How Do You Hold Someone in a Volunteer Capacity Accountable?

I don't know. I am running a club at high school and we are in the same position with the members. I am eager to hear the answers you get for adults.

I think someone does have to make a stink to these people, even if it does cause drama. The PTA president should be dealing with it if it is someone on the board. Have you all confronted the people? Even with a "you told us you were going to do 'X' - why didn't you?" Or if it is widespread on a lower level, maybe an email to all the volunteers tactfully saying "Don't say you will do something if you aren't going to do it" is in order.

Good luck. And I really like your comment about how you used to think the PTA was clique-ish but have realized it is just the same people doing all the work - that is SO true.

If they are board members, the other board members have to call them out, period. Don't be so scared of "drama" that the president and the rest of the board are not willing to just say, "You said you would submit thing X on date Y and you missed that deadline. What happened?" And then be clear about the results: "Because we didn't have that report done on date Y, we have now missed the deadline to apply for that program and the students this year will not have the opportunity to do (special thing). There are results when deadlines are not met and there's no chance here to re-submit. Being on the board is beyond volunteering for a single event; it's a choice we make to do more, and if circumstances have changed and you can't do it, we understand." Followed by...expectant silence while you await a response.

With the occasional volunteers who don't turn up to work a slot at an event or bring an item: Unfortunately the only way I can think of to hold them accountable is to name and shame them and then to ensure they are turned down next time they volunteer. You also might have to have the kids feel some pain -- like cancelled events -- if parents do not step up.

Does your PTA organize things through various e-mails or word of mouth? Or does it use something like the SignUp Genius of MySignUp web sites, which let EVERYONE see what everyone else has volunteered to do or bring? I like these sites because they do let you see what everyone committed to do; they send automatic reminder e-mails; and in your case I would print out an event volunteer/donation list really large and post it at the event, checking off those who are there and highlighting and writing "absent" next to those who don't turn up.
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This is never going to affect those thick-skinned people who just blithely sign up to help or say yes to a task then do nothing and who wave off any criticism with "Oh, I'm sorry, I just forgot." But those who kind of meant well and just are scattered or forgetful might do better when everyone sees every name on every list, and they get reminders that a computer sends out, and their name is posted at the event.

As for the specific people who have repeatedly let PTA down, I would frankly give them only one more chance. Next time one of them volunteers for a task, be sure that the task has a crystal clear, un-moveable deadline that they get in writing; remind them of the deadline well in advance; ask, "Are you on track to complete X by Nov. 21? Do you need help? We are glad to provide specific help but need to know from you if you want it" and so on. A few days before the deadline, one last firm call and e-mail that goes to everyone: "Sue says she is on track to complete X by Nov. 21. Sue, please have the report in the PTA in-box no later than 3:00 that day." If it isn't there, be sure she and everyone else knows: "Because this report was late we did not get the funding for program Z."

Another thing that I have seen work is to say very clearly to the entire school community, "If we cannot get enough volunteers for this event, it will not take place and the students will not have this opportunity. We must have all volunteer slots filled by Dec. 1 or we will have to cancel the event. While we don't want to do that, we rely completely on parent volunteers who will be present to keep the students safe and organized." Some parents will dislike this approach as "mean" to the kids but frankly if a handful of the same parents are doing all the work over and over "so that the kids won't be disappointed" -- well, it's time for the kids to BE disappointed so that the parents learn the PTA means business and must have reliable parent help or the events everyone likes (but no one wants to run) simply don't happen. In other words -- tough love.

That's a hard one. We always had a few flakes but for the most part our parents were really responsible and good at following through.
I think one thing you could do is look a the structure and language being used by the board. When people volunteer to do something is there a real sense that this WILL be their responsibility, or is it more of a casual verbal agreement, you know, "oh sure I'll do it" and then they just don't, or "forget"? I know when we formed committees, we had a very clear list of specific tasks, with names and contact information. This was emailed out initially, and as we got closer to the event it was sent out again, with a request from whoever was in charge to follow up with whatever it was they were supposed to be working on (for example, the decorations people were supposed to confirm that decorations had been purchased and also confirm who would be decorating the day of the event.)
Another thing our school did was cancel our big Halloween/Fall event. A lot of parents were not happy about this but the board decided that having two major events a year (there's also a Spring Round Up) in addition to a big silent auction/parents night out was putting too much of a strain on a limited pool of volunteers.
I don't know if any of this is relevant or helps, I know every school is different and the parent dynamics can change from year to year. I will say if a small group is taking on a disproportionate number of tasks on a consistent basis then it's time to look at trimming the activities and commitments. Significant changes don't happen without making some difficult and, often unpopular, decisions.

