There are several books on volunteer recruiting, management, retention, team-building etc. But there is hardly any information on the basic (and I mean basic) needs of deploying , maintaining and debriefing volunteers. This is a far-from-complete summary, but it is a start and covers some expectations of the volunteers themselves.

1) Have a plan. You know, a beginning, middle and end. Each volunteer should have a clear understanding of what their job is, the environment the job is going to be performed in, how long it is going to take, when breaks and food / water will be available, where to get direction, and where to rally when finished (or when something goes to sh**). Email or post pertinent information so people can read up before they deploy. Often volunteers will being their own equipment and supplies with them.

2) Equip your teams. Normally volunteers bring little more than their bodies. This is especially true for emergency events. All additional equipment and supplies should be staged before hand. If the event is going to last more than a few hours, make sure plenty of food and water are provided. Sanitary facilities should also be available. There should also be a safe and secure space for volunteers to take breaks. Be sure all of the volunteer facilities are separate from relief or event offerings.

3) Don't split up functional groups or teams! If a group of volunteer firemen show up for an event, don't split them up. They have countless hours working as a TEAM. "Spreading the skills" is just taking efficient functional team skills and reducing their effectiveness considerably. Families are the same way. Split them up and members will be wondering about the welfare of relatives instead of focusing on the task at hand.

4) Communicate throughout the event. Talk to your volunteers regularly throughout the event. Listen to them! Be prepared to being in requested resources. It is amazing how a simple need fulfilled raises effectiveness of the job. Be sure there are both primary and secondary communications channels available and someone on each team knows how to use them. Have regular check-in times and follow-up on teams that don't check in. HAM radio operators are a God send. Use them!

5) Feed and Shelter. I need to say it again. Keep volunteer food, water and facilities separate from the event. Volunteers get priority over the event. Without your worker base happy and taken care of, the event will suffer. Adequate shelter, water, food, and sanitary facilities are a MUST. First aid and medical treatment are also important.

6) Debrief. After the event it is good to hold a formal debrief BEFORE volunteers are released. Take and give feedback. Learn form the event. Make changes to documentation, send media reports. Check equipment back in. Disburse any consumable supplies that may have been used during the event. Give instructions to volunteers concerning medical issues that may come up and what resources are available to them.

7) Follow Up. After the dust has settled, make sure volunteers have access to reports and documents concerning the event. Forum packages or a wiki can be helpful to collaborate and prepare for the next call-out.

I hope this helps some. Fay and I have attended several events and there has been violations of most of these guidelines. We believe none of this was done out of malice but out of ignorance.

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