Volunteer Management: A guide for Non-Profits

Volunteer management at nonprofit organizations

Anyone working in the nonprofit sector knows just how vital volunteers are. Volunteers can help with everything from fundraising to emergency response. In fact, some nonprofits wouldn’t exist at all without volunteers. While volunteer management may seem stressful and overwhelming, the right planning and preparation can simplify and streamline welcoming volunteers to your organization.

Let’s put the impact of volunteers into perspective. According to the Survey on Giving, Volunteering and Participating, in 2023:

Almost three out of four Canadians (73%) volunteered;

Canadian volunteers dedicated 1.2 billion hours to formal volunteering activities; and

On average, people who volunteered dedicated 173 hours.

Are you considering how volunteers could benefit your organization?

Volunteers are essential to so many nonprofits. However, because volunteers don’t receive compensation and aren’t considered employees under employment standards legislation, they have fewer obligations to the organization and can leave their position at any time. This makes proper volunteer management crucial. Managing volunteers effectively involves attracting, recruiting, and supervising volunteers, while keeping them engaged, in much the same way as your paid employees.

To help your nonprofit organization make the most of your volunteers, we put together a complete step-by-step guide with tips to help you through your journey!

Volunteers versus paid positions

When your nonprofit has a mix of volunteers and paid employees, it’s best to keep their job duties and job titles distinct. As you plan for different roles in your organization, consider these questions:

What tasks need to be completed by employees?

What skills and qualifications do employees need to complete their tasks?

What tasks need to be completed by volunteers?

What skills and qualifications do volunteers need to complete their tasks?

Clearly outline the difference between employee duties and volunteer duties. This distinction can help prevent conflicts that may occur if volunteers and paid staff complete the same work, but one receives pay and the other doesn’t. Also, be sure that your volunteers are properly classified. Consult your jurisdiction’s employment standards legislation to understand what exactly makes someone an employee or not and ensure that any volunteers are treated appropriately.

1. Create a job description for volunteer positions

Now that you have determined the differences between an employee and a volunteer, create job descriptions for your volunteer roles. Job descriptions help you match the best candidate to the role and can also help a potential volunteer determine whether the role aligns with their skills, interest, and availability before committing to it. Job descriptions also communicate and clarify expectations and reduce confusion. A volunteer will know what tasks and responsibilities are expected of them when a job description is in place.

When writing your volunteer job description, keep these best practices in mind:

Write clear and compelling descriptions.

Outline the responsibilities of the roles and the skills required.

Communicate the expected time requirements of the position.

Specify the training and support volunteers will receive.

Explain how the role contributes to your organization’s goals and mission. Volunteers want to know they will be making a difference!

Volunteer management tip

When responsibilities are clearly communicated, volunteers know what to expect and are likelier to stay with an organization. Not a fan of writing job descriptions? We have tools and templates for that!

2. Start recruiting volunteers

Recruiting is a great way to connect with potential volunteers, as well as to spread the word about your nonprofit. Not sure where to start?

Here are a few volunteer recruitment ideas:

Host a recruitment event. Schedule in-person or virtual informational sessions as a way for potential volunteers to learn about your organization, meet the staff, and see what opportunities are available.

List your volunteer opportunities with a local volunteer centre, in the local newspaper, or on websites and databases geared towards volunteers.

Post about new opportunities on your organization’s website and social media.

Share upcoming opportunities with your donors. This is a great way to keep your donors engaged and encourage involvement with your organization.

Reach out to current volunteers. Word of mouth is one of the best recruitment strategies! Invite your volunteers to share opportunities with their network and encourage them to bring a friend to your next event.

Form meaningful partnerships in your community and engage volunteer teams, such as school groups or corporate teams.

Make it as easy as possible for people to get involved. Before you start recruiting, check that your website is up to date and include a simple online form where volunteers can apply for positions or sign up to learn more.

3. Screen and select your applicants for better volunteer management

It may be tempting to accept any volunteer, especially if you need extra help. However, finding a good fit for the opportunity or even tailoring an opportunity to a volunteer’s skills and needs will be more beneficial in the long run. Consider following a recruitment process just like you would for a paid position. Ask for a résumé and go through a formal selection process to help you evaluate a volunteer’s skills, qualifications, and commitment level early on.

Here are some interview questions you can ask during the volunteer selection process:

What makes you a good fit for this volunteer position?

