General Implementation

  • Plan out, schedule, and document all elements of the program including client identification, engagement, and screening; volunteer recruitment, screening, onboarding, and training; matching clients and volunteers; and procedures for obtaining ongoing feedback and pre- and post- program survey participation. This will help keep you on track and ensure all steps are completed with all volunteers and participants.
  • Include multiple and frequent touchpoints for volunteers and older adults and key contacts for both. Dedicated, hands-on staff and/or highly trained senior volunteers or interns are important. Concerns will arise and staff need to respond quickly to allay volunteer anxieties. Human services programming of this sort cannot run on “autopilot.”
  • It can be challenging to build trust and credibility by phone, especially with older adults who are vulnerable and often underserved. Use of culturally sensitive volunteers who are bilingual and come from the communities in which they are serving can help to build that trust and credibility. Use your organization as the pass through for contacts until this trust is built.
  • If possible, separate the roles of the volunteer coordinator from the implementation staff. This will help the implementation staff to focus on keeping the program moving forward while the volunteer coordinator focuses on volunteer recruitment, onboarding and retention.
  • Consider the value of offering both in-person and virtual volunteering opportunities. Is the intention to bring individuals into the community? If so, virtual programming may not meet your needs. But if the intention is to minimize social isolation, weekly phone calls may work perfectly well. Does in person only programming limit participation? Does virtual only programming limit participation? You need to assess the impact of both opportunities on the community along with the availability of and skills to use technology. If the capacity and interest is there, maybe technology training, support and access should be part of your regular program services.

 Use of Technology

  • Be open to implementing programs in new and different ways such as virtually, asynchronously, in person or a hybrid of all the options. Assist your volunteers, recipients and caregivers by removing barriers to technology. For example, offer a lending library for tables or laptops. Also, try to provide instructions for utilization of technology to anyone interested in learning; self-sufficiency will lead to increased participation.
  • Technology training and access to tech devices are critical in today’s world. When issuing devices to community members, consider using a device management tool that provides remote access to devices addressing issues that otherwise require volunteer intervention to correct. This access is particularly valuable when working in remote areas. One way to do this is using Microsoft Intune. Click this link Microsoft Intune  from softlanding to learn more.
  • When implementing a technology literacy program, it is important to assess the recipients access to the internet and their level of computer literacy. Administering a technology proficiency questionnaire during the intake process can help you gather that information. You can then follow up with a post survey at a time you specify to determine the impact of your volunteer led training and support on the care recipient.
  • When offering a technology loan program to community members be sure to create and have signed loan agreements which documents, at minimum, your expectations for how the device will be handled, when returned and to whom, and the condition it should be in upon return. Provide the recipient with a copy of the signed agreement for their records.

 Group Activities

  • Consider offering program activities that include both the care recipient and family caregiver together. This allows the family caregiver to step out of the caregiving role temporarily and enjoy participation in activities with their loved one.
  • When determining the ‘magic number’ that will optimize participation in and effectiveness of a group event, consider topic sensitivity, desired individual/small group engagement, capacity of facilitators, and the defined goals of the session. Keep in mind, determining magic numbers can also require trial and error. Pay attention to what you learn during the trial phase. If providing interactive groups, it is important to consider the ideal group size or magic number of participants to ensure the level of participant engagement you are looking for. Some participants will find participation in group discussion comes easily while others experience discomfort when speaking up in a group. Small groups help alleviate some of the discomfort of group participation by allowing opportunities for participants to get to know each other as individuals and become a community. These community members then genuinely support each other during group discussions. Small group sizes ensure that everyone has an opportunity to speak and feel as if they are heard. Small groups also are easier for moderators/facilitators to manage while encouraging shy participants to speak and monitoring the input of more confident participants. The type of program delivery will also determine the group size. In person programs benefit from eight to 12 participants while virtual/phone programs benefit from fewer participants, four to six participants per group.
  • Tips for workshop implementation:
    • Expect to experience some attrition in each workshop. If the ideal number of participants is eight to ten, expecting to lose as many as five participants, consider registering 15.
    • When determining group size for a workshop/class/program some considerations to take might include the number of facilitators for the event, the level of interaction expected from participants, the sensitivity of the topic being presented, the goals set for the workshop/class/program, and whether the workshop/class/program is presented virtually or in person.
    • Send reminder calls to participants the day before the group is to meet.
    • Add new programming regularly to keep returning participants engaged.