Valuable Resources for Volunteer Engagement Professionals
OUR VISION
A world where the professional management and leadership of volunteers is respected, valued and recognized as essential to a civic society.
In this March 2021 Issue:
2021 Series - Member Reviews of Volunteer Management Software Packages
Volunteer Toronto Learning Opportunity
2021 Series - Social Media Wisdom
Meet a PAVRO Member
CharityVillage Courses
Career Opportunities
Webinar March 22
Reminder - Ontario Volunteer Awards
Opportunity - Certification Committee
International Women's Day
Member Discussion Forum
Help Find Content for e-Powerline
PAVRO Membership Incentives
An Opportunity to be Published!
Thank you!
Covid-19 Resources
This Month's Volunteer Management Software Package Review on Better Impact
This month's feedback is from a few folks (their answers have been synthesized):
Sharon Hudson-Alipanopoulos, CVRM, Volunteer Coordinator @ Ontario Shores Centre For Mental Health Sciences; Karrie Zettler, Volunteer Engagement Associate @ City of Kitchener; Karen Shaffer, Coordinator, Volunteer Services & CVA @ St. Joseph’s Care Group, Thunder Bay; and Brandi Zoskey, Sales Manager @ Better Impact
For how long have you used this software?
5 years, 6 years, 1 year, respectively
Website address of the software so others can learn more: www.betterimpact.ca
Cost of software - provide cost options (if there are options):
In 2020, our year subscription was $1210 (plus tax) for up to 1250 volunteers.
Approx. 200 volunteers at a cost of $400.00+ approx.
Copied from Better Impact website:
Pricing (In Canadian Dollars)
Volunteer Impact—based mostly on the number of volunteers.
There are many tiers but for example,
up to 50 volunteers starts at $264 per year ($22 per month equivalent)
up to 500 volunteer starts at $948 per year ($79 per month equivalent)
up to 5,000 volunteers across 5 separate sites under an overarching enterprise account starts at $4,644 per year ($387 per month equivalent)
Donor Impact – Starts at $1,296 per year ($108 per month equivalent)
Member Impact – Starts at $336 per year ($28 per month equivalent)
Client Impact – Starts at $660 per year ($55 per month equivalent)
How many users can the software capacitate?
Not sure what capacity is, but we currently have 55 staff administrators. We have had both staff and volunteers on as administrators. Unlimited.
How many volunteer records can the software house/accommodate?
We have 1417 active volunteer files. Unlimited.
Do you use the software to recruit volunteers?
Yes, we create specific volunteer applications based on the volunteer roles. We do not use it for recruitment, but we direct interested volunteers to our Better Impact link for applications to gather their information from the start. I do not, but this software is linked to my website and this makes it easy for individuals to fill out an application that is immediately noted to me.
Can the software be used to schedule volunteers/volunteer shifts?
Yes. Volunteer schedules can be created in Better Impact and either the volunteer or staff, on behalf of the volunteer, can sign-up for shifts. Yes, volunteers may self-schedule or administrators may assign shifts.
Do you use this software for one-time volunteers? Regularly scheduled volunteers? Other?
We use Better Impact to schedule one-time and regularly scheduled volunteer shifts as well as unscheduled volunteers (volunteers who don’t volunteer for a specific time), and seasonal volunteers who volunteer for a specific time period (i.e., December–March). We use this software for all of our volunteers. The software allows for groups to be recorded with one contact person. if you choose not to record each individual for a special event as an example. I do, and I can create different categories—even if a volunteer only volunteers for special events, the reports will show that.
Is it a Canadian product? If not, where does it come from?
It is a Canadian product (Established in 2000)—HQ is located in Hamilton Ontario with offices in US, UK and Australia. Data is stored in Canada. Backstory found here.
Is it a web-based/cloud-based software?
Yes, it's web-based.
Do you use this software to capture volunteer stats? In your opinion/experience how accurate is it?
Yes, like all software, the stats are as good as the information entered. Yes, this is how we track all volunteer time and participation in various programs. It is as accurate as the data it receives! It is easy for volunteers to log-in and start/stop clock and can be set up so that time must be “approved,” if you choose to do that. Time can also be logged by an administrator if needed and batch entries are an easy way to capture special events or group experiences. Very accurate, and it’s because the phone app allows for volunteers to easily put in their hours at any time.
