Volunteer management encompasses all of the steps a nonprofit takes to recruit, track, engage and retain volunteers. Through effective volunteer management, your organization can build a more strategic, positive volunteer experience and cultivate long-term, mutually beneficial community relationships.
Why Are Volunteers Important to Nonprofits?
Due to the nature of nonprofit work — that is, performing services for the public good without the goal of financial gain — nonprofit volunteers are a critical resource for achieving an organization’s mission. Volunteers allow nonprofits to extend their reach and impact by performing tasks that the organization might not otherwise have the resources to accomplish. For example, they can support program delivery, administrative work, and community engagement efforts.
Nonprofit volunteers may be enlisted to perform duties such as:
- Assisting with the setup and execution of events like fundraisers, community outreach programs or special functions.
- Helping with administrative tasks such as filing, data entry, phone calls, scheduling and other clerical duties in the nonprofit’s office.
- Organizing or participating in fundraising efforts, such as running donation drives, contacting donors or managing online fundraising platforms.
- Engaging with the community by distributing flyers, canvassing or representing the organization at community events to spread awareness of its mission.
- Helping to prepare and serve food at shelters, soup kitchens or food banks, as well as distributing food to people in need.
- Providing transportation to individuals for medical appointments or delivering goods like meals or donated supplies.
- Participating in environmental cleanup activities such as park maintenance or community beautification projects.
- Offering medical, dental or mental health support services, if qualified, or assisting licensed professionals in community health initiatives.
- Working in homeless shelters or animal shelters to provide care to residents.
- Participating in advocacy campaigns or conducting research related to the nonprofit’s mission.
- Assisting with IT needs such as website updates, troubleshooting software or hardware or providing tech training for staff and volunteers.
- Acting as a guide, information desk volunteer or greeter for museums, historical sites or other nonprofit facilities that are open to the public.
Volunteers and volunteer programs are crucial to nonprofit operations because they:
- Provide additional manpower and support for programs and services
- Help to reduce operational costs and stretch limited budgets
- Bring diverse skills and perspectives to the organization
- Enable organizations to reach a wider audience and serve more people
- Facilitate community engagement and involvement
- Support fundraising efforts and special events
- Enhance an organization’s capacity to respond to emergencies and crises
- Foster a sense of community ownership and responsibility
- Enable more personalized and compassionate service delivery
- Help to build a network of advocates and supporters
Recruiting and entrusting volunteers to carry out these responsibilities requires a dedicated team and process to ensure volunteers can best serve the organization.
What Is Volunteer Management?
Volunteer management is the process of recruiting, directing, assisting and providing resources to volunteers as they perform various tasks for a nonprofit. In general, volunteer management encompasses most or all of the following:
- Coordinating and overseeing volunteer activities: Ensuring that all volunteer efforts are aligned with the organization’s goals and managing day-to-day operations to keep everything running smoothly.
- Recruiting volunteers for various roles and tasks: Conducting outreach and promoting opportunities for individuals to fill specific positions or perform specific tasks.
- Training and orienting volunteers to their responsibilities: Providing volunteers with the necessary knowledge and skills to perform their duties effectively, while familiarizing them with the organization’s mission and culture.
- Assigning and scheduling volunteer duties: Matching volunteers to tasks that align with their skills and availability and creating schedules to ensure coverage and efficiency.
- Monitoring and evaluating volunteer performance: Regularly assessing how well volunteers are meeting expectations, providing feedback and identifying areas for improvement.
- Providing support and resources to volunteers: Offering guidance, materials and assistance to help volunteers perform their tasks effectively.
- Recognizing and rewarding volunteer contributions: Acknowledging and celebrating the efforts of volunteers through various forms of appreciation, such as awards or public recognition.
- Managing volunteer records and documentation: Keeping track of important information about volunteers, such as contact details, hours worked, roles assigned and performance evaluations.
- Ensuring compliance with relevant laws and policies: Making sure that volunteer activities follow legal requirements, such as background checks, liability coverage and safety regulations.
- Facilitating communication between volunteers and organization staff: Maintaining open and clear lines of communication between volunteers, team leaders and staff to promote collaboration and address any issues.
The Importance of Volunteer Management in Nonprofit Organizations
Volunteer management plays a critical role in nonprofit organizations’ success, going beyond simply recruiting volunteers to enhance the organization’s ability to achieve its mission and goals.
By creating a structured volunteer program, nonprofits can deliver their services much more efficiently and effectively, especially if volunteers are placed in roles where they can make the most impact. Volunteer management also helps to build a strong and committed volunteer workforce by making sure that volunteers are properly trained and prepared for their responsibilities. This, in turn, leads to higher volunteer satisfaction and retention rates.
Having a strong volunteer program fosters a positive and collaborative organizational culture, building and strengthening relationships with both the community and stakeholders. Volunteer management programs also provide opportunities for volunteers to develop new skills and grow personally, which further motivates their commitment.
