Why volunteer?

Global Volunteer Month takes place in the month of April and I thought of sharing my take on volunteership. This month is dedicated to honoring all of the volunteers in all the communities as well as encouraging volunteerism throughout the month. Many a times volunteering is generally understood as people participating in an awareness event, donating to the under-privilaged, offering services in public places, cleaning beaches etc. While each of these acts are appreciated and acknowledged, my inclination of volunteering is towards a different genre.

My preference would actually be taking up a leadership roles in a voluntary or professional organizations rather doing ad-hoc activities. Basically take up an unpaid job and contribute immensely and get benefitted. By taking a leadership role in a professional body, one can contribute and make more meaningful impact. Today there are numerous opportunities to take up volunteering positions. Depending on your interest and experience, you may join in a professional body and contribute.

My experiences in taking up voluntary roles are as follows:-

• Secretary and Treasurer in all the association of the apartments I have lived so far (3#)
• Joint Secretary at Indian Institution of Plant Engineers (IIPE)
• Chennai Chapter President of the Professional Speakers Association (PSAI)
• Numerous opportunities in Toastmasters International as follows:-
• Sergeant At Arms — Mahindra Satyam Toastmasters Chennai — 2008–09
• President — Mahindra Satyam Toastmasters Chennai — 2009–10
• Vice President Membership — Medley Toastmasters Club — 2010–11
• President — Medley Toastmasters Club — 2011
• President — Medley Toastmasters Club — 2019
• Area Governor — Area N2 of District 82 — Toastmasters International — 2012–13
• Pathways Ambassador — District 82 — Toastmasters International — 2013–19
• Club Coach Chair — District 120 — Toastmasters International — 2020–21
• Ze’Orations Toastmasters — Mentor
• Alwarpet Toastmaster Club — Mentor
• Orators of Tech Mahindra — Mentor
• Orators of Tech Mahindra — Sponsor
• Infosys Shols Toastmasters Club — Sponsor
• Nokia Toastmasters Club — Sponsor

One may be wondering, why a person should spend his personal time in taking volunteering positions, when there is no monetary reward. The primary reason would be to get a sense of satisfaction by giving it back to the society in whatever way one can. The second reason is actually a selfish reason. i.e to improve your leadership attributes by serving others. In Toastmasters, it is being referred as “Servant Leaders”. By being a servant leader role, one could hone so many leadership traits, most importantly the humility. What are the leadership qualities one can think of by taking volunteer roles?

• Listening
• Critical Thinking
• Giving Feedback
• Time Management
• Planning and Implementation
• Organizing and Delegating
• Facilitation
• Motivating Others
• Mentoring Others
• Team Building

I don’t think any other academic institution would have taught me so much on the above leadership skills, if I had not taken the voluntary positions.

BEST PRACTICES

Many times, people take up voluntary positions just for the fun of it, but miserably fail in delivering things. Rather than honing their leadership skills, their reputation go for a toss at the end of the day. Why so? There are many reasons for this. In order to understand the causes of successes and failures, let us discuss what is expected from someone who has taken voluntary roles.

1. Understanding the Roles and Responsibilities — Typically every professional body is run with the help of a set of officers. They are collectively called thru different names such as Officers, Board, Executive Committee, Excom, Governing Council etc. Irrespective of the names, there are three roles that are vital. i.e President, Secretary and Treasurer. All other additional roles would vary depending on the organization’s needs. When an organization is formed, some active founding members opt to take positions in the committee as volunteers. Then on, in the subsequent years, the officers are elected by means of an election by the members. Even in the second case, members volunteer to nominate themselves for a position. Only difference is that there would an election process, in case more than one person gets nominated. Before nominating for a position, each one shall be absolutely clear with his/her roles and responsibilities in the respective positions. Without this clarity, one should not even file the nomination for the elections. After understanding the roles and responsibilities, when gets on board, one has to deliver. He/she shall not shirk the responsibilities till their term is elapsed. This is where one time charity activity differs from taking a position and deliver in an organization. In organizations like Toastmasters, there is a mandatory Officers Training Program (OTM) when there is change of guard that happens once is six months or in a year. Other organizations can also think of similar training when the new excom takes charge.
2. Zero Tolerance for Non-Compliance — Every organization is bound by either state or federal regulations. In some cases, they are also bound by a parent organization. Each of the statutory bodies would have stipulated several regulations and compliance requirements. Fulfilling compliance requirements is generally considered a drudgery job, that would no way bring any additional visibility. Hence many are not keen in showing interest in this area. But one has to remember that an organization cannot survive in the long run, without meeting statutory compliances. Hence someone who is not comfortable in doing this drudgery compliance work shall never opt to take volunteer positions. Sometimes members or the end beneficiary may be completely delighted with the way the organization functions, but a single non-compliance can jeopardize the activities of the organization. For example some of the mandatory compliance for any organization are:-

• Conducting an Annual General Meeting (AGM) once in a year.
• Submit the audited financial statements in the AGM and get the approval in the AGM.
• Conduct a fair election to elect the new set of officers.
• Get approval for any changes in the Memorandum of Association (MOA) or Articles of Association (AOA) / Bylaws in the AGM.
• Submit all documents related to the above with the authorities concerned.