Is it easy to learn how to use this software? (on a scale of 1-10, 1 being super easy).
They have just completed a makeover to make it more user friendly. The message from staff is that it is pretty easy to learn, so about a 3–4. From a set up side (application, e-learning, schedules) once you know how, it is easy to do, so about a 3. Yes, it is generally quite intuitive. From a volunteer perspective the basics such as application, log-in and recording hours is very straightforward. Administrators have more features to learn but most are also quick to grasp. Excellent resources within the software (including BetterImpactTV) and excellent, responsive customer service if you choose to use the “chat” feature. I would rate it a 3. Customers find our software very intuitive; however if anyone needs help, they can access our free and ongoing support in a variety of ways: phone, email, online chat, online help articles, and free online training videos.
Approximately, how much time does it take to set-up the software so it “speaks your organization's language”?
Set-up depends on what you are setting up—a longer application will take more time than a volunteer schedule, so it is hard to give a specific length of time. This depends on how much customization you need but to set up your personalized landing page, application form and the essentials to complete day-to-day operations would not take long. Again, the customer service team is amazing if you need support in the process. Depending on the version of the software you select, it’s best to give yourself 30 days to set up the Standard Edition and up to 60 days for the Enterprise Edition.
What is the support you receive from the software company like? Is it timely? Helpful? How’s their customer service?
Anytime I have had questions that I can’t figure out on my own they have been extremely helpful and get back to me in 24–48 hours. Excellent customer service. Prompt, helpful replies and also very good online help, documents and videos through their BetterImpactTV videos. Customers often boast about our support. They can access our free and ongoing support in a variety of ways: phone, email, online chat, online help articles, and free online training videos.
What do you/your team like most about this software? Why?
We describe it as electronic file folder that contains everything a paper would—with the additions of tracking hours, and training. One of my favourite features is the communication tab. When you email a group or individual from within the program, the detailed email history is retained. This is tremendously helpful for follow up and you are able to select options such as requesting read receipts. The email history is visible to all administrators, not only the one who sent the message. It is very user friendly—easy to pull reports for data collection, can be used offsite, and from a home-based office. Excellent graphics.
What do your volunteers like most about this software? Why?
I will be honest I really haven’t gotten any feedback from volunteers. Our volunteers appreciate the ease of use and for those who volunteer offsite, the fact that they can log in through a mobile device or home computer means that we are more likely to have their contributions recorded. The like the phone app and find the badges fun to accumulate.
Please name some/any challenges you/your team and volunteers have encountered with this software.
There were no specific challenges with the software. In some cases it was trying to figure out what you wanted to do on paper and how it would work in Better Impact. For example, we are currently working on a way for volunteers to sign up for a focus group based on their opinions so we can hear from everyone. Our biggest challenge is not software-specific, it has been helping volunteers understand the importance of using the program rather than signing in on paper (which of course then requires data entry). Our volunteers are amazing and, as they have become more comfortable, this concern has mostly resolved itself. Sometimes you want to pull a report and immediately cannot find the right data; however, the team answers their “chat” immediately, and there is B.I. TV for more information, and there is a Q & A page.
Were you able to overcome any of these challenges? If so, how?
I think we have—in the testing/practice phase things work. We will know next week if it really works when we invite volunteers to sign up. Yes, noted above.
Do you think the cost of the software is worth it?
Yes. Yes, absolutely. Having worked in other organizations where all record keeping was manual or entered into spreadsheets, I can say that the ease of accessing information and reporting in useful and specific ways from overall organization reports to individual volunteers is well worth the cost. I think the cost is very, very reasonable and especially for all that this system does! Get a quote here.
Can the software information be accessed by or joined with other departments in your organization? (i.e.: the fundraising department).
Yes, the way we have things set up, staff from across the corporation who utilize the skills of volunteers have access to Better Impact, so we have people from many of the areas of the corporation including aquatics, clerks, community centres, parks, natural areas, planning, special events, inclusion services, older adult programs winter rinks, sustainability, golf, customer service, EDI, mayor’s office, Bike Kitchener, arts & creative industries, special projects (i.e., affordable housing) and various working committees. It is possible for administrators (mostly our Volunteer Services team) to grant access—either full administrator or limited access. This allows for staff supervisors to update information or volunteers to assist us with data entry as examples. There is not a direct link that other departments could use to access volunteer information. Yes. We provide four solutions that integrate with one another: Volunteer Impact, Donor Impact, Member Impact and Client Impact.
