Feature Article
Clear and Concise Documents: What is Plain Language?
Submitted by Marie Antaya, Eclectic Communications
What is Plain Language?
Many people believe that plain language equals simplifying the language to a very low level. This is untrue. Plain language means using language and formatting that allows the reader to get the message after one read because the document is clear, concise, and specific.
To achieve a plain language document, use the following strategies:
- Avoid bulk phrases and long openings.
Choose: Thank you for your proposal.
Avoid: I am writing this letter to acknowledge receipt of your proposal.
- Control your sentence length to avoid rambling and run-on sentences. The guideline for sentence length is two lines maximum.
Keep paragraphs from getting long and scary. A big block of black text is a definite turn off for the reader. An effective paragraph is shorter than seven lines.
- Choose short, familiar words instead of bureaucratic jargon.
Stay away from words like strategize, implementation, and viable. Use instead more accessible options like plan, start, and possible.
- Use bullets and headings to create more white space and an attractive format.
Make your headings informative. Create them using a focus and a detail or action item. For bullets, try to keep your list at six items. If the list is longer than six items, write more than one list. The longer the list, the less chance the reader will get to the end of it.
- Write in the active voice as much as possible.
Passive voice: The proposal will be edited by Jana.
Active voice: Jana will edit the proposal.
Use these strategies along with proper grammar and correct spelling. Always give yourself time to edit your documents for plain language, grammar, spelling, and format. You will then write documents that your readers will want to read in a style that is professional and polished.
This article was submitted by Eclectic Communications. If you'd like to order a custom training session with a consultant from Eclectic Communications through Volunteer Manitoba, contact Erik Butenschon at 477-5180 ext 222.
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Did You Know?
2011 Annual Awards Dinner Award Winners
Volunteer Manitoba's Annual Awards Dinner was held on April 27th. Thirty-three awards were handed out to the following incredible, community minded people:
| Lieutenant Governor's Make a Difference Awards |
Martin Brocker
|
Interlake |
Leon Tetrault
|
Eastman |
Louis Barrett
|
Parkland |
Gary Gilmour
|
Central |
Duncan Christie*
|
Winnipeg |
Marg MacDonell
|
Winnipeg |
Averill Whitfield
|
Westman |
| *Also recipient of 2011 Lieutenant Governor's Vice-Regal Volunteer Award |
| Premier's Volunteer Service Awards |
| Youth |
Melanie Edel
|
Morris |
Francess Amara
|
Winnipeg |
| Community Groups |
Dakota Collegiate Black and Gold Society
|
Winnipeg |
| Artbeat Studio Inc |
Winnipeg |
| Swan Lake First Nation Health Care Centre Staff |
Swan Lake |
| Individual |
Cora Hew
|
Winnipeg |
Ian Cyr
|
Pine Falls |
Donald Daymond
|
Pinawa |
| Irene McConachy |
Winnipeg |
Tiffany Mamakeesic
|
Winnipeg |
| Mayor's Volunteer Service Awards |
Grace Hospital Bereavement Volunteers
|
Workplace |
Rainbow Harmony Project Unison Festival Organizing Committee and Volunteers
|
Arts |
Artbeat Studio Inc. Volunteers
|
Health |
Grace Hospital Youth Volunteer Program
|
Effective Use of Youth in a Volunteer Program |
The North End Sponsorship Team (NEST)
|
Human Services |
| RBC Royal Bank Local Hero Award |
Elaine Stevenson
|
Winnipeg |
Judy Dunn and Brenda Belinski
|
Dugald |
| HSBC Bank Canada Business Awards |
PwC Canada
|
|
| Bayshore Home Health |
|
| Golden Hand Award |
| John Bertrand |
CBC Manitoba |
| Investors Group Arts & Culture Award for Volunteer Excellence |
| Ray Hope |
Manitoba Conservatory of Music and Arts |
| Averill Whitfield |
Souris and District Heritage Club |
| Manitoba Lotteries Family Award |
| Troy, Traci, Levi, and Seth Gregorash |
Minnedosa |
| Volunteer Manitoba Award for Outstanding Community Leadership |
| Sandra Norris |
Winnipeg |
| Larry Moore |
Winnipeg Beach |
| Safeway Celebration of Ability Award |
| Paul MacDonald |
Winnipeg |
Volunteer Manitoba Now Offering Volunteer Program Audits and Evaluations
Volunteer Manitoba is excited to announce that we will now be offering Volunteer Program Audits and Volunteer Program Evaluations. If you are interested in improving your volunteer program, consider having your program audited or evaluated. The following is information on both options.
