Setting up your team
With your preliminary recruitment strategy in hand, it's time to find some help. Your recruitment team members will help you distribute flyers, set up recruitment drives, approach potential partners and manage volunteer activities. They should be positive and energetic, and they should have a strong belief in the project. Aim for 4 to 8 regular team members, and reach out to diverse segments of the community. While you're recruiting, keep a list of people who are interested in the project but too busy to join your team; they can be a valuable resource later on.
Once you have a few loyal team members recruited, it's time to get down to work. A first meeting sets the tone for your entire project, so try to be professional, organized and energetic. Show up on time, prepare a clear meeting agenda, and set a time limit for each item. Oh, and don't forget about the fun! Remind your team of the joys of play and they'll carry that energy back to the community. Here are some topics to address:
Review the playspace project.
Discuss the overall project vision, as well as the community-build model. Emphasize the potential for a spirited, broad-based effort! If available, show off the playspace/playground design that you will all be working toward!
Review your team's goals and strategies.
How does your team fit into the big picture? How many volunteers need to be recruited? When, where and for what activities? Where will you find them? Discuss your team's strategy and timeline.
Brainstorm community resources and personal connections.
It's not what you know, it's who you know! Ask people on your team whether they have access to any sort of citizen network. It's simpler than you think: perhaps someone's cousin owns a business, or their neighbor belongs to a service organization. Use the list of community resources in Mile 1 to help brainstorm…you may be surprised at the results!
Delegate team tasks.
Do your team members have different interests, skills and schedules? Of course they do! Whenever you can, assign a whole task to someone with a special skill in that area; you'll give each person a chance to shine while making your job a lot easier. Here's one way to break up the Recruitment team tasks:
- Composing solicitation letters, advertisements, flyer text
- Posting flyers
- Calling, visiting and following up with partnering businesses/ organizations
- Planning and managing recruitment drives: information booths, special events, fundraisers, etc.
- Managing current volunteers: gathering contact information, engaging them in activities, etc.
- Handling volunteer appreciation
Set specific goals for your next meeting.
How will your team measure its progress? Are there any tasks that need immediate action? Before you go, agree on a time for your next meeting and create specific deadlines for each team member's tasks.
Setting a Team Meeting Schedule
The next step is to propose a regular schedule for recruitment team meetings. How often will the team meet? Where and for how long? Do members have potential scheduling conflicts? Do they need childcare? Does anyone have long vacations planned? Be thoughtful and considerate toward your team members' other commitments; they'll thank you for it!
Setting a recruitment team timeline
KaBOOM! strongly recommends setting a series of small, tangible goals at the outset of a project, to keep you and your team motivated and focused. If your co-chair(s) haven't confirmed build dates as of yet, work with the entire planning committee to agree on an ideal timeline. Then work backward to fill in recruitment team tasks such as contacting organizations and staging volunteer drives. Here's a sample timeline for your team; feel free to create your own (and add as many activities as you want)!
Establishing a recruitment budget
Because you're not responsible for any fundraising, you'll need to talk to your co-chair(s) and fundraising captain about project funds available for recruitment. Remember that if your committee has a public relations captain, he or she may be responsible for pricing and purchasing all promotional materials – from posters and envelopes to Build Day T-shirts. It's still a good idea to keep track of your team's spending, so that you can evaluate the effectiveness of different methods and complete any necessary reports. Use this worksheet to get your money matters in order:
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