Volunteer Management
Building Your DAP Team
Section titled “Building Your DAP Team”You don’t have to do everything yourself. Building a team of volunteers multiplies your impact and makes DAP sustainable at your lodge. This guide covers how to recruit, train, and keep volunteers engaged.
Why Build a Team?
Section titled “Why Build a Team?”| Benefit | Impact |
|---|---|
| More activities | More volunteers = more events and presentations |
| Less burnout | Shared workload keeps everyone engaged |
| Fresh ideas | Different perspectives bring new approaches |
| Sustainability | Program continues even if you’re unavailable |
| Broader reach | More connections to schools and community |
Start with One
You don’t need a big team to start. Even one reliable helper makes a significant difference.
Recruiting Volunteers
Section titled “Recruiting Volunteers”Who to Look For
Section titled “Who to Look For”Ideal DAP Volunteers:
- Care about youth and community
- Reliable and follow through
- Comfortable talking to people
- Available during school/business hours (for presentations)
- Willing to learn
Good Candidates at Your Lodge:
- Retired members with daytime availability
- Parents or grandparents of school-age children
- Teachers or former educators
- Healthcare professionals
- Members already involved in community service
- Newer members looking for ways to get involved
Where to Find Them
Section titled “Where to Find Them”| Source | Approach |
|---|---|
| Lodge meetings | Brief presentation about DAP and volunteer needs |
| Lodge newsletter | Article highlighting opportunities |
| Personal ask | One-on-one conversation with specific members |
| Other committees | Members already active in youth or community programs |
| Lodge events | Informal conversations at social events |
| Family members | Spouses and partners of Elks members |
The Recruitment Conversation
Section titled “The Recruitment Conversation”Opening:
“I’ve been wanting to talk to you about the Drug Awareness Program. We do presentations in schools and community events to help kids make good choices. I think you’d be great at this - would you be interested in helping?”
What to Cover:
- What DAP does (briefly)
- What you’re asking them to do (be specific)
- Time commitment (be honest)
- Why you thought of them
- Training and support they’ll receive
Common Concerns:
| Concern | Response |
|---|---|
| ”I don’t know anything about drugs" | "Neither did I! You don’t need to be an expert - we have great materials and training." |
| "I’m not a good public speaker" | "There are lots of ways to help - setup, materials, logistics. Or I can help you get comfortable presenting." |
| "I don’t have much time" | "Even a few hours here and there helps. What if you helped with just one event to start?" |
| "What would I actually do?" | "Let me tell you about some specific ways you could help…” |
Volunteer Roles
Section titled “Volunteer Roles”Define Clear Roles
Section titled “Define Clear Roles”Not everyone needs to do everything. Match volunteers to roles that fit their skills and availability:
| Role | Responsibilities | Skills Needed | Time Commitment |
|---|---|---|---|
| Presenter | Deliver presentations to students | Comfortable speaking, good with kids | 2-4 hours per event |
| Event Support | Setup, teardown, staff booths | Reliable, organized | 2-4 hours per event |
| Elroy Performer | Wear the costume at events | Physically able, energetic | 2-3 hours per event |
| Elroy Handler | Guide Elroy, manage interactions | Attentive, good communicator | 2-3 hours per event |
| Materials Manager | Track and organize materials | Organized, detail-oriented | 1-2 hours/month |
| School Liaison | Maintain school relationships | Good communicator, persistent | Varies |
| Photographer | Document events for reporting | Has camera/phone, eye for photos | During events |
| Social Media | Post updates and photos | Social media savvy | 1-2 hours/month |
Matching Volunteers to Roles
Section titled “Matching Volunteers to Roles”| Volunteer Type | Good Fit For |
|---|---|
| Outgoing, energetic | Presenter, Elroy performer |
| Organized, detail-oriented | Materials manager, logistics |
| Good with kids | Presenter, event activities |
| Tech-savvy | Social media, documentation |
| Limited time | Single event support, specific tasks |
| Physical limitations | Phone calls, coordination, social media |
Training Volunteers
Section titled “Training Volunteers”Initial Orientation
Section titled “Initial Orientation”When someone joins your team:
-
Share the basics
- What DAP is and why it matters
- Your lodge’s DAP activities
- How they fit into the team
-
Provide resources
- Training website access
- Relevant guides (especially Presentation Guide for presenters)
- Sample materials
-
Explain their role
- Specific responsibilities
- Time expectations
- Who to contact with questions
Training for Presenters
Section titled “Training for Presenters”Before their first presentation:
- Review presentation materials together
- Discuss age-appropriate content
- Practice key sections
- Shadow an experienced presenter
- Co-present their first time
- Debrief afterward
Ongoing Development
Section titled “Ongoing Development”- Invite volunteers to state/district training
- Share updates from National
- Discuss what’s working and what isn’t
- Recognize growth and improvement
Managing Your Team
Section titled “Managing Your Team”Communication
Section titled “Communication”Regular Touchpoints:
- Brief email or text before/after events
- Occasional team meetings (quarterly is often enough)
- Quick check-ins to maintain connection
What to Communicate:
- Upcoming events and opportunities
- Schedule and logistics
- Recognition and appreciation
- Changes or updates to the program
Delegation Tips
Section titled “Delegation Tips”Do:
- Be specific about what you’re asking
- Set clear deadlines
- Provide necessary resources and authority
- Trust them to do it their way
- Follow up appropriately
Don’t:
- Dump tasks without context
- Micromanage how they do it
- Fail to follow through on your commitments
- Take back delegated tasks unless necessary
Sample Delegation
Section titled “Sample Delegation”“Hi [Name], would you be willing to handle our booth at the health fair on the 15th? You’d need to set up at 9am, staff the booth until 2pm (I can help from 11-1), and pack up. I’ll get you the materials by the 12th. Let me know if you have questions!”