Would you recommend this software to others in the field of volunteer engagement? Why? Why not?
I would recommend it. Even though it is not a perfect system and some things you have to find work-arounds for, when I see other colleagues using other software to manage their volunteers, I prefer the application and e-learning set features in Better Impact. I feel these allow us the flexibility to create specific material that suits not only staff but volunteers too. Yes, I would recommend this software. It is easy to use for administrators and volunteers and has excellent support. You can find customer reviews here as well as volunteer software comparisons here.
Thank you Sharon, Karrie, Karen and Brandi!
Check back next month to learn about our
next Volunteer Management Software Package in the series VSys One
Call for Proposals
VT's Peer-to-Peer Video Learning Initiative
Learning from each other and sharing success stories has long been the approach of volunteer engagement professionals. This past year, more than ever, you were forced to adapt to keep volunteer programs running safely, meet immediate and essential needs, and stay connected with your valued volunteers.
With funding from the Ontario Trillium Foundation’s Resilient Communities Fund, Volunteer Toronto is excited to announce the development of a new online video-based peer-to-peer learning platform. This immersive online experience is for volunteer management professionals and community organizers to both share and access relevant, meaningful, sector-specific video course content.
Think “Master Class” for volunteer engagement leaders!
With this call for proposals, Volunteer Toronto would like to hear from those interested in sharing direction, inspiration and diverse perspectives to enhance safe, inclusive and sustainable volunteer engagement practices.
Participants engaging in this initiative will:
Support learning and connection within the volunteerism community
Receive an honorarium of $500 or a donation of equal value to their group or organization
Access a free media coaching and filming preparation course
These peer-to-peer learning courses can range between one and three hours long. With support from the Volunteer Toronto team, session instructors will inform lesson plans and resource development.
If you’d like to share a course idea, click here to submit your proposal by Friday, March 31, 2021.
All submissions selected to move forward will be notified by April 30, 2021.
Topics suggestions or information you’d like to see on this platform are welcome!
To share your thoughts, or if you have any questions about the proposal process, please contact Volunteer Toronto’s Director of Programs Iona Frost at ifrost@volunteertoronto.ca
The Importance of Social Media
in Your Volunteer Engagement Cycle
Part 2
The Government of Ontario announced the upcoming end to its state of emergency, so each region will begin its individual reopening plan according to Ontario’s colour-coded COVID-19 restriction framework. Organizations like yours will undoubtedly explore strategies on resuming in-person volunteering or developing opportunities for virtual volunteering.
Whether plans are in place or ideas need to be reworked, we can unequivocally agree that these are certainly unimagined times for any organization and, more importantly, for volunteer engagement professionals like yourself. As such, this creates a never-before-seen shift in opportunities for implementing change as new ideas are proposed to adapt to society’s increasing technological innovations.
When discussing plans and strategies, remember, social media is a useful tool that can play an integral part of any organization.
During a crisis like COVID-19 where people are at home a lot more, they use social media to keep themselves entertained, connected, and, more importantly, informed.
To put things into perspective, in March 2020 Facebook saw an increase of 70% in usage, while Snapchat saw a 50% increase in traffic. These two statistical figures reinforce this: users have decided to spend more time on social media as part of their daily routine. This transformative shift creates opportunities for organizations to present their message in a different medium.
If you are an organization that communicates to your volunteers primarily through email, consider using tracking services such as Mail Chimp or Constant Contact; they use analytics and reporting metric tools to measure opening and click-through rates embedded in each email. This gives you the reassurance that your volunteers are opening your emails, reading your messages, and clicking your embedded links. As always, be sure to make each email you send creative and unique.
I know what you’re thinking. I don’t know what to write or post on our organization’s social media page!
Content creation may appear to be a daunting task, so let’s go over a few points to keep you on track and focused.
Know your demographics
Get an idea of who your target audience will be, like their age group, gender identity, and primary interests. Share posts that will draw in an individual’s attention by keeping them interested and wanting more! If you get the “wow!” factor (posts with lots of likes or shares), you’re definitely on the right track!