On a logistical level, having a formal volunteer management process helps nonprofits manage risks by ensuring compliance with legal and ethical standards, which protects both the volunteers and the organization. In the long term, strong volunteer management enhances the organization’s reputation and credibility, positioning it as a trusted and effective force for good in the community.
How to Create a Volunteer Management Process
Enlisting the help of volunteers for a one-off event might seem like a simple process — put out a call for volunteers, assign time slots and tasks, designate someone to check people in and show them what to do — but creating a formal process will ensure all team members (including volunteers) are on the same page and will greatly improve communication and understanding around volunteer expectations.
Before setting out to create a volunteer management program, it helps if nonprofit teams understand the essential components of a successful program:
- Recruitment: Identifying the need for volunteers and attracting individuals to join the organization
- Screening: Evaluating potential volunteers through applications, interviews, background checks and references to ensure they are a good fit for the organization
- Assignment: Matching volunteers with appropriate roles and tasks based on their skills, interests and availability
- Supervision: Providing ongoing support, guidance and oversight to ensure volunteers are effectively fulfilling their roles
- Recognition: Acknowledging and appreciating the contributions of volunteers through various methods such as awards, events and public recognition
- Retention: Implementing strategies to keep volunteers engaged and motivated, fostering a positive volunteer experience to encourage long-term commitment
Once these elements are understood, nonprofit teams can move on to actually creating the program. Again, there is much more involved than simply inviting volunteers to show up! The process begins long before volunteers step up into their roles.
- Assess organizational needs: Begin by identifying areas within the organization where volunteers can add value. This involves analyzing current programs and services to determine where additional manpower is needed and what tasks would benefit from volunteer assistance.
- Define volunteer roles: Once needs are assessed, create clear and detailed descriptions for each volunteer role. These should outline the responsibilities, qualifications, time commitments and any special skills required, ensuring that volunteers understand what is expected from them.
- Make a plan for recruiting: Develop a strategy for attracting volunteers. This might include using online platforms, reaching out to community groups, hosting recruitment events or leveraging social media to promote opportunities. The plan should be tailored to the organization’s target audience.
- Develop screening criteria: Establish a screening process to ensure volunteers are well-suited for the roles. This can involve reviewing applications, conducting interviews, checking references and performing background checks to confirm that volunteers align with the organization’s mission and standards.
- Develop orientation and training materials: Prepare comprehensive resources to onboard new volunteers. These materials should introduce them to the organization, its mission and values, while also providing role-specific training to ensure they are well-equipped to perform their duties.
- Determine who will supervise and support volunteers: Assign staff or experienced volunteers to supervise and offer ongoing support. These supervisors will guide volunteers, provide feedback, address concerns and ensure they have the resources needed to succeed.
- Develop performance evaluations: Create a system to regularly assess volunteer performance. Evaluations should offer constructive feedback, recognize strengths and address any areas for improvement.
Creating a plan with this level of detail will set all participants up for success and solidify your organization as one that people will get excited to volunteer for!
Volunteer Management Software & Tools
Technology can greatly enhance and streamline the volunteer management process, as well as the overall volunteer experience. Consider leveraging any of the following tools as you build your volunteer program.
Volunteer management software
Platforms like VolunteerHub, Better Impact or Volgistics offer comprehensive solutions for managing all aspects of volunteer programs. These tools enable organizations to streamline volunteer recruitment by posting opportunities online and tracking applications. They also simplify scheduling, allowing both staff and volunteers to view, manage and update assignments in real time. These platforms often include communication features, such as mass email or text messaging, to send out updates and reminders.
Communication tools
Platforms like Slack and Microsoft Teams facilitate real-time communication and collaboration between volunteers and staff. These tools offer features such as group chats, direct messaging, file sharing and even video conferencing, making it easy for volunteers to stay connected and receive timely updates. They enhance coordination and allow for quick problem-solving, ensuring that everyone involved is aligned and working effectively together.
Database management systems
Tools like Salesforce or Little Green Light help nonprofits manage volunteer data efficiently. These systems store critical volunteer information, including contact details, hours worked, roles filled and engagement history. They enable organizations to track volunteer participation over time, manage relationships and generate reports for evaluating the impact of volunteers. The insights gained from these systems help in building stronger, data-driven volunteer programs.
Online recruitment platforms
Websites like VolunteerMatch and Idealist connect nonprofits with potential volunteers by allowing organizations to post detailed descriptions of available opportunities. These platforms make it easier to attract volunteers who align with the organization’s mission and needs. Potential volunteers can search for roles based on their interests, location and skills, which helps nonprofits find qualified individuals more efficiently.
