Essential volunteer management tips for nonprofits

In the words of Sherry Anderson, volunteers don’t get paid, not because they’re worthless, but because they’re priceless.

Volunteers are of immense value to the nonprofit sector as they make up one-third of its workforce. By providing essential manpower, offering diverse skill sets, engaging in fundraising and serving as mission ambassadors, they enhance the capacity of nonprofit organisations to fulfil their missions at a much lower cost.

Since they offer their services gratuitously, a volunteer management strategy is key to fostering success for nonprofits as they recruit, onboard, monitor, support, develop, engage, retain and recognise volunteers.

Why is effective volunteer management important?

Managing volunteers effectively in nonprofit organisations is crucial because it:

• Boosts productivity and impact
• Enhances volunteer satisfaction and retention
• Improves fundraising efforts—85% of volunteers donate to the nonprofit they volunteer for
• Builds stronger relationships with volunteers
• Facilitates growth and innovation by encouraging new perspectives and ideas

Managing a volunteer program does not have to be complex. Here are some strategies to keep your volunteers happy and your nonprofit humming along.

6 Strategies for managing volunteers

1. Define and promote volunteer opportunities

It’s important to start by clearly defining any volunteer opportunities. One way to do this is to determine what you need the volunteers for—this could be a particular project, event or continued service over an extended period.

Provide information through job descriptions about the role they need to fill, responsibilities, required skills and time requirements. Include details about the location, work requirements and equipment needed in the description.

You want your volunteer opportunities to reach your target audience as much as possible. Consider implementing a multichannel marketing strategy that uses your website, email newsletter, social media, print media, ads and word of mouth to advertise the opportunity.

2. Invest in volunteer management software

Manually handling all aspects of volunteer management can be chaotic. Technology, in the form of volunteer management software, can take the hassle out of the process.

Volunteer management software is a tool designed to enhance the different aspects of volunteer management. Such a tool can simplify the recruitment and onboarding process through digitised application management, applicant tracking, and digital forms and orientation materials.

Volunteer management software also provides a central platform for the management of volunteer-related information, scheduling and tracking of hours and impact. They also enhance communication and are convenient for volunteers to use.

3. Identify and onboard well-matched volunteers

Finding the right volunteers for your nonprofit is key. Be sure to inquire into the skills and preferences of your applicants to determine those best suited for the various roles.

And, remember, you don’t always have to find new volunteers as your nonprofit might already have access to the talent you need. Whether donors, fundraisers or board members, consider converting your existing supporter base and leveraging their skill sets.

During onboarding, highlight your organisation’s history, culture, values and aspirations. This will instil a sense of familiarity and belonging in your volunteers.

4. Support your volunteers

Another best practice for volunteer management is to adequately support your volunteers. Begin by putting them in positions that align with their competencies and interests; use information about their skills and preferences to put them in suitable roles. This will ensure a more gratifying experience.

Provide appropriate training for your volunteers, and ensure that the training is direct, practical and relevant to their role. Self-paced learning is ideal so your volunteers can take and complete their training in their schedule.

Emphasise teamwork, collaboration, respect and inclusion. Creating a healthy environment will make your volunteers feel welcome and foster fresh and diverse ideas.

5. Prioritise volunteer engagement

To keep your volunteers engaged, set up a communication plan to keep them in the loop about the organisation’s activities and their responsibilities. Ensure the communication is regular and authentic; it’s key to building strong relationships.

An effective communication plan involves soliciting feedback and questions. Feedback can shed light on their expectations and provide suggestions—both of which can give insight into how to improve your organisation’s culture and processes. Leverage anonymous online surveys, suggestion boxes and meetings to find out what they think works and what they’d like to try differently.

Here are more ways to engage your volunteers:

• Involve them in decision-making
• Foster a sense of community through team-building activities and events
• Notify them of the impact of their efforts to keep their passion and sense of purpose aflame
• Encourage their aspirations and achievements

6. Recognise their efforts

Regularly acknowledging the efforts and contributions of your volunteers is an effective volunteer management tip. It demonstrates your appreciation for their work and drives them to do more. Consider appreciative gestures such as personal notes, shoutouts and gifts.

Volunteer management can be simple and fun. By defining and promoting volunteer opportunities, implementing technology, recruiting good volunteers, empowering them, fostering engagement and appreciating them, you can enhance the volunteer experience, drive productivity and improve retention.