Your volunteers are a valuable asset. Their effectiveness will have an impact on your organisation. What’s more, once you’ve recruited trusted volunteers, you don’t want to lose them, so it’s essential to take a strategic approach to volunteer management. This includes training, supervision and recognition of the people who do your organisation’s valuable work. Here’s our guide on how to manage volunteers.
Creating a volunteer-centric culture
Creating a positive company culture for volunteers is just as important as the one you have created for your employees. Including the work of volunteers in your values should enable them to feel part of the mission.
Think about:
- Creating an employee handbook/culture book for volunteers.
- Incorporate volunteer stories into your branding and marketing.
- Inform employees about volunteer success stories.
Be clear on expectations
Clear communication channels are key to volunteer management. Goals, expectations, and the impact of their work need to be clearly articulated. This includes providing detailed job descriptions, schedules and any training that’s needed.
Consider:
- Creating job description templates for volunteers at all levels.
- Conducting a training needs analysis to establish what is needed.
Match opportunities to skills and interests
Your volunteers are likely to have a diverse range of skills and interests to tap into. By taking the time to understand their strengths and passions you can offer a real sense of fulfilment.
Invest in training and development
While volunteers don’t typically receive compensation, investing in their training and development can reap rewards. Volunteers are likely to stay with you if you provide relevant training sessions, resources and mentorship opportunities to help them grow personally and professionally. This will help to enrich their volunteer experience.
Recognise and reward
Don’t underestimate the power of appreciation. For volunteers giving up their time and resources, acknowledging their commitment and impact is essential. There are numerous ways to demonstrate appreciation. These include formal recognition events, newsletters, or just personalised thank you notes and gifts. Even a small gesture to signal appreciation goes a long way.
Set up clear feedback mechanisms
Allow a clear line of communication for volunteers to offer feedback. This will help them to share their thoughts and ideas. This two-way dialogue helps improve volunteer programmes but will also strengthen the bond between your charity and its volunteers.
- Are the volunteers clear on who and how they feedback/speak to a member of staff?
- Consider volunteer surveys to check in periodically and understand if they need additional support.
Be flexible and inclusive
With a diverse range of volunteers comes a need to accommodate various lifestyles and commitments. Flexibility is therefore key. Creating an inclusive environment that welcomes individuals from different backgrounds will ensure that everyone feels included.
Look after their wellbeing
Volunteers, like any workforce, can experience burnout. It’s therefore essential to monitor their workload, as you would an employee, and be aware of the signs of exhaustion and burnout.
Consider:
- Signposting volunteers to wellbeing resources that could be useful.
- Checking on wellbeing during volunteer feedback communications.
Volunteers are often the unsung heroes who bring your work to life. By adopting a strategic and people-centric approach to volunteer management, you can optimise their impact and create a fulfilling and lasting partnership.
Managing volunteers – FAQs for managers
Do I need to provide contracts or written agreements for volunteers?
While volunteers don’t have employment contracts, it’s good practice to provide a volunteer agreement outlining roles, responsibilities, expectations, and policies. This protects both your organisation and the volunteer, and helps prevent misunderstandings about the nature of the relationship.
What insurance considerations do I need for volunteers?
You should ensure your public liability insurance covers volunteers’ activities. Consider employer’s liability insurance extension and personal accident insurance for volunteers. Always check with your insurance provider about specific coverage for volunteer activities and any exclusions that might apply.
How do I handle poor performance or misconduct from a volunteer?
Develop clear policies outlining acceptable behaviour and performance standards. Address issues promptly through informal discussions initially, then formal meetings if problems persist. Document all conversations. Remember that whilst volunteers can’t be dismissed like employees, you can terminate the volunteer relationship if necessary.
Are there legal requirements around DBS checks for volunteers?
This depends on the nature of your work. If volunteers work with children or vulnerable adults, DBS checks are likely required. The level of check needed varies by role. Always check current government guidance and consider seeking legal advice if you’re unsure about requirements for your specific activities.
How can I attract younger volunteers to balance an ageing volunteer base?
Consider offering micro-volunteering opportunities, skills-based volunteering, flexible timing, and digital engagement options. Partner with universities, use social media for recruitment, and ensure your volunteer opportunities align with younger people’s desire for meaningful impact and skill development.
What’s the best way to onboard new volunteers?
Create a structured induction process including an introduction to your organisation’s mission and values, role-specific training, health and safety briefings, and assignment of a buddy or mentor. Provide all necessary resources and ensure they feel welcomed and prepared for their role.
How often should I check in with volunteers?
Regular check-ins are essential – we recommend monthly for new volunteers and quarterly for established ones. Use both formal reviews and informal conversations. Annual surveys can provide broader insights into volunteer satisfaction and areas for improvement.
How do I manage volunteers who want to take on more responsibility?
This is a positive challenge! Consider creating volunteer leadership roles, offering additional training opportunities, or involving them in strategic planning. Some volunteers may be interested in joining your board or becoming ambassadors. Always ensure additional responsibilities are matched with appropriate support and training.
What should I do if a volunteer’s circumstances change and they can no longer commit?
Be understanding and flexible. Life circumstances change, and volunteers shouldn’t feel guilty about stepping back. Maintain positive relationships – they may return later or recommend others. Consider offering different types of opportunities that might suit their new circumstances, such as seasonal or one-off activities.