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What do you do if your volunteer team is constantly interrupted and distracted?

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Volunteering can be a fulfilling and impactful activity, but managing a volunteer team comes with its unique challenges, particularly when it comes to maintaining focus amidst constant interruptions and distractions. As a volunteer manager, it's crucial to address these issues to ensure that your team remains productive and motivated. This article will explore strategies to minimize disruptions and help your volunteers stay on track.

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1 Assess Causes

To effectively address the issue of constant interruptions, it's important to first identify the sources of distraction. This could range from personal mobile phone use to external factors such as the environment where volunteering activities take place. Engage with your volunteers to understand what is pulling their attention away from tasks. Once you have a clear picture of the causes, you can begin to develop targeted strategies to mitigate these disruptions, ensuring that your team can focus on their work and contribute effectively to your organization's goals.

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Jared Peer, CVA

Volunteer Services Specialist
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TRACKING. You can't convince management of a problem unless you've documented it. If your team can't get their work done, start logging every interruption. I kept a spreadsheet. I logged every call that was transferred to us that wasn't part of our job. I logged every visit to my cubicle, whether from staff, volunteers, or clients. I logged every email that was not related to my role, every side task we were sent on. At the end of one month, I was able to make a convincing argument that change needed made if my boss wanted my work to get done. We then already had a list of causes to work from when we started tackling solutions!

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2 Set Expectations

Clear communication of expectations is critical in managing a volunteer team. Establishing guidelines about acceptable behavior during volunteer hours can significantly reduce distractions. For instance, you might create policies regarding mobile phone use, or set specific break times to allow for personal matters. By setting these boundaries and discussing them with your team, you ensure everyone understands the importance of maintaining focus during volunteer activities, which can lead to a more disciplined and less interrupted work environment.

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Jared Peer, CVA

Volunteer Services Specialist
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Volunteers often like to serve in order to be socially engaged. This is a major distraction for employees, who need to focus but have an office volunteer wanting to chat the whole shift. This is just one of many examples of common interruptions. Being clear about the expectations is important, with up front communication about what they are here to accomplish and with reminders along the way that employees have a full workload. Volunteers will need additional direction - should they interrupt when they have questions, or hold them for when you check in next? Being clear up front about boundaries and preferred processes can make volunteer use more helpful and less intrusive.

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3 Create Structure

A structured environment can greatly enhance focus and productivity. Consider implementing a schedule that outlines specific times for different activities, including breaks. This helps volunteers know what to expect and when they can take personal time, reducing the likelihood of random interruptions. Additionally, having a clear agenda for each volunteer session allows your team to prepare mentally for the tasks ahead and reduces the chances of off-topic distractions taking root during volunteering hours.

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Jared Peer, CVA

Volunteer Services Specialist
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I had a department frustrated with their volunteer. Their complaint: Once they complete a task, they just zone out and wait around until staff give them the next task. My thought? Why aren't you giving them more than one task at a time, then? I encouraged them to have a "to-do" list that the volunteer could work. Some people need that level of structure. In fact, most people aren't self-starters who take initiative to fill every free moment. But most people can effectively work their way down a list. A clear agenda in a structured role can keep a volunteer on task and keep staff from having to micromanage their performance.

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4 Encourage Breaks

Counterintuitive as it may seem, regular scheduled breaks can actually improve focus and reduce distractions. Encouraging your volunteers to take short, frequent breaks gives them an opportunity to recharge and handle personal matters, which in turn can help minimize interruptions during work time. It's important to communicate the value of these breaks for mental clarity and productivity, and to ensure that everyone respects the timing so that breaks themselves do not become a source of distraction.

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5 Foster Engagement

Engaged volunteers are less likely to be distracted. Find ways to make their tasks more engaging or show how their contributions are making a difference. This could involve setting up a feedback loop where volunteers can see the impact of their work or creating opportunities for them to take on roles that align more closely with their interests and skills. When volunteers are emotionally invested in their work, they're more likely to stay focused and committed, reducing the likelihood of interruptions.

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6 Leverage Technology

In an age where technology can be both a source of distraction and a tool for productivity, it's important to leverage it wisely. Use project management tools or communication platforms that can help streamline tasks and keep everyone on the same page. These tools can also be used to minimize the need for disruptive in-person updates or meetings, allowing volunteers to stay focused on their tasks with fewer interruptions.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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What do you do if your volunteer team is constantly interrupted and distracted?

1

2

3

4

5

6

7

1 Assess Causes

2 Set Expectations

3 Create Structure

4 Encourage Breaks

5 Foster Engagement

6 Leverage Technology

7 Here’s what else to consider

Volunteer Management

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What do you do if your volunteer team is constantly interrupted and distracted?

1

2

3

4

5

6

7

1 Assess Causes

2 Set Expectations

3 Create Structure

4 Encourage Breaks

5 Foster Engagement

6 Leverage Technology

7 Here’s what else to consider

Volunteer Management

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