Ideas & resources to get you through COVID-19

Since we are unable to gather for a Skill Builder due to COVID-19, we hope these ideas and resources might be helpful as we all try to navigate this unique time for volunteer administrators.

This is a strange time that is going to require some creative problem solving skills, and nothing is going to make your work right now exactly the same as it usually is, so grab some coffee, open your mind, put on your thinking hat, and let's see what we can do!
Are you missing social interaction?
For those of us whose daily work entails almost constant communication with others, especially if you have built a solid relationship with your volunteers, it can feel isolating to work from home. Even more so if your entire volunteer program has been put on hold. If you're struggling with the "social" part of "social distancing," perhaps some of these ideas can help you feel connected again:

  • Call or email your volunteers! Volunteering is part of their routine, so chances are they miss you too. Volunteering is not just a time transaction, it is relationship management. Give them updates on how your organization is handling the current situation, find out what questions or concerns they have regarding volunteering and your organization, and find out how they're doing, but remember, it doesn't have to just be all business - ask how their dog is liking them being home, what they've been cooking, or what THEY are missing most during this quarantine.
  • Connect with other volunteer administrators! We're all in this together - join these Facebook groups to connect with colleagues in the same field:
  • Reflect on what you miss most, and how you can fill that gap from home:
    • Do you miss seeing your coworkers every day? Start a group text, set up a Zoom meeting with no agenda (perhaps a daily "coffee break" with an open invitation to anyone who can "make it"), schedule calls to discuss what your coworkers think their volunteer needs might be once we resume normal business - this is a great time to start building out position descriptions and recruiting for the future!
    • Do you miss managing your volunteers? We do this work because we want to support a mission that we believe in, and help others do the same, so during a time like this we can feel helpless and desperate for some way to help. Brainstorm virtual or remote volunteer opportunities. Can you have volunteers write thank you letters? Can they do research for you? Run your Pinterest account? Help you plan for a future event? Could you set up a volunteer "advisory" committee - a core group of volunteers that can give you feedback on volunteer program ideas. You may not have the kind of work they would normally like to do, but if your volunteers are asking how else they can be of service to your organization right now, be honest about what you need. You never know what they might be willing to help with during a time of crisis like this.
are you looking for ways to fill your time?
When a major portion of your job description is put on hold with no idea when normal activity will resume, that leaves quite a big void to fill on your daily to-do list. Many of our members are finding themselves unsure what to work on right now. Here are some ideas to help keep you busy in the interim.

  • Revisit forgotten projects. Think back to that idea you had, but never had time to really dive into. Research similar ideas that other organizations are already doing, write out your ideas, a proposal, questions that will need to be answered, etc.
  • Tidy up. Take some time to organize your saved emails, clear out that filing cabinet you haven't opened in months (or years), re-organize digital files and delete files that are no longer needed.
  • Inventory your paperwork. Do you have a volunteer application, background check form, liability waivers, photo release, confidentiality agreement, handbook, policies and procedures, recruitment materials, satisfaction survey, complaint form, orientation packet and presentation, position descriptions? Are your volunteers' profiles in your database complete? Is everyone up to date on trainings and certifications? This is a great time to comb through files, create any missing elements, update agency statistics, etc.
  • Plan for the future. At some point we will all be returning to normal operations, and it will likely be more of a transition period than a simple continuation of where we left off.
    • Unique needs upon return: Start thinking about what unique volunteer needs you will have upon your return. Will there be any catching up to do that will require more hands than usual? Will you need less volunteers than usual for a while?
    • Recapturing lost audiences: There were likely some brand new volunteers coming on board when this began, and you may even have had people reaching out during this time interested in volunteering. You don't want to lose those volunteers, so touch base with them periodically, make sure they are on your email list, maybe host a virtual orientation.
    • Plan a "Welcome Back" event or campaign: Your volunteers may be as thrown off as you are by this COVID-19 situation. Rather than expecting them to jump right back in as if nothing happened, consider hosting a group meeting, conference call, luncheon, or some other way to help them get reoriented after this hiatus. You will want to give them your organization's updates, make sure that they have retained any trainings they completed just before things were put on hold, and you want them to know that you've missed them and are happy and excited to see them again! You also want to inspire them and let them know that this is a new period of healing for your agency, and how important their time and talents are to your organization's recovery, and how their work may look different for a little while.
    • Recruit: While we aren't sure when this will all pass, we do know that it will pass. So don't stop recruiting new volunteers! Especially if you are forecasting unique needs upon your return. You may also find that some volunteers may not feel ready to return right away, so there may be gaps to fill. Use this time to update your volunteer opportunity listings on VolunteerMatch, CincyCares, your website, and other recruitment platforms. Just be clear about whether interested volunteers can get started right away, or if their volunteering will begin later on.
  • Learn and be inspired! Here are some blogs, website, and other resources that you may find value in while you have some extra time on your hands:
are you someone who needs more structure?
Quite a few of us are feeling a bit lost right now, and are grasping for some kind of structure. It can be difficult to work away from our coworkers or supervisors, with few or no volunteers to manage day-to-day. You may be sitting down with your computer each morning, wondering what you will find to do today. You may be feeling some insecurity about not getting enough done each day, or not doing anything of value. We hope that some of these resources might help provide some structure to your days and give you a bit of confidence to self-manage until things return to normal.