Volunteer Program Audit
Discover your program’s strengths and how you can operate more efficiently. Audits can be conducted for organizations that have new, intermediate or established programs and will take approximately two weeks. Data is collected through an interview with the Volunteer Manager, online questionnaires and document review. The following areas are covered:
Organizational Culture: Board support and recognition of volunteer involvement, review of policies and procedures and staff willingness to work with volunteers.
Current Programming: Current volunteer roles, risk management, job descriptions, recruitment strategies, screening processes, record management, orientation and training, volunteer performance management and volunteer recognition.
The audit will conclude by positioning the existing volunteer program on a four point rubric and include a point form summary of existing processes. Point form recommendations will be made in if necessary. The Evaluator will meet with the Executive Director and/or Volunteer Manager to discuss the findings and implications.
3 Reasons to Consider a Program Audit
*Maximize efficiency
*Set goals for further development
*Ensure department practices are in line with current legislation
Rates:
Not-for-Profit…………..$350.00
Government/For-profit…………….$500.00
Volunteer Program Evaluations
The purpose of the evaluation is to assess the effectiveness of your organization’s existing volunteer program and to help maximize your potential for volunteer engagement. Based on the Canada Code for Volunteer Involvement, evaluations take approximately one month to complete and include an assessment of organizational culture and current programming. Data is collected through interviews, online questionnaires and document review. The following areas are covered:
- Organizational Culture: Board support and recognition of volunteer involvement, review of policies and procedures and staff willingness to work with volunteers.
- Current Programming: Current volunteer roles , risk management analysis of existing positions, job descriptions, recruitment strategies, screening processes, record management, orientation and training, volunteer performance management and volunteer recognition.
Outcome
A written summary of findings takes sector trends into account and highlights your program’s strengths and weaknesses. Each area is scored and discussed and the evaluation concludes with a set of recommendations for further developments and program design. The Evaluator will meet with the Volunteer Manager and Executive Director to discuss the results and is available for follow-up consultation.
5 Great Reasons to Consider an Evaluation of your Volunteer Program or Department
- *Assess the impact of your role as Volunteer Manager
- *Find out how your organization measures up against the Canada Code
- *Implement best practices
- *Advocate for your volunteer programs
- *Increase volunteer retention by knowing how to facilitate the best volunteer experience
Not-for-Profit……………………$2,500
Government/For-Profit………………………$3,500
Testimonials:
"We’ve recently completed a Volunteer Program Evaluation at our agency. Having Volunteer Manitoba conduct this was extremely beneficial and insightful for us as an agency and for our volunteer program. The Evaluation provided helpful insights into what we are doing right, where our program can be strengthened, and recommendations on how to implement changes that will maximize our volunteer program and create meaningful opportunities for volunteers and provide volunteer support within the agency." - Chad Smith, Executive Director, Rainbow Resource Centre
“As a newly-hired volunteer coordinator at a non-profit organization, the Volunteer Program Evaluation came at a perfect time between staff turnover in the position. The report clearly provides me with an indication of areas of improvement in our volunteer program and what established processes are solid. The feedback and follow-up from the Volunteer Manitoba auditor has offered invaluable insights into how our program can grow and better engage volunteers and staff to provide our programs and support our mandate.” - Stacy Dorion, Volunteer/Programming Coordinator, Rainbow Resource Centre
To order, or for more information on Volunteer Program Audits and Evaluations, please contact Noreen Mian, Volunteer Referral Manager, at 477-5180 ext 230, or noreen.mian@volunteermanitoba.ca
Custom Contracts at Volunteer Manitoba
Flexible Delivery: Where you want it...When you want it.