God bless the PTA. Seriously. I used to think the same thing and I really resented that at some of the schools my kids had attended I couldn't volunteer in the class unless I became a member of the PTA. But, I'm at my kids' school at least three days a week and the PTO is always there. I mean they are always doing something, putting on something, planning something, decorating something. They hold monthly teacher appreciation lunches, the are constantly doing contests and planning activities. They are the ones selling the spirit wear and making the school cookbook. It takes some much time and dedication. Thank you for that on behalf of parents that used to be like me and just didn't realize what all went into it.

That can be the case sometimes I think with joining the PTA. People WANT very much to be involved and then have no idea what all it entails or the level of dedication. Some join just to give their money to support but have no intention of doing any personal involvement. I didn't because I knew that I would not be able to give what was necessary. I want to help out in any capacity I can. I'll bring food to the luncheon, go to all the movie nights, fun nights, carnivals, buy the cookbook, whatever. But I have three kids in school, one homeschooling and one of the kids in school is ADHD, ASD, and has an anxiety disorder. I know I can't be reliable. If I volunteer in the class I can be more flexible. But once you join and blindly commit, how do you look at the people relying on you and then say, "I can't do it." It's hard. You know you are letting people down and your pride is taking a hit. Sometimes people get in meaning well and then don't know how to say no, even when they know they should.

I would send out a PTA wide email that said something like, "We know the PTA is very busy and volunteering is a lot of responsibility. We know that everyone that joined did so in a desire to support. We also know that people can only give what they can give. We are sending out a list of the semesters activities with a corresponding list of needs for volunteering for each of the activities. This is your opportunity to have as much or as little involvement as you want. Know that if you don't sign up we will not think less of you, will not think you don't love your child, not think you don't support the PTA or support the school. We will not single you out with bad thoughts or back room discussions. We will just know that your plate is full. If you do sign up, we will really be counting on you. We know this is a voluntary effort on your part, but everything we do or don't do has a direct effect on the quality education of the kids, so if you say you are going to do it, we are going to be checking in several times to make sure you can and are doing what you said you would. If at any time during the process you can't follow through, let us know as soon as possible. Again, we will not single you out for bad thoughts or ridicule. You will not become coffee talk. You will just be giving us ample time to fill the need. We are all parents and we all know that things come up, people have emergencies, plans change, folks get sick and so on. Thanks for your help and volunteering your time or just your good thoughts."

I was a PTA President at 2 different schools. I was also always a chairman of a committee each year. .

I was the Carnival person 3 different years and one of the most valuable things I learned?
Go directly to people and ask them to help. Be specific, also ask them what they would like to do, what are they good at.

I used to find these volunteers out in front of the school when they were dropping off their kids (the walking parents) or when they came to pick up and were sitting in their cars waiting for the bell to ring.

Watch for potential leaders.

The last year I was there, I actually gathered a group of 5 dads to run the annual carnival for the next fall. Up until then it had always been moms, but I told these dads we needed some fresh ideas and I knew they would do a great job..

I knew 2 moms that were incredibly intelligent and organized, BUT they were shy. I needed a chairman to run a committee, so I asked them to "buddy up".. I knew if the 2 of them worked together, they would help each other out, communicate together and fill in as needed.

Both of them did a great job, one of these moms went on to be the Head of her Sorority Alumni group for the entire state of TEXAS!

The other woman was able to find a great job once her son was in high school.

Anyway, you have to put out there exactly what is needed.

Example.
3 Volunteers to work on the newsletter. A person to edit, a person to input and a person together the info from the campus.. All of this could be done from home.

5 people to work on the monthly teachers luncheon. One person to order the food and pick it up and deliver on the day of the event. The others to set up the room, the serving line and a person to organize parents to bring in homemade desserts on that day.. Some of the jobs require being on campus 1 day a month, some of these jobs can be done from home..

W set up pour PTA calendar the moment the school district announced the next school calendar. This was usually the last week in January or the first week in February. This gave people plenty of time to see what days for the following school year, we were going to need assistance.

They could schedule days off, or schedule their family activities around the school carnival etc..

And then we gave Public "Kudos" constantly,.
On the school sign, with banners in front of the school, on our website, to the neighborhood newspaper. .We had a PTA Bulletin board that had photos, and Kudos for everything.

Your President needs to be reminded that IF she cannot do the job, she can ask the Vice President to take her/his place. I sometimes, had to ask a Vice President to start a meeting, because I was going to be running late. I had the agenda, I just emailed it to her.