Keep up with news and events
Use your social media platform to share important news or ideas you would like your volunteer base to know informed. Sharing accomplishments or spotlighting a volunteer will provide an endless opportunities for volunteer recognition. Do your volunteers feel there is a lack of communication? Maybe this is your answer!
Create attention-grabbing content
Include photos, videos, or stories in your posts. Ideas you share are an extension of your organization. As such, action-packed and exciting photos will directly help with two pillars of the volunteer cycle—recruitment and recognition!
Last month, a few of you reached out to me with your questions and concerns.
Here is a summary of FAQs about social media.
Question:Our organization already has a social media page; it’s managed by the corporate communications department. Do I need one for volunteer services? Answer: Yes! Having your own page managed by staff in volunteer services represents your vision, ideas, and goals. Go ahead and share content seen by your volunteers that can include important events, news, and volunteer recognition.
Question:I still don’t see the benefits of social media for my organization. I manage episodic volunteers for our annual charity. As such, my volunteers come and go. I don’t think it is worth my time! Answer: Whether your organization is big or small, having a social media page can illustrate what you have to offer. It can express what you’ve done in the past and can show your upcoming plans.
Moreover, social media is a powerful tool that can assist in your recruitment strategies by going above and beyond your community. Messages you write can be shared, reposted, or retweeted (this is how things go viral!).
As organizations, consider the possibility of implementing virtual volunteering—prospective volunteers will learn about your cause and have a better understanding of your mandate. You may even get individuals from another city volunteering for you!
Lastly, if you’re looking for experienced volunteers or looking to fill positions on your Auxiliary Board, the power of social media (word-of-mouth) can be used to its full advantage by sharing information online.
Question:I’m having trouble with volunteer recognition. How can social media help? Answer: Social media can be used in a variety of ways to assist with recognition. One popular method is spotlighting a volunteer. With their permission, you can showcase their accomplishment with a photo of them volunteering or a candid action shot. The post can include a short biography of their goals, achievements, and the reasons why they’re volunteering for you!
Have a question or comment that you’d like answered?
Reach out to pavro@pavro.on.ca and we’ll get it answered next month!
PAVRO Member Profile by: Heather Johnson
Meet new PAVRO member Linda Rodgers!
Let me introduce you to Linda Rodgers! I had the pleasure of working with Linda as part of the Canadian Cancer Society Ontario Volunteer Engagement team—Linda was responsible for our Ottawa/Cornwall territory and I was responsible for Durham Region/Peterborough.
Due to COVID-19 both of our positions were impacted, sending Linda on an exciting adventure with a new role that she describes as being “absolutely perfect for me.”
Read on to get to know one of our newest PAVRO members!
Q: Tell me a bit about yourself—give me a snapshot of Linda!
A: I’m the proud mom of two boys who have grown into amazing young men! Although the boys are grown and out on their own, my husband and I are not “empty-nesters”—we enjoy fur babies! We have a dog and an aging cat, and I am thankful to have had their company this past year. Last year, we went on a Panama Canal cruise, and I’m dreaming of the day when we can safely travel again as we did not have enough time to explore Cartagena as part of that cruise. I’m more of a summer person who enjoys gardening and lazing by the pool. I am doing my best to embrace winter as I’ve taken up snowshoeing.
Q: What drew you to volunteer engagement? How long have you been a volunteer engagement professional?
A: I’ve been working in the non-profit health sector for over 30 years. I’ve done fundraising; however, I much prefer organizing community health promotion events and working alongside volunteers to deliver amazing programs to the community. A few years ago I decided to specialize in the field of volunteer engagement and started working with the Canadian Cancer Society. I loved the experience and gained valuable skills which are proving very useful in my current role.
Q: Tell me about your role at Seaway Valley Community Health Centre.
A: I’m in a role which is absolutely perfect for me! It combines my love of health promotion and volunteer engagement. I’m a health worker here, and part of my role is to oversee our volunteer engagement portfolio, working with volunteers to facilitate health promotion endeavours. Some amazing projects we are working on include the Food Hamper program, Community Gardens, and an outdoor snowshoe program. I’ve been updating all of Seaway’s volunteer engagement processes. I am also part of our local volunteer network where, with a colleague, I recently presented on the importance of volunteer position descriptions. I’m also enrolled in a course that will certify me to work as a smoking cessation counsellor.
