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Recruitment and preparation
Handbook for Volunteers
This practice was inspired by the community of Suderbyn.
All four eco-communities in this project have now created a Handbook for Volunteers (in both printed and digital form, including photos) with important information about each place, including:
- the rules
- food
- accommodation
- daily and weekly routines
- supervisors and how to contact them
- emergency contact numbers
- the financial system
- local information
- public transport.
The Handbook gives Volunteers clarity and structure. Giving them both digital and printed versions empowers them to find some information for themselves, without taking time from others.
Guidelines:
It is important that the Handbook’s information is well-structured, concise and well laid out so that the amount of information isn’t overwhelming. Organising the information by topic and using well-balanced graphic design can help with this. It is also vital to clearly yet neutrally present organisational and/or work rules, as an over-emphasis might give newcomers the sense of an inability to freely contribute as individuals.
What is Needed:
- Clear knowledge about your place,
- Word processing software,
- Photographs and
- Time.
Example: Cloughjordan
Application Form with Intentional Questions
This was inspired by the Ängsbacka community and by Cloughjordan Community Farm, and is now also practised by Sieben Linden Ecovillage.
These communities have designed an Application Form with specific questions which generate higher-value information than that typically contained within a CV or application letter.
Guidelines:
The clearer the information gathered from Application Forms, the easier it is to focus on applicants who are genuinely interested in the specific type of work for which they are applying. This saves time for everyone, and facilitates quicker connection during the next stage of live interviews.
It’s therefore important that questions are very specifically tailored to the organisation- and to the type of work – where the applicant will be volunteering.
Pluses and minuses of this practice
Pluses:
- Well-written questions make it easier for applicants to reflect on their own motivations, structure their thoughts and examine their own level of commitment, before writing about them.
- It also gives the organisations the chance to gauge the level of commitment of potential Volunteers, and to check if there is an appropriate fit with the organisation.
Minuses:
- Ensure the Questions are not so long that applicants find the application tiresome to complete. (Incomplete or generic answers will, however, make it easier to weed out less committed or interested candidates!)
What is Needed:
- An online tool for the Questionnaire, for example Google Forms or LimeSurvey
Example: Ökodorf Sieben Linden, Cloughjordan
Online Interviews
This practice has been implemented by Ängsbacka, Cloughjordan, and Ananda Gaorii, and is now also practised by Sieben Linden. All conduct Online Interviews with potential candidates to get to know each Volunteer and clarify expectations.
In addition to questionnaires, Ananda Gaorii conducts a whole group Skype/online meeting with the new Volunteers before arrival.
Guidelines:
- If possible, a current or former Volunteer can be included in the interview so that the candidate can get impressions of what to expect.
- After a candidate has been selected, it is also useful to set up an online meeting with current and additional future Volunteers so as to begin to establish a group connection.
- A Volunteer Coordinator or programme supervisor can join the beginning of this conversation to get it started, and then leave the Volunteers to get to know each other in their own space.
- It is helpful for at least two people to conduct each Interview, as they can exchange impressions afterwards,
- Two interviewers can also play the roles of “good cop, bad cop” (i.e. offering the positives and the negatives of the Volunteering work involved) while asking direct questions and sharing information about the Volunteer’s role and work life during the project.
Pluses and minuses of this practice
Pluses:
- This Online Interview is a useful tool for determining if a Volunteer is really as motivated as his or her application implies.
- It is an effective way to share information and to be transparent about expectations, from both sides, and to learn whether or not a candidate is also considering other opportunities.
- This also gives the candidate a chance to ask questions and to get to know their potential Coordinators and Supervisors a little in advance.
- It helps strengthen the connection between the Volunteer and the Project, before it begins.
Minuses:
- People not showing up for interviews can be a frustrating aspect of this practice.
- It’s essential to be clear about time zones, as these can differ and cause confusion about timing.
Facebook Group/WhatsApp Group for New Volunteers
This practice has been implemented by the community at Ananda Gaorii.
Facebook or WhatsApp groups give Volunteers who will arrive together a head start in connecting.
Each Volunteer can write something about him or herself and get an idea who their coworkers will be.
Guidelines:
- These digital groups are facilitated by the Volunteer Coordinator.
- One or two weeks before arrival, there can be an additional online meeting with the Volunteer Coordinator, to deepen this connection and to answer remaining questions as Volunteers prepare to travel.
It’s important to ask all of the Volunteers how they feel about having this group, agree on which one they prefer, and follow the consensus of the group.
Pluses:
- This makes arrival much smoother and jump starts the connection between Volunteers.
Minuses:
- Weak internet connections and/or no desire to use social media are potential difficulties with this practice.
- Some Volunteers may not want to share things before an actual physical meeting.
What is Needed:
- Good internet connection
- Consensus on social media use and forms
- Willingness to actively engage