Volunteer Manitoba is able to deliver workshops to your organization at a time and place convenient to you with content developed to address your unique training needs. There are over 35 topics that are categorized in the following areas: Board Development, Organization Management, Volunteer Management. Our fees are extremely reasonable and are usually less expensive than sending a group of staff to our regularly scheduled workshops. Plus, you get to choose the topic, time, and place!
To discuss your training needs and our delivery options contact: Erik Butenschon, Manager, Training Department at (204) 477-5180 ext. 222, toll free: 1-888-922-4545, email to erik.butenschon@volunteermanitoba.ca.
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Special Events
Special Events Happening at Volunteer Manitoba this Spring
Volunteer Manitoba is excited to host two Brown Bag workshops this summer:
Managing Capacity: A Balancing Act
Tuesday, July 26th, 12:00pm - 1:00pm
Does your organization have enough capacity to say yes to the next opportunity that comes its way? This brown bag workshop is an opportunity for senior managers and Board Members to step back from the day to day to explore ways to position their organization for growth. Practical strategies to stabilize organizations which are feeling the stress of growth or cutbacks will be discussed, including tips on how to; review your staff structure and look for opportunities to free up time for managers to grow the organization; review service delivery requirements and look for opportunities to resolve space constraints or provide room for growth; revamp your accounting system to better understand program costs and streamline reporting to the Board and Funders.
Fee: $10
For more information or to register, click here.
New Technology Tools for Your Volunteer Program
Wednesday, August 17th, 12:00pm - 1:00pm
Discover new technology that could build capacity within your volunteer program. This brown bag session will provide participants with ideas in the latest technology to organize volunteers for activities, create online volunteer application forms, better connect with volunteers and more! We will compose a sample online volunteer sign-up sheet for a major event and demonstrate how to construct an online training course in minutes using different software and websites. Timesaving and budget-friendly tools will be shared for improving the effectiveness of your program.
Fee: $10
For more information or to register, click here.
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Announcements
Leadership Winnipeg Recruiting for 2011-2012 Class
Leadership Winnpeg has begun recruiting for its 2011-2012 class. The program consists of 10 sessions or Learning Days, plus a class project. The day-long sessions, held once a month, are hosted in the community.
Prior to the first session, each participant completes an Insights Discovery profile, used to assign participants to project teams. The project for 2011-2012 is to research, write and publish a book, profiling Winnipeg’s community leaders. Project objectives are to:
- * Learn to work as a team with new people, who bring different skills and styles to the table
- * Develop and strengthen personal comfort levels and communication skills in approaching, meeting with and interviewing high-profile people in the community
- * Develop project and time management, organizational and leadership skills
- * Learn first-hand from community leaders what makes a good leader and what skills are required
- * Network with and develop contacts in the community
Each Learning Day focuses on a theme (i.e. - a City with a Rich Heritage, a City that Cares) and includes tours and guest speakers, plus an opportunity to interact with those speakers. In addition, a portion of the day is devoted to leadership development – providing the tools that will enhance the participant’s communication, facilitation, collaboration and time management skills.
The program is primarily learning by experiencing as opposed to textbook-based learning.
Cost: $1,000 (subsidy available)
Registration deadline: Sept. 7, 2011
For further information or to apply, contact:
Wendy Stephenson
The Winnipeg Chamber of Commerce
944-3317
wstephenson@winnipeg-chamber.com
2011 Contact Guides
Contact Community Information would like to announce that their 2011 Contact Guides are now ready to order. Click here for more information and to order.
MAVA News
(Manitoba Association for Volunteer Administration)
For more information email: mavamanitoba@gmail.com
Volunteer Manitoba's Facebook and Twitter Pages
Volunteer Manitoba's Facebook page now has over 425 community minded people on board! If you are interested in a convenient place to network, share ideas or information on the not-for-profit sector, or stay tuned to special events and workshops, sign up by clicking the links!
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