Q: How long have you been involved with PAVRO? Are you a member of your local AVA?
A: I recently joined PAVRO and I am looking forward to being part of this wonderful organization to help grow my VE skills. I’ve been a part of the local AVA for just over two years.
Q: What is the funniest interaction you have had supporting either an individual volunteer or a volunteer team/group?
A: When I first started working in the non-profit sector 30 years ago, a member of the hiring team was a volunteer who was serving on the Board of Directors. For 17 years we worked together on many projects. I moved onto the Canadian Cancer Society, and there she was again! She was a Relay for Life participant, and we reconnected. And to my surprise, when I started at Seaway Valley, I discovered that she volunteers here as well! Clearly we are meant to work together!
Q: What are any current challenges your volunteer program is experiencing due to COVID-19?
A: Most of the programs at Seaway Valley are virtual/remote and there have been challenges with technology. Some volunteers are missing coming on-site and engaging with clients, staff, and other volunteers—volunteering is part of their social connections. On a personal level, I started working at Seaway Valley mid-pandemic so it has been a challenge to get to know all of the volunteers. I’ve been learning inventive ways to engage volunteers, and I’m getting to know more of them each day.
Q: Are you a hockey/baseball/football/soccer/cricket/rugby/basketball player and/or fan? If so, who is your favourite team and why. If not, tell me about your favourite outdoor activity.
A: Not a sports fan, but I do love horseback riding, biking, and definitely anything that has to do with water!
Exciting Offer for PAVRO's e-Powerline Subscribers
Since our inception in 1995, CharityVillage has been a pioneer in online and virtual space. Early on, we saw that non-profit professionals needed access to flexible and affordable online learning opportunities. Our resulting eLearning program included courses on board governance, volunteer engagement, fundraising, budgeting, planned giving, strategic planning, writing policies & procedures, and more.
Last year, we refreshed all 13 of our original eLearning courses, with each course reviewed and updated by a leading sector expert. We also transitioned the courses to a more user friendly and interactive learning environment for a more contemporary learning experience.
This year we will roll out an entirely new suite of courses to help sector professionals meet their professional development needs.
Virtual Volunteering provides the information you need to successfully create new virtual volunteer roles within your organization or how to adapt traditional roles to a virtual setting.
The course is broken into four parts:
Part One: The Basics of Virtual Volunteering
Part Two: Adapting Traditional Roles
Part Three: Creating New Virtual Roles
Part Four: Six Keys to Successfully Integrate your Virtual Volunteers into your Existing Volunteer Program
Virtual Events will give you the information and confidence you need to plan your next virtual event.
The course is broken into the following four parts:
Part One: The Advantages of Hosting a Virtual Event
Part Two: Breaking Down How to Plan and Host a Successful Virtual Event
Part Three: Time to Start Planning your Virtual Event
Part Four: Successfully Execute your Virtual Event
Like all CharityVillage eLearning courses, these two new courses focus on practical learning and essential skills. Each of our courses is chock full of solid information and practical resources that you can download and keep on hand for future reference. There are short quizzes throughout the course to help you make sure that you’re retaining the information. At the end, you can take a final exam to earn a Certificate of Achievement.
CharityVillage courses are self-paced, meaning that you can take as much time or as little time as you need to work your way through them. Most people spend approximately 1–2 hours to complete a course in one sitting.
All of our courses can be used for a variety of continuing education certification credits, including for PAVRO. Additionally, courses can meet the requirements for renewing the Certified in Volunteer Administration (CVA) credential, and many can be used for the Certified Fund Raising Executive (CFRE) credential as well.
Courses are also available in special value bundles, with savings of 20% off the price of single courses. Choose from existing bundles related to special events, management and leadership, or fundraising. For boards of directors, we have our Better Board Kit, which can help your board become more cohesive and effective. If you’d like to build your own bundle of five courses or more, please reach out to us directly.
Over the coming months, there will be new courses related to virtual events, board governance, digital transformation, digital marketing, and more.