  • Break goals down into steps. Think about your major objectives for the future, and work backwards to set daily or weekly tasks. Start with big ideas, then break them down into slightly smaller steps, then break those steps down into detailed tasks. Passion Planner has a great free "roadmap" download to help lay out and break down goals into manageable tasks. If you like the concept, they offer all of their daily and monthly planner page layouts as free downloads on their website!
  • Write things down. Writing down tasks and goals in a planner can help you feel less like you're floating aimlessly through the day, and can help organize your thoughts and goals.
  • Consider what normally gives your work structure. There are a lot of variables that make up our daily routines and the structure of our jobs. Take away one, two, or all of these variables and it's no surprise that many of us are struggling to find a new groove. By narrowing down what exactly helps you feel structured at work, you can begin to consider how you might replicate that at home.
    • Accountability: Some of us perform best when they are being held accountable by another person. If this is you, consider seeking out an accountability buddy. If you don't have a supervisor who can be this person for you right now, ask your other coworkers or other CAVA members. Chances are, someone else is struggling with this too, and even if your accountability partner is from HR and you have no idea what each other is talking about, a daily check-in can put a bit of pressure on you to complete the work that you've said you would complete.
    • Direction: If you are someone who needs to be given direction by someone else, talk to your supervisor about this need. If you're both struggling with immediate tasks due to the uncertain near future, ask your supervisor what skills they would like you to work on, and create a plan for you to work on those skills during this downtime.
    • Teamwork: Even if your department is small, being in the office with your other coworkers, being in the loop on organization-wide news and plans, and feeling like part of that team can be motivating. If you need to feel that kind of collaboration again, consider how you can touch base with your team weekly for updates, to hear what everyone else is doing, and to remember what part you plan in the bigger picture of your organization. Maybe suggest a weekly update from leadership, a weekly Zoom meeting, or even if you take the initiative to reach out to your team members personally once a week, it might help you feel connected again!
    • Workspace: Imagine if every day at the office you had to find somewhere new to work. Having a designated workspace can really help your mind shift into work-mode. If you are working from home, choose an area that you can make into your "office" for the time being and stick to working in that area. While it's nice to work on the couch or in bed with Netflix playing, having a designated workspace is good for setting work/personal life boundaries when working from home.
    • Routine: What does your normal routine look like? In this field, every day is often completely different, but chances are you still have a few daily rituals. Continuing some of these rituals can help you stay in work-mode. Do you usually drink coffee before your workday begins, or as you sit down to start working? Do you usually work the same hours every day? Do you eat at your desk or step away for lunch? Even something as simple as taking a shower and putting on normal work clothes instead of working in pajamas can help us feel more structure during this time.
      • Commute: Consider replacing your commute to work with a morning and afternoon walk. Listen to your normal podcasts, music, radio shows, drink your coffee, call your mom, whatever you would normally do on the way to work, you can still do those things to help you transition between home and work, and back home again.
    • Access to resources at the office: Are you feeling lost because you don't have the tools to do your work right now? Perhaps talk to your supervisor if you need to make a one-time trip to the office to pick up some items you left behind, or find out if someone who is working in the office can scan documents, check the status of something, etc. If you are comfortable being in the office, ask about whether you can come in one or two days a week to complete tasks that you can't do at home.
  • Seek inspiration. Re-ignite your passion for your work! This can be very motivating! Think back to what first inspired you want to do this work, what makes you continue to love this work, your journey from the beginning to now, the mentors and role models that have inspired you, what legacy you hope to leave when you move to the next opportunity or retire. For a daily dose of this inspiration, write out as many of these questions as you can think of, and assign one to each day. You might meditate on or journal your answers to these prompts.
are you feeling uncertain about the future?
We understand that some of our members, like many Americans right now, may be experiencing feelings of job insecurity and general uncertainty about their personal finances and future. While none of us can know what the future holds, what we can do is control what we can.

  • Be prepared. If your intent is to ride out this situation and hope for the best, but your mind keep reeling about the worst, it may help you feel more in-control if you are prepared for the worst case scenario.
    • Budget and save. While saving is a long-term plan and we're already in the thick of this situation, budgeting is something you can do right now to help you feel more financially secure. There are a multitude of budgeting templates out there. Here is an article from Forbes about "Retooling Your Budget for COVID-19."
    • Update your resume and LinkedIn profile. It never hurts to keep these updated. Not sure what to add? For ideas, write or type up your successes, how you've improved things, how you've elevated your position beyond what it was when you were first hired. Don't be humble, be proud of your hard work!    
    • Think about your career goals. What are your long term goals? Short term goals? Steps along the path? If you were to move on to the next career opportunity, would you be looking for a lateral move, or upward? What would be the natural next step for you? Would you like to stay focused on volunteer administration, or expand your duties? Having a plan for next steps, in case you do need to take them, may relieve some of the stress of the unknown.
    • Hone your skills, or expand your skill set. If you feel your resume leaves something to be desired, or if in considering your career goals you notice some gaps in expertise, maybe now is a good time to hit the books! Perhaps you're interested in grant writing, conflict management, event management, or emotional intelligence. The world is your oyster!
    • Watch for job postings. It never hurts to keep an eye out for your next opportunity! If you are aware of any volunteer administration job postings in the Cincinnati area, please let us know and we will add them to the website.
  • Seek help. If you are experiencing overwhelming feelings in response to the current situation, please consider seeking mental health services. Here is some information from the CDC on "Mental Health and Coping During COVID-19."
If you have ideas or resources to add, please let us know via the contact form here! Don't forget to join the CAVA Members Facebook Group to connect with other members, ask questions, and share ideas!
​Content copyright 2012. Cincinnati Association of Volunteer Administrators. All rights reserved.