create a context for real, authentic communication to occur, emotions may run high and defensiveness will naturally crop up. In many families and cultures, interpersonal conflict is viewed as distasteful, anxiety provoking, and even dangerous. It may also trigger feelings of exclusion. As a leader, you will need to lead by example and hold space for conflict while, at the same time, showing compassion and willingness to stay fully attuned. One clear way to do this is to simply ask “Can you tell me more?” when someone raises and issue. Then, be willing to adjust based on their input when it makes sense.

 

• Recognize the System at Work – While there are steps we can each take as individuals, it’s also important to name the systemic polices and actions sanctioned by organizations and the sector that are oppressive. Whenever a power dynamic exists, there is a possibility for oppression to occur. Ask the tough questions with compassion and focus. Be that person who isn’t afraid to speak up for a better world.

 

• Take Time Out for Fun – Anti-discrimination work is serious business, but the work to build alliances through trusting relationships can be fun, too. Make time for simple social activities. Socializing helps break down barriers as those involved share common interests, they may not yet have previously been aware of. When we see ourselves in the Other, we sow the seeds of trust.

 

• Give Yourself Some Grace – Finally, take some personal time to reflect and grow your own understanding as it evolves. You will need quiet, meditative moments to fully examine your own thoughts and feelings so that you can respond wisely when its needed. To remain resilient through the journey ahead you will need to take time for rest, too.

Eliminate Barriers to Volunteerism

Part of supporting inclusion in volunteering is to closely examine all things that serve to block certain volunteers from active participation.

There are a number of barriers to inclusive volunteering for all communities, and not all are immediately evident.

We know that we should try to use inclusive images and iconography. We’re aware that we need to spend time building relationships with community organizations.

But there are specific behaviors that you and others in your organization can adopt to help volunteers and how they can maximize their talents in that volunteering.

Below are some specific steps you can take that were shared by Dr. Whitaker.

Inclusion of Volunteers with Hearing Impairments

Here are some tips that can help you to manage volunteers with hearing loss efficiently:

· Learn what type of hearing loss the volunteer is suffering from.

· Learn what type of communication they are using.

· Prepare your colleagues and other volunteers for the introduction of a volunteer with hearing problems.

· Make sure that the volunteer understands what they are supposed to do–ask them to repeat to you what they understood or to summarize their role/task.

· Make sure that the volunteer feels welcome and included in your organization.

· Make sure that they are not socially isolated.

· Communication is the key—talk to them slowly and fluently.

· The lips of the speaking person should be eye level.

· The distance should not be more than 5 feet.

· Articulate clearly.

· Don’t raise your voice, don’t shout.

· Mind the lighting in the room or office. The light should not be behind you when you are communicating with the volunteer; when you are in shadow, the volunteer won’t be able to see your mouth.

Inclusion of Volunteers with Visual Impairments

Effective communication with volunteers with visual impairments is key:

· Learn what type of visual impairment the volunteer has.

· Ask people what their needs are and what supports they need. Do this before they start volunteering with you.

· Before giving a volunteer with a visual impairment written information, check what format they would like it in.

· Consider filling in an application form with someone during an informal discussion rather than asking them to complete it.

· Introduce the volunteer to team members so the volunteer has a chance to recognize other voices. Make sure the volunteer knows who to ask if they have a question and where to go if they need support.

· Think about how you can help someone familiarize themselves with the environment. Try not to move things or leave items lying around.

· When preparing events such as training, think about your methodology and how to best accommodate the needs of the visually impaired person (e.g. increasing the font size of a case study you are using, or asking another group member to read out the case study instead of asking individuals to read it by themselves).

· Speak first and introduce yourself.

· In a group situation, introduce the other people present.

· Look at the volunteer during the conversation and adopt the same level of position as the volunteer, i.e. sitting or standing.

· Do not be afraid of using normal language and include words like ‘look’, ‘see’, ‘read’, remembering that blind and visually impaired people have exactly the same vocabulary as sighted people.

· Explain noises and silences and do not shout.

· Do not expect or invite others to speak for blind people. Talk directly to them and not through a third party.