In the meantime, we’re pleased to offer PAVRO subscribers a special $10 discount on any of our single courses, including Virtual Volunteering, until March 26, 2021. Please use the coupon code PAVRO10 at checkout (be sure to hit the Apply button).
If you have any questions about our courses or how to purchase, please reach out to us directly at help@charityvillage.com and we’d be happy to help.
I before D – why inclusion is the key to diversity
The PAVRO Webinar team is pleased to announce "Diversity and Inclusion" with Annemarie Shrouder.
This exciting session is free to PAVRO members and only $10 for non-members.
This is a session you won't want to miss. Please share broadly with your network!
Diversity is more popular than ever these days! Likely you are thinking of ways to create a more diverse volunteer team. Stop right there!
Join Annemarie Shrouder for an interactive 1-hour session exploring why inclusion has to come first, and how, with this approach, you can successfully create a more diverse team of volunteers.
Annemarie Shrouder has spent more than 20 years in the field of Diversity and Inclusion as a facilitator, consultant, and international speaker.
A Diversity & Inclusion expert with a Masters in Bias Awareness, Annemarie assists in the creation of healthy workplace communities through her Signature Methodology and Inclusive Leadership Program. Organizations turn to Annemarie when they are looking to build environments where people can learn and are supported, and where they are seen, heard and valued.
Annemarie works with diversity broadly and specializes in racial equity; she is passionate about healing the racial divide.
She also delivers presentations, and can be booked for speaking engagements that inspire people to see more, and raise awareness about the importance of inclusion.
For more information and to sign up for Annemarie’s e-newsletter, the Inclusion Insight – weekly food for thought to keep diversity and inclusion on your radar, please visit: http://annemarieshrouder.com
Deadline for both awards extended to April 1, 2021
Aleksandra spoke with Jennifer Wong again and Jennifer has added: We are also looking to modernize our nomination system and would like some input from our stakeholders. Would any of your members/clients be interested in participating in a focus group to provide input on the design?
We are looking for an initial consultation sometime in February/March and a follow up in June/July to review the prototype. Our goal is to get folks from a variety of backgrounds with varying technical comfort levels and different access to technology (for example, people who use PCs, Macs, tablets or smart phones).
Questions about the Awards program, to offer input, and/or
to take part in the above opportunity
contact the Volunteer Recognition Unit at OntarioVolunteerServiceAwards@ontario.ca
Being a certified volunteer engagement professional is an excellent way to demonstrate your knowledge and proficiency to employers, peers, and volunteers.
Certification Committee members working under the guidance of the Membership Service Co-Chairs, are responsible for the facilitation of CVRM certification/re-certification process. Certification Committee members support PAVRO members working through the certification process, provide feedback to certification candidates at the end of the marking cycle, and mainly and prepare and send confirmations of achieved designation CVRM to success candidates.
The Certification Committee is one of the most unique committees I’ve had the pleasure to be on. It is a useful and meaningful way to give back to the profession. I thoroughly enjoy seeing newly-certified members receive their CVRM designation because I know it takes hard work and dedication to get there. ~ a Current Certification Committee member
Key qualifications and skills include:
hold current CVRM status with PAVRO
ability to work as part of a provide-wide team
excellent written and communication skills
ability to commit for a two-year term, giving 2–6 hours per month between October and July
attend committee meetings as required.
Interested? Complete the volunteer application form indicating your interest in this role to get the recruitment process started!
Each year an annual IWD campaign theme is celebrated and continues all year long to unify direction and galvanize activity by providing a meaningful framework to connect and amplify action.
Volunteer Engagement Professionals are predominately women, so let's all celebrate!
Would anyone be able to share any formal or informal processes or procedures on how to orientate new Committee Chairs?
How do you utilize the outgoing Chair's experience and knowledge? Also, how do you recruit and/or support the new Co-Chair?
Any information you provide would be very helpful.
Thank you, Denise
Thank you Denise for your inquiry!
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Thank you for contributing to the volunteer management profession and PAVRO.
We appreciate your contribution(s).
PAVRO COVID-19 RESOURCES For Volunteer Engagement Professionals
Looking for information that's relevant to our field? We've got you covered! Check out our ever-growing list at COVID19 RESOURCES
If you have resources or information that you would like to share, please submit to pavro@pavro.on.ca
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