Training and learning management systems (LMS)
Tools such as Moodle or TalentLMS provide platforms for delivering and tracking volunteer training programs. These systems allow organizations to create structured courses, upload training materials and track volunteer progress through lessons or assessments. By ensuring that volunteers have completed the necessary training, these systems help prepare them for their roles and maintain consistent performance standards across the organization.
Survey and feedback tools
Platforms like SurveyMonkey or Google Forms help nonprofits collect feedback from volunteers about their experiences, training and the overall management process. These tools can also be used to gather input on program effectiveness or potential areas for improvement. By regularly soliciting feedback, organizations can make data-driven decisions to refine their volunteer programs and address any concerns that arise.
Social media and marketing tools
Tools like Buffer or Hootsuite help organizations promote volunteer opportunities, share success stories and engage with the community through social media. Nonprofits can schedule posts, manage multiple accounts and analyze performance metrics to keep their outreach efforts consistent and effective. By using these tools, nonprofits can raise awareness about their volunteer programs and attract more individuals to get involved.
Tips for Volunteer Managers & Coordinators
Developing best practices for coordinating volunteers can go a long way in ensuring the longevity and consistent success of any volunteer program. Consider the following tips as you build and refine your own program.
Ensure volunteers understand their roles, responsibilities and expectations.
From the very beginning, clear communication is the key to successful volunteer engagement. Provide detailed role descriptions and outline specific tasks, expectations and goals so volunteers know exactly what is required of them. This clarity helps prevent misunderstandings, reduces frustration and helps volunteers feel confident in their roles, which in turn creates a more organized and effective program.
Provide comprehensive training and ongoing support.
Proper onboarding and training equip volunteers with the skills and knowledge they need to perform their tasks. Continuous support ensures they can ask questions and receive guidance and feedback as they navigate their responsibilities. Providing both initial training and ongoing learning opportunities keeps volunteers engaged and capable, helping them to perform at their best and feel valued.
Regularly acknowledge and thank volunteers for their contributions.
Express gratitude, whether through verbal appreciation, written notes, awards or special events, to make volunteers feel appreciated and valued. Consistently recognizing their contributions not only boosts morale but also encourages long-term commitment and loyalty, and can even attract new recruits!
Establish channels for volunteers to provide feedback and suggestions for improvement.
Creating a feedback loop allows volunteers to share their experiences, concerns and ideas for improvement. Provide regular opportunities for volunteers to voice their opinions through surveys, suggestion boxes or one-on-one check-ins so they feel heard and valued. Their insights can lead to improvements in processes, making the program more efficient and volunteer-friendly.
Delegate tasks appropriately to fulfill organizational needs.
Match volunteers’ talents, skills and interests with the organization’s requirements to maximize their effectiveness. By carefully matching volunteers to tasks that suit them, they can contribute meaningfully while enjoying their work. Proper task delegation ensures that both the organization and volunteers benefit from a mutually rewarding experience.
Accommodate volunteers’ schedules and preferences whenever possible.
Volunteers are often balancing other commitments, so accommodating their availability can reduce stress and make them more likely to continue volunteering. Offer flexible shifts or allow volunteers to choose tasks that fit their preferences to create more positive and long-lasting relationships.
Facilitate opportunities for volunteers to connect with each other.
Encouraging social interaction among volunteers can enhance their experience and create a sense of camaraderie. Host team-building events, meetups or group projects so volunteers can form bonds, making their work more enjoyable and fostering a sense of belonging. A connected volunteer community often leads to stronger engagement and retention.
Regularly evaluate and refine volunteer management processes based on feedback and outcomes.
Continuous improvement is essential for maintaining a successful volunteer program. Regularly assess the effectiveness of current processes, seek feedback from volunteers and review program outcomes to make necessary adjustments. By being responsive and adaptable, volunteer programs can remain effective, efficient and aligned with the organization’s goals.
Ensure compliance with relevant laws, regulations and ethical standards.
Maintaining legal and ethical standards protects both the organization and the volunteers. This involves ensuring compliance with labor laws, background checks, liability coverage and data protection regulations. Having clear policies in place — and keeping volunteers informed about these requirements — ensures a safe, fair and ethical volunteer environment.
Develop strategies to foster long-term commitment and retention.
Retaining volunteers is as important as recruiting them. Building strong relationships, offering opportunities for skill development, providing leadership positions and creating a positive volunteer experience can encourage long-term commitment. By recognizing volunteers’ achievements, giving them a voice in decision-making and supporting their personal growth, organizations can foster loyalty and retain dedicated individuals over the long term.
No matter how big or small your nonprofit organization, mastering the art of volunteer management is key to ongoing success. By implementing the strategies and tools mentioned in this blog post, you can maximize the impact of your volunteers and strengthen your organization’s ability to achieve its mission.
If you’re a current or aspiring nonprofit professional looking to take your leadership skills to the next level, explore the University of San Diego’s Master of Science in Nonprofit Leadership and Management (MSNP) program to level up your career — and your organization’s impact.