· Always check first if help is needed.

· Be precise if giving instructions–giving directions by pointing and saying, ‘it is down there’, is not of much help and is thoughtless.

· If a volunteer is accompanied by a guide dog, the animal must never be distracted. Do not pet a dog guide while it is ‘on duty’.

· Do not walk away without saying you are leaving.

· If you are going to guide a volunteer, let them take your arm. Don’t grab theirs.

· Mention any potential hazards that lie ahead and say where they are; watch out for things at head height.

Inclusion of Volunteers with Physical Disabilities

Please consider the following needs or challenges of volunteers with physical disability:

· Transport

· Accessibility

· IT support

· Mentoring and individual skill development

How you can help:

· Offer your help (opening a door, carrying things) if it makes sense. Ask yourself, ‘Would I want help in a similar situation?’

· Consider a person’s wheelchair or walker as an extension of their body. Therefore, neither leaning on the wheelchair or walker nor placing your foot on a wheel is okay.

· Speak to a person who uses a wheelchair, walker, cane or crutches in a normal voice strength and tone.

· Talk to a person who uses a wheelchair at eye level whenever possible. Perhaps you can sit rather than stand.

· Feel free to use phrases such as ‘walk this way’ with a person who cannot walk. Expressions such as this are commonly used by wheelchair users themselves.

Inclusion of Volunteers with Mental Difficulties

Be aware of the impact of distractions and background noise(e.g. a busy café, walking on the street).

· Try to stick to one topic at a time.

· Keep communication simple and direct.

· Be prepared to repeat what you are discussing.

· Give the person time to respond before moving on.

· It may take the person longer to process information than usual.

· Ask if the person has understood and reassure them.

· Be a good listener and do not be afraid of silences.

· Check out what the person thinks or feels—do not guess.

· Listen carefully.

· Ask questions to check if you have understood.

· Paraphrase what you have heard.

· Write down dates and times of the next meeting if necessary.

· If the person wanders away from the topic regularly, gently re- direct them…‘We were talking about… tell me more…’.

· A volunteer with a mental difficulty being accompanied by another person with whom they trust can work well. This type of support can be provided at least at the beginning of the volunteering and it would help prevent feelings of insecurity.

Inclusion of Volunteers on the Autism Spectrum

Autistic people interact differently with the world around them. When speaking with autistic people, you may find yourself wondering if they are really paying attention to you or even care that you are there. Keep in mind that:

· Autistic individuals often appear uninterested in their surroundings – they may simply not be aware of or interested.

· An autistic person may appear not to hear someone speaking to them. This may be due to auditory processing slowness or too many distractions in the room. Offer to move to a quieter place and provide pauses in the conversation to allow the autistic person time to think.

· Autistic people may find it challenging to interact with others because it involves difficult social rules or overwhelming sensory experiences. They may find it easier to disengage.

· In general, autistic individuals handle situations better when they know what to expect, so ask first before doing something that might startle the autistic individual.

· In some cases, autistic people repeat questions 10 or more times Answer them three times, then ask them a similar question (‘Yes, I have a dog’. And then ask, ‘And do you also have a dog?’)

Inclusion of Elder Volunteers

Some of the reasons your organization might like to consider involving older adults as volunteers are to:

· Widen and diversify their pool of volunteers

· Gain access to highly skilled individuals who have a wealth of life experiences, commitment and maturity

· Involve individuals who can offer flexibility, e.g. daytime availability

· Reflect and embrace the intergenerational aspects of their community and provide role models for youths

· Act as a model for other organizations in the community in terms of openness and inclusivity

· Clearly state your goals

· Create a community of volunteers

· Focus on skills

· Volunteer trials

Inclusion of Migrant Volunteers

The involvement of migrants ensures there is diversity among volunteers and will allow the organization to reflect the diversity within the larger society. There are many benefits to involving migrant volunteers, such as:

· An increased range of different skills and competences, new knowledge and ideas and new, unique perspectives on things.

· Cultural competence – migrant volunteers have a better understanding of different cultures and therefore they will be able to better serve clients with an immigrant background.