Can you describe your previous volunteer experience?

What skills can you bring to this position?

What accomplishments are you most proud of as a volunteer?

Do you prefer to work with a team or by yourself?

Why would you like to volunteer for our organization?

Remember, interviews are a two-way street. While you assess the fit of a potential volunteer, you also want to sell the role. Volunteers help contribute to your organization’s goals, but what will they get out of volunteering? Whether it’s gaining experience, developing additional skills, or contributing to a worthy cause, make sure to emphasize the benefits of joining your nonprofit as a volunteer. After selecting your volunteers, remember to complete a reference check and, where necessary for a role, police record checks or vulnerable sector checks.

4. Onboard and train your new volunteers

Just like employees need a thorough onboarding process, volunteers also need orientation and training to help them perform their responsibilities safely and effectively. Outline duties, responsibilities, and expectations to the volunteer and provide them with copies of your organization’s policies and procedures that are relevant to the position. Volunteers, like employees, also need training on topics like accessibility, workplace violence and harassment, and occupational health and safety, including workplace hazards.

Also, be sure to provide role-specific training so that the volunteer feels confident in taking on their assigned tasks. Depending on the roles and duties, training could include watching a quick video, reviewing documents, or attending multiple training sessions. Consider assigning all new volunteers a mandatory training shift. Remember to keep an active role throughout the onboarding process. Check in with your volunteers often to see how things are going and to address any concerns.

Volunteer management tip

Resolve issues or concerns with volunteers promptly. Avoiding issues or concerns may decrease morale, lower quality of service, or even damage your reputation. Keep confidential records of a volunteer’s performance and any disciplinary action. These records will be useful if you’re asked to be a reference after a volunteer leaves your organization.

5. Keep your volunteers engaged

You may have a stellar team of volunteers, but how do you keep them engaged and eager to continue volunteering with your nonprofit? It’s important to understand a volunteer’s motivations and interests. If they don’t find fulfilment in a position or it doesn’t meet their personal goals, they’re likelier to leave. Try to tailor each volunteer’s experience towards their goals. For example, is a volunteer there to learn new skills? Find out what skills they hope to develop and offer opportunities for them to develop them.

Additional volunteer engagement strategies to try:

Communicate consistently. Whether it’s through e-mail, text, or an app, communicate consistently and ensure all volunteers are aware of any changes that may affect them, especially time-sensitive updates. Send shift reminders, announcements, and thank you e-mails.

Create leadership opportunities. Offer your most passionate volunteers the opportunity to take on leadership opportunities, such as leading an event or other volunteers. Show that you value their skills and commitment.

Encourage a sense of community. Many people volunteer to meet like-minded people. Aim to create an environment that nurtures friendships and connections.

Volunteer management tip

Use a survey tool to gather information from your volunteers about what interests them, why they’re there, and what they hope to get from their volunteer experience. Volunteer management relies on feedback. The feedback can also help you improve your operations or organizational culture. With our Sur v ey and Forms tool, you get access to ready-to-use templates to help you collect real-time feedback!

6. Recognize your volunteers

Showing your volunteers that you value their commitment can go a long way to help with retention. There are many ways to recognize your volunteers. First, consider their reasons for volunteering. If they want to make a difference, let them know the impact they’re making. A study by Volunteer Canada found that 80% of volunteers want to be recognized by being told the impact of their work, yet less than 60% of organizations do so. It’s important to provide meaningful recognition that’s timely and honest.

Here are a few other ideas to show your volunteers appreciation:

Send personalized thank-you notes.

Host a volunteer appreciation event or awards ceremony.

Provide verbal acknowledgement of a job well done.

Create a thank-you video for your staff or the community.

Hand out T-shirts, tote bags, or other branded swag.

Highlight a volunteer of the month in your newsletter.

Volunteer management tip

Have long-time volunteers you want to recognize? Celebrate their milestones and submit applications for regional and national volunteer awards on their behalf.

Ready to improve the volunteer onboarding management process at your organization?

Volunteers are invaluable resources to nonprofit organizations. By going through each of our suggested steps, you can set up your organization and your volunteers for success.

See how our HR and health and safety software can help simplify employee or volunteer management at your organization. If you have questions or could use some guidance along the way, our Live HR Advice service provides clients on-demand support from a team of Canadian HR and health and safety professionals. Connect with us to schedule a free demonstration of our services and support at a time that fits your schedule.