Keeping Volunteers Engaged
Section titled “Keeping Volunteers Engaged”Recognition
Section titled “Recognition”Informal Recognition:
- Personal thank-you after events
- Mention in lodge meetings
- Text or call to express appreciation
- Share positive feedback from schools/community
Formal Recognition:
- Certificate of appreciation
- Recognition at lodge events
- Feature in lodge newsletter
- Nomination for lodge/state volunteer awards
Sample Thank-You Message
Section titled “Sample Thank-You Message”“Hey [Name], I just wanted to say thanks for helping at Jefferson Elementary yesterday. The kids really responded to you, and the teacher mentioned how much she appreciated our visit. Your help made that event possible. Thank you!”
Preventing Burnout
Section titled “Preventing Burnout”Watch for Signs:
- Declining to participate
- Seeming tired or frustrated
- Less enthusiasm
- Missing commitments
Prevention Strategies:
- Don’t over-ask the same people
- Rotate responsibilities
- Check in about workload
- Give breaks when needed
- Respect when people say no
Keeping It Fun
Section titled “Keeping It Fun”- Celebrate successes together
- Keep events social and enjoyable
- Share impact stories
- Don’t make it feel like work
- Appreciate effort, not just results
Common Challenges
Section titled “Common Challenges””Nobody shows up when they say they will”
Section titled “”Nobody shows up when they say they will””Solutions:
- Send reminders 1-2 days before events
- Confirm attendance explicitly
- Have backup plans
- Address reliability issues directly but kindly
”The same few people do everything”
Section titled “”The same few people do everything””Solutions:
- Active recruitment of new volunteers
- Vary the asks - some people say yes to different things
- Make it easy to help in small ways
- Rotate responsibilities
”Volunteers don’t know what to do”
Section titled “”Volunteers don’t know what to do””Solutions:
- Clearer instructions and expectations
- Training before events
- Written guidelines for common tasks
- Buddy system pairing new with experienced
”I’m uncomfortable asking for help”
Section titled “”I’m uncomfortable asking for help””Solutions:
- Remember: most people want to help if asked
- Be specific about what you need
- Make it easy to say yes (or no)
- Start with people you know well
Volunteer Tracking
Section titled “Volunteer Tracking”Simple Tracking System
Section titled “Simple Tracking System”Keep a list of your volunteers:
| Name | Contact | Role(s) | Availability | Last Active | Notes |
|---|---|---|---|---|---|
| Jane Smith | [email protected] | Presenter, events | Weekdays | 10/25 | Great with elementary |
| Bob Jones | 555-1234 | Setup/teardown | Flexible | 10/15 | Has truck for hauling |
| Mary Williams | [email protected] | Elroy handler | Mornings | 9/20 | Prefers outdoor events |
Track Hours for CLMS
Section titled “Track Hours for CLMS”When logging activities in CLMS, include all volunteer hours:
- Ask volunteers to report their time
- Include prep, travel, and event time
- Don’t forget your own hours
- Thank volunteers when asking for their time reports
Building for the Future
Section titled “Building for the Future”Succession Planning
Section titled “Succession Planning”- Identify potential future Lodge Chairs
- Give leadership opportunities
- Share knowledge and relationships
- Document processes so others can take over
Growing Your Team
Section titled “Growing Your Team”| Stage | Focus |
|---|---|
| Starting | Recruit 1-2 reliable helpers |
| Building | Add specialists (Elroy, events, schools) |
| Maturing | Develop leaders who can run events independently |
| Sustaining | Rotate leadership, bring in fresh volunteers |
Invest in People
The time you spend recruiting and supporting volunteers pays dividends. A strong team means more impact, less stress, and a program that outlasts any individual.