Essential Tools for Managing a Volunteer Program
A strong foundation for your volunteer program will set staff and volunteers alike up for success
Whether paid or volunteer work, people perform best when they feel productive and have chances to learn and grow. Equally important is finding ways to notice and acknowledge contributions in the work that someone is doing - in other words: helping people see the value they bring through what they do, and feeling well regarded and appreciated.
Some of the most essential tools that will help you create a positive volunteer experience which is also effective and productive are:
A volunteer coordinator
- Most organizations that rely on volunteers feel understaffed at least some of the time. However, as tempting as it can be to recruit volunteers and manage them in your "spare time," to help the organization, no one wins when there isn't a designated volunteer coordinator to help, lead and respond. Coordination of volunteers is not something successfully completed off the side of your desk - it requires building relationships, programs, and giving the volunteers the time and attention they need to succeed - and help you succeed as well.
A well thought and adaptable volunteer recruitment and management plan
- No plan is perfect, but devoting time to research and create a solid plan on how to recruit and then coordinate volunteers will save lots of time and energy in the long run, and maximize the ways that volunteers can help your organization. Also key is that the plan has room to adapt and is reviewed periodically to reflect on changing situations and opportunities that directly affect your current volunteers and the ability to find new volunteers that match your organization needs and vision in the future.
Easy to understand volunteer training
- Successful volunteering starts at the beginning with training that clearly shows the volunteer what is expected of them and how to do it. Without precise training, many volunteers will flounder, under perform or discontinue volunteering because they aren't sure what the expectations are, nor how to know if they are doing well and adding value. Quality training also means fewer questions along the way, more efficiency overall, and empowers volunteers to even see ways to improve processes and really help your organization reach the next level.
A clear set of expectations for volunteers and the staff who support them, including duties and responsibilities
- Clear rules for both volunteers and staff provide the structure needed for everyone to understand their role. Without clear guidelines, it's easy to have misunderstandings which can lead to conflict and frustration that can flip the positive experience of volunteering into something negative quickly. Having well defined expectations will help keep things running smoothly.
Recognition
- It goes without saying that for both staff and volunteers that recognizing a job well done is important. In the case of volunteers, celebrating their contributions, even just the time they spend volunteering, is important to help with relationship management and feeling valued. A volunteer who feels recognized and appreciated is much more likely to keep volunteering, have better self-esteem, and motivate them to keep learning, growing and contributing to their community.
When you follow these guidelines you are setting everyone up for success: volunteers who have a more positive and fulfilling experience, staff who are better supported through volunteer work, and your organization for aligning ALL the work being done towards goals and helping your community.
Want to learn more? Download the full volunteer handbook from the US Department of Health & Human Services HERE.
- U.S. Department of Health & Human Services. (2005). Successful Strategies for Recruiting, Training, and Utilizing Volunteers. Rockville: DHHS Publication No. (SMA) 05-4005 .