Find out why this person is not showing up or getting the job done. Maybe they are overwhelmed, maybe they have never been in charge of running a large group.. Just let this person know you all want to help them in anyway..

not sure what to tell you about the pres other than to always assume you will need to cover for her and have that in place.

as for the regular volunteers, I think focusing on the positive and reaching out personally and maybe having some sort of incentive for those that do what they are asked. So lots of smoozing and face to face contact and bringing it down to a personal level. I am so much more willing to help out a mom that has been friendly to me all along, the one that knows my childs name and interests -- "" Hi jane how did little sally do on the reading test? you know the pta is going to have another book fair and volunteers can get a free book for their kid for participating, plus little sallys teacher will get free books for the classroom. Is there any chance you could run the cash register for 2 hrs on Thursday night?"" I'm probably not going to respond to a blanket generic flyer home that says " looking for volunteers for bookfair" but if I get a flyier AND someone personally asking me, I might make the time for that.

and I do think reminder phone calls ahead of time should just be the norm. I mean drs and dentist almost all do reminder calls the night before an appointment, because that is what our society expects, so designate someone to be the reminder call person for volunteers.

and don't forget not everyone in the world is a type A person, just because it's easy for you/ or some people to juggle a career, family and volunteer stuff doesn't mean the rest of us can handle it. there is only so much energy to go around. and if people do manage to make it to an event to volunteer, but find out that the same 5 people from last year are already there and have it all under control and there is nothing for the new volunteer to do, I think it makes them feel useless and not want to volunteer again, in fact that has happened to my friend at our school twice, and I know I have volunteered and other than quick directions and a brief generic thank you at the end, no one spoke to me through the whole event in stead they chatted w each other. didn't make me feel welcome. Another event, I volunteered for I got to talk with 3 other moms, one whose child was in an older grade and gave me some great hints for navigating that year, and I also got some face time with the principal which was nice, and we got personal notes of thanks from the principal after too. I guess i'm rambling but making it personal and important is what makes me want to continue to volunteer.

I think the PTA etc should always be trying to "groom" as many volunteers as they can so that when old board members leave you have someone that knows what is going on to step up. If there is someone capable maybe your pres will decide to step down and make way for the one that is competent.

i'm in the same boat with an organization on whose board i've sat for 3 years. getting ready to resign in frustration.
i'm reading your answers with great interest.
khairete
S.

I think there are people who sign up for things with all good intentions and then life gets in the way. I think there are other people who like to get the accolades at the meetings and see their names in the event programs. Those are too different problems. That second group is the same group that we hear about on Mamapedia all the time - they don't respond to RSVPs, and then they just show up at birthday parties. Or the opposite - they say they are coming and then don't show up.

The simplest solution is to put twice as many people on any committee as you normally would. It's great if you have one person willing to take on the task of all the reminding, but that has to be a person with a ton of chutzpah and backbone. That person should absolutely be calling everyone 2 weeks before the event, 3 days before, the day before, and actually AT the event, calling every cell phone of the no-shows and saying "Leslie, we are here at the bake sale and waiting for your 2 platters of brownies. We're worried about you. Are you okay?" Or "We're here at the carwash and we absolutely need your 4 buckets of soap and the 3 posters. Are you all right? Did something happen to your car? Tell us where you are and we will send someone to pick up the supplies."

Those of you on the Board who always get stuck with tasks need to have a little heart-to-heart before the next planning meeting, and be willing to say publicly that we just don't have enough people on each task because people are overcommitting and then not delivering. You also need to look at your bylaws and see what each officer's job description is. If the president's role is the "executive manager" type and not the task-completer, then that office needs to become the delegator and not the doer. The president cannot be allowed to sign up for things if her job is to manage the whole shebang and recruit/motivate volunteers. If she's supposed to be a hands-on person, then she has to have a co-president. The government has a system of checks and balances; the PTA needs one too. You can be gentle and say that people have car trouble and life gets in the way, but that the reputation of the organization is at stake and it's embarrassing. It's okay to say in a meeting that "We need to learn from our mistakes. Last time, we tried to do this with 15 volunteers on paper but only 5 at the event, and it was a failure. We are burning out people who get stuck picking up the slack, and that will cut our "5" to "0" - is that what we really want to do? It's not a question of doubting someone's reasons for not following through or passing judgment on the stresses in their lives. It's a question of building community and cooperation, involving enough people to spread the work out so it's manageable, and recognizing those people who really pitch in. Maybe one reason we have so few volunteers is that everyone fears that their workload will triple when others don't follow through."

When nominations come up for officers, the nominating committee needs to get serious. But before that, roles need to be very clearly defined - take the position that people screw up because they aren't clear on their responsibilities, so it's up to the group to make the responsibilities crystal clear before people sign up. Some groups even list the responsibilities of every task, including the requirement to call in a sub, and make people sign on and be accountable. You also leave those names out of the program or newsletter if they don't do anything - or you change their titles to reflect what they actually did rather than what they signed up for.

The other motto in our neighborhood is "SUV" - "Stop Unnecessary Volunteering" - people need to be reasonable about what they can realistically accomplish, and not sign up for what they cannot deliver. If worse comes to worst, you outright CANCEL an event because there are insufficient volunteers. Once the community and the kids are disappointed, or funding for something special is eliminated, people sometimes get serious.

Then you have to decide if you want to continue to enable this behavior. It's tough, I know. But sometimes resigning can make a huge impact on people. Good luck.