If any of the above are not adhered, it would be seriously viewed by the regulatory bodies and severe action would be taken. Sometimes, even the persons responsible would be pulled in to legal battles. Hence people who are willing to take voluntary positions needs to be cognizant of the impacts on non-compliance.

3. Seamless Communication — In many organizations, chaos and confusions prevail due to communication gaps. The voluntary leaders shall ensure good communication within themselves as well with other stakeholders. If rumors erupt due to poor communication, half of the time and effort would be wasted in clearing the rumors rather than focussing on core activities. Social media tools such as WhatsApp or Telegram come handy for handling day to day communications and updates with the members. However, all the formal communications such as sharing the Minutes of the Meeting, AGM Notice, Election Notice should be circulated through formal email to members, so that they remain as permanent communication records.

4.Productive Board Meetings — The executive committee shall meet in the stipulated frequency as mentioned by the bylaws. Mostly this would be once in a quarter or once in a month. A clear agenda in a pre-defined template is mandatory for all the productive meetings. All the excom members should make a commitment not to miss the board meeting, unless there is a genuine exigency. Keeping the parliamentary procedure, healthy discussions should happen in the given time. At the end of the meeting, the minutes of the meeting (MOM) shall be circulated by the secretary without a miss. If important decision are to be conveyed to the members, the extract of the MOM shall be communicated to all the members. No need to mention that the MOM includes the people responsible as well the target date of closure of the mentioned action items.

5. Encouragement of Whistle-blowers — Organizations across the globe, few people with vested interest indulge in malpractices and work against the interest of their own organization. Just because they are in power, people are reluctant to question them. If such atmosphere continues for a while, it would finally lead to the collapse of the organization. In the interest of the organization, whistle blowers shall be encouraged as long as decorum is maintained in the meeting. President has a key role in communicating this with all the members. While appreciations and camaraderie are welcome, an organization shall also allow devil’s advocates who raise genuine concerns. In the recent times, one of the religious establishment in Chennai has been taken over by the government. The prime reason was that the organizations had a poor discipline toward statutory compliance. One of the board members was raising the issue in the executive committee several times, which was always brushed aside. The majority of executive committee were keen to be goody-goody, keen in listening to only nice things and never bothered to the lapses. Finally this whistle blower went to the court with his complaints and at the end of the day, the control of the establishment was snapped from the executive committee and handed over to a government department. All the genuine devotees of the organization are totally upset with these developments. All because of the fact that a genuine whistle blower was never heard.

6. Financial Transparency — Without funds, no organization can function. There would be cash inflow from the members, sponsors, charity organization and other sources. Expenses would be towards routine operations, meetings, events, professional fees paid to auditors and others etc. So, many stakeholders are involved with respect to handling of the finance. Hence it is utmost important to have financial transparency for the healthy running of the organization. As per regulations, in every Annual General Meeting (AGM) the audited financial statements like balance sheet and income & expense statements shall be presented for approval from the members. Earlier in the corporate world, the norm was to present the financial statements of the organization on an annual basis. But today, most of the organizations present their financial statements to the stakeholders on a quarterly basis. In the same manner, professional organizations and NGOs shall also make it a habit of presenting financial statements on a quarterly basis. This would be a proactive step towards financial transparency that would remove all apprehensions and notions of the members. While it is important to make any organization financially sound and keep its books clean, it is also essential to come out with a realistic plan for the fund utilization. It is seen that organizations are so keen in improving its funds position without having a concrete spend plan. But the moment a threshold is reached with respect to funds, the organization wold be under the radar of authorities like Income Tax department. The executive committee members shall be cognizant of the financial transparency and do all the proactive steps. By the way, I have no finance background, but I have performed the role of treasurer many times. As a treasurer, I always felt that I am accountable and ensure that the financial statements are presented to the members on a quarterly basis, even if the formats are rudimentary.

7. Effective Time Management — All the members of the executive members have taken their roles on a voluntary basis and agreed to spare enough time towards the organization. After taking charge, it does not make sense to say that they don’t have enough bandwidth towards the organization. If they are full-time working professionals, they should know how to do the balance between work-life and the voluntary organization. Actually taking up a voluntary role is a challenge to ourselves to improve our self discipline which includes time management. I am being a member of Toastmasters for the past 14 years. Generally people believe that Toastmasters is all about communications skills. Actually it is more towards improving one’s leadership skills. Time management is one among them. If it all I am able to be punctual or good in my time management, it is all due to the fact that I have taken several leadership positions in the Toastmasters.