· Language skills – they can usually speak more than one language.

· Fresh ideas/new initiatives – they can help the organization to develop new initiatives or ensure the quality of the existing ones.

· Challenging stereotypes – their involvement helps to build mutual respect within the organization.

Inclusion of Long-Term Unemployed Volunteers

Beyond the loss of income, losing a job also comes with other major losses, some of which may be even more difficult to face:

· Loss of professional identity

· Loss of self-esteem and self-confidence

· Loss of daily routine

· Loss of purposeful activity

· Loss of work-based social networks

· Loss of sense of security

Guidelines for communicating with unemployed volunteers include:

· Communicate without preconceptions.

· Highlight and articulate the benefits of volunteering; offer examples of other unemployed volunteers and what they got out of it.

· Offer certificates or awards that can validate what volunteers learn from their volunteering experiences.

· Give feedback frequently to boost self-confidence.

· Frequently ask if they are satisfied with the volunteer tasks.

· Do not ask about the reason for unemployment unless it is relevant.

Inclusion of Formerly Incarcerated Volunteers

There are large numbers of highly-skilled and motivated former offenders. By focusing on previous criminal conduct, society deprives itself of the opportunity to use the talents, skills and energies of these individuals.

· People with criminal records often appreciate a second chance and are usually very committed, hardworking, and loyal volunteers.

· You can be an example for other volunteer coordinators, showing them the benefits of having ex-prisoner volunteers.

· Being open to involving people with a criminal record in volunteering is a valuable service to the community.

· Consideration needs to be given to developing senior

· management support. Their support is crucial; if an initiative is supported from the top, it will also be supported at the bottom.

· The volunteer should be treated like any other person, but it is important to be sensitive to the history of the volunteer.

· Many ex-offenders suffer from low self-esteem and feel everyone is thinking the worst of them. New volunteers must be respected.

· It might be a good idea to assign a ‘buddy’ to newly-recruited volunteers for the beginning of their volunteering experience.

Inclusion of Volunteers Experiencing Homelessness

Here are some tips for developing an inclusive volunteer program involving folks experiencing homelessness or people who have exited homelessness:

· Become aware of the problems that homeless people face.

· Prepare your employees, beneficiaries and other volunteers for involving homeless people through discussions with experts or organizations that are working in the field of homelessness.

· Start by involving interested and motivated homeless people together with other volunteers in some of the services you provide.

· If needed, ask for advice and contact experts (social workers, psychologists, lawyers, etc.).

· Try to foresee the potential challenges (potential lack of reliability of these volunteers, issues related to personal hygiene or hunger) and think of ways to deal with them in advance.

· Consider the boundaries when involving ex-homeless volunteers in a homeless service. Keep in mind that while some service users will find ex- homeless volunteers inspirational, others may struggle with the relationship (e.g. they may feel like a failure in comparison to the volunteers).

· Involve their support workers.

 

Volunteer Inclusion is Up to All of Us

There’s no doubt that we are in an exhausting time. The political upheavals and Coronavirus pandemic have no doubt made things harder for most of us.

At the same time, it’s also true that some of us have suffered more than others and have done so for generations.

It’s time to acknowledge and work against systemic racism and personal bias in volunteer organizations. This goes far beyond simply diversifying the composition of volunteer teams.

This is about ensuring that all people who wish to serve are able to do so without feeling devalued, dehumanized, and disempowered.

We have a responsibility as leaders of volunteers to be vigilant and respectful guardians of equity and inclusion.

If you set policy – or make any decisions whatsoever – around how volunteers are treated, you are in a position to start change, regardless of your positional power or job title.

Ready to Learn More? It Starts with Trust

Volunteer retention is all about keeping your folks engaged.

Enjoying deep volunteer engagement and commitment isn’t magic! It takes a smart strategy.

VolunteerPro has a FREE mini-course that explains what it takes to be an “architect of experience” and realize success for your volunteer team. In this short lesson, I share how to harness the science of trust for better supervision and deepen connections with volunteers through purposeful strategy.

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