Employer Supported Volunteering Guidelines

Employer Supported Volunteering (ESV) Guidelines

For Employers, Employees, and Third Sector Organisations

Foreword

Welcome to the Highland Volunteer Academy’s Employer Supported Volunteering (ESV) Guidelines. This resource is designed to empower employers, employees, and third sector organisations to develop meaningful and sustainable ESV programmes. By facilitating collaboration and community engagement, we aim to create volunteering experiences that benefit individuals, organisations, and the wider Highland region.

Purpose of This Guide

This guide provides practical steps, best practices, and tools to help you launch, manage, and grow ESV initiatives. Whether you are new to ESV or seeking to develop existing programmes, you’ll find advice and resources tailored to the Highland context.

What is Employer Supported Volunteering (ESV)

ESV refers to businesses and organisations supporting their staff to volunteer in the community. This may be called corporate volunteering, employee volunteering, or workplace volunteering. ESV can take many forms, from team challenges and skills-based projects to ongoing partnerships and virtual volunteering. Programmes may offer paid time off, team-building opportunities, or support for individual volunteering interests.

The Benefits of ESV

For Employees:

• Professional development and skills enhancement

• Team building and networking

• Improved wellbeing and sense of purpose

• Recognition and personal achievement

For Employers:

• Enhanced staff engagement and retention

• Improved organisational reputation and CSR/ESG reporting

• Stronger community relationships

• Increased productivity and reduced absenteeism

For the Community:

• Access to new skills and resources

• Increased capacity to achieve goals

• Broader volunteer base and community ambassadors

Getting Started: Key Steps

1. Review Your ESV Policy:
       Ensure your organisation has a clear ESV policy. If not, use our template to create one

2. Secure Leadership Support:
       Gain buy-in from management and key stakeholders

3. Start Small:
       Pilot a manageable programme and scale up based on feedback and success

4. Develop an Action Plan:
       Include a risk assessment, resource allocation, and clear objectives

5. Appoint a Coordinator:
       Designate a point of contact to oversee ESV activities

6. Engage Participants:
       Involve employees in planning and decision-making to foster ownership

7. Celebrate Achievements:
       Recognise and publicise successes internally and externally

8. Review and Improve:
       Regularly assess impact and refine your approach

ESV Project Models

• One-day team challenges

• Individual or ongoing volunteering

• Skills-based/pro bono projects

• Volunteer taster days

• Fundraising activities

• Virtual or e-volunteering

• Volunteer activity days

• Long-term partnerships

Best Practices for Success

• Keep volunteering voluntary: Participation should always be by choice.

• Avoid tokenism: Ensure activities are meaningful and have an identified impact.

• Maintain momentum: Regularly communicate and refresh opportunities.

• Foster inclusivity: Design projects accessible to all employees.

• Build strong partnerships: Develop clear agreements with third sector partners, outlining roles, responsibilities, and expectations.

Managing ESV Programmes

• Define volunteer roles and provide thorough inductions

• Offer relevant training (e.g.,safeguarding, manual handling)

• Match volunteers to roles based on skills and interests

• Support and recognise volunteers throughout their journey

• Gather feedback and use it to improve future initiatives

• Ensure appropriate insurance, facilities, and support are in place

Evaluation and Impact

• Set clear objectives and outcomes for each ESV project

• Use feedback and data to measure success and inform reporting

Share impact stories with stakeholders to build ongoing support

Templates & Resources

• ESV Policy Template

• Risk Assessment Template

• Partnership Agreement Template

• Communication Templates (e.g., invitation, thank you, decline letters)

• Planning and Review Tools

Please contact the Volunteer Academy Team to assist with any templates that you require, a selection of these can be found on the Volunteer Academy website.

Volunteer Academy Team Support

The Volunteer Academy Team is dedicated to providing support for all your Employer Supported Volunteering (ESV) needs. We are available to discuss your ESV requirements and offer tailored guidance to help you achieve your volunteering objectives. Additionally, we can facilitate introductions between Volunteer Involving Organisations (VIOs) and employers seeking meaningful engagement opportunities.

To further promote ESV initiatives, we are pleased to feature projects and success stories on our website and across our social media channels, helping to raise awareness and showcase the impact of your volunteering efforts. Please do not hesitate to reach out to the team for assistance or to explore collaborative opportunities. Email us at: volunteering@highlandtsi.org.uk.

Glossary

• ESV: Employer Supported Volunteering

• VIO: Volunteer Involving      Organisation

• TSO: Third Sector Organisation

• CSR: Corporate Social Responsibility

• ESG: Environmental, Social, Governance