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Description
This project aims to improve the management of volunteers, strengthen the organisation’s visibility and reputation, and optimise the areas of communication, marketing and fundraising through consulting, the creation of a volunteer management manual, improving the functionality of the database of volunteers, promoting the exchange of experiences and best practices, an institutional video, and a strategic plan and manual for communication and fundraising.
Summary of project results
The project aimed to address several issues identified in the 2019 organizational diagnosis under the SER Plus Project. These included the need for capacity building in value creation models, impact assessment, structure, governance and leadership, information technologies, human resources, and marketing, communication, and fundraising.
More specifically, it was identified the need to create tools for more efficient and uniform volunteer management, recruitment, and organization process within APAV. It also identified the need to improve the volunteer database (BDLena) to enhance communication between management and volunteers. Another challenge was to strengthen APAV''s visibility and recognition by optimizing communication, marketing, and fundraising areas. Additionally, the need to improve the organization''s ability to communicate its work and results externally, thereby retaining members and donors and attracting investors, was also an issue to be addressed.
The project involved several key activities organised by components. In the volunteer management component, consultancy was provided by "Pista Mágica" - Volunteering School, which improved APAV''s volunteer management plan and helped define and structure a new volunteer management manual. This manual standardized recruitment procedures, improved existing volunteer profiles, created new profiles, and included strategies to enhance volunteer retention and motivation. Forty manuals were printed for distribution across the APAV network. The BDLena database was enhanced, and the "My APAV" mobile tool was created to facilitate communication between volunteers, the Volunteer Management Unit, and APAV management. These improvements allowed for a more detailed understanding of volunteers, their work volume and type, and their motivations. One staff member received 40 hours of professional training in volunteer management.
In the communication and fundraising component, consultancy led to a diagnosis of APAV''s situation in these areas and the development of a Strategic Fundraising and Communication Plan. This consultancy also resulted in a fundraising and communication procedures manual, which increased the visibility of actions and clarified organizational strategies for donations and sponsorships. An institutional video created enhanced APAV''s visibility by showcasing all aspects of its work and serving as a fundraising tool. A fundraising campaign, based on identified needs, was conducted from October 2022 to February 2023. Four staff members received training in communication and fundraising.
In the management, evaluation, and monitoring component, project activities were monitored throughout the project''s execution. An external evaluation of the project''s social impact was conducted resulting in a final report.
According to the external evaluation, the project achieved significant outcomes in the areas of volunteer management, communication, and fundraising, enhancing their effectiveness and efficiency. 30 professionals felt more empowered after engaging with the project''s outputs. Eight reference documents in volunteer management were reviewed, improved, and updated.
The creation of the Volunteer Management Manual led to a 50% increase in the number of volunteers. The "MyAPAV" app was developed as a tool for monitoring volunteer hours and accessing training opportunities. The "BDLena" database was enhanced to compile sociodemographic data and relevant information about volunteers.
In communication and fundraising, seven professionals received training, and a Strategic Fundraising and Communication Plan and a Procedures Manual were developed. Two documents related to communication and fundraising were revised and updated.
A survey indicated that 100% of potential investors recognized the importance of APAV''s work. There was a 10.9% decrease in dependence on public funding, making APAV less reliant on it.
Focus groups identified challenges in volunteer management, such as the need for diversification in profiles and specific recruitment strategies for different contexts.
The "MyAPAV" app and the Procedures Manual optimized volunteer management.
The institutional video and fundraising campaign increased visibility and funding.
All project indicators were achieved, guiding documents and strategic plans optimized management procedures, videos increased visibility and funding, recruitment and retention strategies were improved, and dependence on public funding decreased.