Volunteer committee members play a crucial role in the success and vibrancy of any association and bring a wealth of experience and enthusiasm to their roles. To make sure their contributions are effective and aligned with the association’s goals, it is essential for associations to provide comprehensive orientation training.
Orientations can work in several ways:
- Annual training webinars
- In-person sessions at conferences
- Recorded training on-demand
No matter the format, there are several key areas that are vital to ensure volunteers are equipped with the knowledge and understanding of the goals, partnerships, restrictions, and value of their roles.
Understanding the By-Laws
The by-laws of an organization serve as its governing document, outlining the rules and procedures that guide its operations. Educating volunteers on these by-laws is fundamental so they are aware of the association’s legal and procedural framework. By understanding the by-laws, volunteers can better appreciate the organization’s structure, their responsibilities, and the limits of their authority. This knowledge helps in making informed decisions that are in line with the association’s regulations and objectives and can hold members accountable.
The Role of the Board and Its Influence on Committees
The board of an association holds a pivotal role in setting the strategic direction and overarching goals of the organization. Board members are responsible for making high-level decisions that guide the association’s vision, mission, and priorities. These decisions have a direct impact on the work of various committees. With the board’s objectives and guidance, committees learn that it is their role to align their efforts with the association’s broader goals. One common complaint from members is a feeling of mystery around the board’s mission and agenda. Educating volunteers upfront helps volunteers see how their work contributes to the larger picture and they can support the association’s strategic initiatives, in addition to learning about the leadership structure.
Scope of Services Provided by the Association Management Company (AMC)
Many associations partner with association management companies, like SBI Association Management, to handle administrative and operational tasks, such as financial support, event planning, marketing, and membership services. It is vital for volunteers to understand what services are covered by these companies, which are shared, and which are the responsibility of the volunteers. This transparency helps set realistic expectations and prevents misunderstandings between volunteers and the association management company.
Scope of services are developed in partnership with the board and the AMC. They work to ultilize the skills of association management professionals in their specific areas of expertise, allowing more time and energy for your volunteers to focus on the heart of your association’s mission
Roles and Responsibilities of Committees and Staff
Each committee within an association has a unique and vital role to play, whether it’s planning events, providing content to the staff marketing manager, or sourcing educational programming.
To ensure potential volunteers fully understand these roles, it’s best practice to outline and describe them in an official volunteer position description. These descriptions are not just for initial review—they serve as a critical reference throughout the volunteer’s tenure.
During orientation, it’s crucial to review these role descriptions, including any specific positions within the committee. This step ensures that all volunteers grasp their tasks, collaborate effectively, and contribute meaningfully to the association’s goals.
Clear role definitions help prevent overlap of duties and guide volunteers in working within their committee, with other committees, and with the association management company or paid staff members. Communicating these duties upfront empowers each entity to focus on what they do best, bringing maximum value to the organization.
When everyone knows their role, the entire organization thrives.
Conflict of Interest Policies
Conflict of interest policies are designed to ensure that volunteers act in the best interests of the association, without influence from personal or financial interests. Educating volunteers on these policies during orientation helps maintain the integrity and transparency of the association’s operations. Volunteers need to be aware of what a conflict of interest is, how to avoid them, and the procedures for disclosing any that may arise. This knowledge safeguards the association’s reputation and fosters a culture of ethical behavior.
The Value of Their Role and Board Appreciation
Volunteers are the backbone of any association, and their contributions are invaluable. During orientation, it is important to convey the significance of their roles and highlight the impact of their work on the association’s success. Recognizing their value not only boosts morale but also encourages a sense of ownership and commitment to the association’s mission. Encouraging volunteers to see the value and importance of their service contributes to a healthy association and helps build leadership in your organization and in your industry.
Recap
Providing comprehensive orientation training for volunteer committee members is essential for the smooth and effective functioning of any association. The investment in volunteer education ultimately leads to a more cohesive, informed, and motivated volunteer base, driving the association toward achieving its goals and fulfilling its mission.
Read more about how to engage, network, and grow professionally through volunteerism on SBI’s blog, “Five Reasons to Volunteer with Your Association.”
By Michelle Moser, Director of Marketing and Communications
