Planning a Site Visit
Get to know the community service organization:In addition to the partner relations staff, you should meet with the volunteer coordinator, facilities staff/another person who can help you understand the organizations needs and any other authorized shoppers who will be picking up items for clients.
LEarn the organization’s mission and vision
Get a good sense of what the organization does and how it works; your program staff should have a complete understanding of the full scope of programming. This will aid in the creation and facilitation of projects, programs and other opportunities within the partnership. Take and file detailed notes. In addition, gather collateral from the organization for future use.
Identify the organization’s clients
Whom does the organization serve and what assistance do those clients require (either directly or indirectly)? Do they need social, recreational, or educational projects, meal preparation and/or meal service, or assistance with donation sorting, and so forth? Are there confidentiality issues?
Get to know the organization’s staff
The best partnerships are often determined by the reliability and availability of key contacts within an organization. Although you will primarily work with the volunteer or development coordinator, you should make connections with other staff. It is a good idea to meet the executive director or the director of operations, as well as staff members in charge of client services. These people may possess a broader view of the organization’s needs and expectations. Meeting secondary contacts are critical as they are also good contacts if the agency’s main contact should happen to leave.
consider possibilities for project development
The organization may have arranged countless volunteer projects in the past and may have a strong eye for volunteer program initiatives for the low-income children and families served. If not, this site visit could be an opportunity to assist them. Be thorough and help point out possible initiatives that could align with your organization’s goals.
Identify current Needs
Is the agency in need of assistance with projects or events in progress? What are the current gaps in needs? What are the highest/greatestneeds for the agency and how can your organization be of service? What would the organization like to see established? It may not be possible to meet all of these needs; however, this information will be beneficial in facilitating a plan for immediate and future action and/or deciding to onboard them as a partner.
after the site visit
If you are seeking partnership, after touring the facility and getting to know the organization, you should be able to determine if the organization will be a good partner for your program. Put a plan in place for developing a relationship with the partner and formally onboarding the agency. If no immediate action is necessary, but the partner has a great program possibility in the future, be sure to follow up.
Information gathered from the site should be added to your database. Make notes regarding future communication and share information with program staff to provide education and understanding regarding community needs. If the projected needs from the potential partner are unrealistic or unachievable, you may determine after the site visit that the organization is not a good partner for your program. However, it is always a good idea to keep the organization on file for future reference. Events may change and new opportunities may arise that could possibly allow for partnerships in the future.