8 Delegation of Responsibilities — I keep hearing from some of the office bearers of the association where I am a member, that they don’t have enough bandwidth to complete all the tasks of the organization, beside their office work and time spent with family. Agreed! Sometimes, it would be overwhelming tasks and one may find it difficult to manage. This is the time they can think of delegation. Instead of delegating the tasks to an individual person randomly selected, it is wise to form a sub-committee comprising of 2–3 members. To motivate them, they can also be given some fancy titles like Assistant Vice President etc. This not only reduces the burden of the officers concerned, it also helps to motivate more members to take up volunteer roles. This is also a way to think of succession planning. If someone really wants to enhance his/her leadership skills, he/she should either complete all the given tasks by themselves or through a sub-committee. No point in giving excuses for non-delivery. That is not leadership all about!

COMMON MISTAKES

While the best practices are followed, an organization thrives. In absence of them, growth is minimal. Whereas some wrong moves can quickly lead to the deterioration of the organization. What are those wrong moves? Again I have tried to club them as common mistakes in the following infographic.

1. High Handedness — Many times people who take up the role of officers in a voluntary organization forget that they are just servant leaders. They think that they autonomous and can work in an authoritative manner. Just because, not many were keen in taking the roles, they take advantage of the situation and look down others. They try to show all kinds of high handedness, specifically who questions them. They try to snub, bully, badmouth people who genuinely ask question in the interest of the organization. They forget that the opportunity given to them is to hone their leadership skills as well work for others. By being authoritative and autocratic, they kill the organization. When the trend continues, it can directly be seen in the membership attrition since many members do not want to continue in an organization where such high-handedness is prevailing.
2. Non-compliance of Statutory Compliance — The key tasks meant for the executive committee is to come out vision, mission, long term goals and most importantly to meet the statutory compliance. It is said enough about this in the previous best practices section. Getting the hands dirty by doing all compliance requirements may not get oneself enough visibility and hence the excom members pay scant respect towards any issues related to the compliances. If none of the excom members are interested in getting involved in this area, with the permission of the members they can think of engaging a paid consultant who can get things done. At any cost, these hygiene factors can never be compromised. In order to focus in this area, basic awareness related to compliance shall be made a must to all the excom members while they take charge.
3. Black Box — This is related to the communication and transparency. When autocratic leaders exist, members are kept in dark. They never knew what transpired in the board meetings. Sometime even fellow excom members would be kept in dark. Toady in any organization, members would be curious to know the fund position and how the funds would be better utilized. But in a deteriorating organization, no details on them would be shared with the members. Either excom would have never deliberated on such critical issues or not be keen in sharing the outcome of the meeting with the members, if deliberated. Such acts are again because of the high handed attitude and scant respect for the members.
4. Process Failure — As organizations evolve, processes become mature. Refined and defined processes help people to work with ease. For example, creation of standard operating procedures, documentation on credentials and passwords, various policies should be properly documented and archived. This would come handy during the change of guards. In absence of processes, people spend time and effort in reinventing the wheel. People with short term gains, never bother about processes and other fellow members.
5. Biased Transactions — In corporate world, there is concept called Related Party Transactions. It means, the board of directors shall avoid engaging with their family members and close friends in securing any big contracts. While the corporate law does not bar it, it comes with very specific guidelines on related party transactions. In the professional bodies too, the excom members should avoid giving contracts or consultancy assignments to relatives and close friends. But it is quite common to see excom members without honesty and integrity indulge in activities with a conflict of interest. After all, the idea of taking a voluntary role is for improving leadership skills like honesty and integrity and not for making money.
6. Lavish Spending — Greats leaders always work conscience and pay due attention while spending common money. Where as the other category of people never bother about spending money left and right. It is customary that people spend their money initially and get it reimbursed from the organization. But it is also essential to get a “in principle approval” before initiating any expenses. Another bad practice is to club all the expenses under one bucket as combined expenses and not giving details or producing individual vouchers and bills. AGM is the only body, where questions can be raised on expenses and any other financial transactions. But in many AGMs, very few people ask for clarifications. People who indulge in financial irregularities snub the people who ask for details. Somehow, such genuine members would be projected as villains inside the organization. When such bad practices are followed, it would set a bad precedence for the lavish and unwanted spending by all the other excom members. In mu experience, I have seen a leader who spent unimaginable money towards a milestone event, which resulted in huge debts for the organization. At the end some of the good Samaritans had to work hard to raise funds post the event to break even.
7. Vested Interest — Some members join the board without having any clarity on roles and responsibilities. They join the board only for vested interests. They do everything keeping their selfish interests in mind. Some times the interests would not be monetary in nature and hence will never be explicit. When such vested interests continues, an organization that has evolved over a period of time would perish in no time.
8. Non-sustainable Initiatives — Some leaders try to bring in some new initiatives that are not sustainable in the long run as well not warranted at all. This is just to hide their failures. The new initiatives may not even align with the vision and mission of the organization. Without knowing the intent, few people start admiring the new initiatives and others follow suit. In this kind of scenario , the critical failures such as statutory non-compliance would be swept under the carpet.

If you want to take up any volunteering roles, please think twice before accepting such roles. There is no point in collapsing an organization as well spoil your own reputation. You need to remember the best practices as well the common mistakes mentioned above. Then only the best use of volunteering would be really achieved,

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