As a nonprofit professional, you understand the challenges of managing a robust volunteer program. From hurdles like volunteer recruitment and burnout to all too common mistakes like disorganized training, it’s not easy to run an effective program, even if you have the best intentions. A strong management strategy can combat these issues and make your volunteer program a more positive and productive experience.
In this guide to improving your nonprofit’s volunteer program, we’ll discuss five strategies for managing your volunteers and helping them thrive in their roles. We’ll cover everything from showing appreciation to finding the best software partner or consultant.
1. Invest in volunteer management software.
Investing in volunteer management software can help you build loyalty and long-term relationships with volunteers. For example, volunteer management software can aid in:
- Closing communication gaps
- Breaking down data silos
- Standardizing training
- Providing a central hub for volunteers’ data like their contact information, skills, and availability
Look for software that allows your organization to integrate multiple applications into one system, so you can easily connect your volunteer management and communication tools. For nonprofits using these tools, research native apps to find a volunteer management solution that will integrate with your current software.
To improve your volunteer program’s use of technology, consider taking training courses. These professional programs can help you better understand top volunteer management tools and how they can be used to recruit, motivate, and appreciate your volunteers.
2. Offer positive, engaging experiences.
Just as engaging fundraising ideas drive donations, engaging volunteer experiences drive long-term support. However, you don’t necessarily have to turn each step of the process into an exciting event. For example, giving volunteers the skills they need to excel in the responsibilities they signed up for can cultivate high volunteer engagement in and of itself.
To make the volunteer experience more engaging, employ the following strategies:
- Train your volunteers. Set your volunteers up for success by training them in the skills they need to complete their assigned tasks. Not only does this cut down on miscommunications and mistakes, but it also makes volunteers feel like they’ve gained something valuable by working with your nonprofit. When a volunteer finishes training for a specific role, note it in your CRM to improve volunteer scheduling later.
- Clearly designate their responsibilities. Outline the tasks you want your volunteers to complete so there is no confusion about what they should help out with.
- Ask for (and listen to) their feedback. Check in with your volunteers regularly to gauge how they feel about the program. Implement an anonymous survey system to ensure you receive honest answers, or have volunteer managers ask volunteers for feedback directly to give them the space to expand on their answers and respond to follow-up questions. Be sure to acknowledge any feedback you receive and identify recurring trends to inform positive changes to your volunteer program.
An engaging experience will motivate volunteers to continue working with your nonprofit, particularly if they feel that communication with your organization is a two-way street.
Your volunteer management tools can be essential here. Fíonta’s guide to Blackbaud Raiser’s Edge emphasizes the role a customizable, secure software system can play in managing day-to-day nonprofit operations. For a volunteer program, this might mean tracking individual volunteers’ journeys to pair them with optimal opportunities and ensure they always get the assistance they need to succeed.
3. Leverage volunteer grants.
Volunteer grants can benefit any organization with a reliable volunteer program. Double the Donation defines volunteer grants as “corporate giving programs that encourage volunteerism in communities where employees live and work.” In other words, volunteer grant programs encourage eligible community members to support local nonprofits, knowing that their work will be accompanied by a monetary contribution from their employer.
Volunteer grant programs benefit your nonprofit by:
- Increasing funding. Employers with a volunteer grant program will donate to the nonprofits where their employees volunteer. This means nonprofits can earn funding from the work that their volunteers may have planned to do anyway.
- Encouraging volunteerism. A volunteer grant gives employees an incentive to volunteer with local nonprofits. Because these grants give the nonprofit additional funding based on the time the employee spends volunteering, they may feel more compelled to volunteer to boost their contribution to the cause.
Additionally, many corporations with volunteer grant programs also have volunteer time off (VTO) programs. VTO are paid time off hours specifically earmarked for volunteering. This allows employees to volunteer during their normal work hours without sacrificing a paycheck, leading to more volunteers for nonprofits like yours.
However, many potential and active volunteers don’t take advantage of these programs because they’re not aware of them. A strong volunteer management system can help your organization identify these opportunities by centralizing donor data (such as employer information) and opening channels for communication. That way, you can more easily ask donors to check their volunteer grant and VTO eligibility.
4. Schedule social events.
One popular reason for volunteering is to meet new people with similar interests. Setting up social events that allow volunteers to get to know one another can help facilitate these relationships.
While nonprofits can host social events like holiday parties or dinners at local restaurants, your organization can also encourage new friendships during the volunteering process. For example, schedule a group of volunteers to work on a campaign at the same time so they have the opportunity to chat together.
Encouraging your volunteers to socialize can:
- Strengthen community ties.
- Help them meet new people with common interests.
- Get them excited about volunteering because they will look forward to meeting up with new friends.
If your organization understands its volunteers’ interests and personalities well, it may be able to form groups or pairs of volunteers who are likely to hit it off. Another strategy for facilitating relationships between volunteers is to group them based on demographic factors like age. For example, younger supporters may enjoy working with others, and they will likely have more in common with volunteers in their age group.
If your nonprofit has a large volunteer program but struggles to build a strong community, volunteer management software can help. Software that can host volunteer profiles, help manage events, and record volunteer engagement can provide your nonprofit with accurate volunteer data that will inform how you facilitate volunteer socialization opportunities. To build a strong network of volunteers, your organization may need to consider switching to a CRM with the functionality you need.
5. Show your appreciation.
Stewarding relationships with volunteers is just as important as stewarding your donors. While donors help you stay up and running with financial contributions, your volunteers give their time and energy to furthering your mission.
Showing your volunteers you value them can go a long way toward building deep, personal relationships that encourage years of dedicated support. A few ways to show your appreciation for their hard work include:
- Saying thank you. Express gratitude to your volunteers through thank-you letters or emails. To make these messages more personal, consider calling volunteers on the phone and thanking them in person each day after they finish their shifts. Be conscious of communication preferences, as well. For instance, younger volunteers might be happy with a message via Facebook, whereas older supporters appreciate a letter in the mail.
- Recognizing volunteers publicly. Honor your top volunteers at your next fundraising event or highlight them on your organization’s social media account. The best way to track their hard work is through volunteer management software that can record their hours worked, note their responsibilities, and track other preferences that may be useful for determining how you’ll recognize them.
- Participating in volunteer holidays. Holidays such as National Volunteer Week and International Volunteer Day are dedicated to recognizing volunteers’ hard work. Plan a fun weekend event with games and snacks for your volunteers and their families to honor their contributions.
Showing your volunteers that you appreciate them is key to cultivating a personalized connection with your organization. Connect your CRM, your messaging tools, and volunteer software to track every part of volunteers’ experiences with your nonprofit. This ensures you can send proper volunteer thank-you letters to recognize milestones, reference specific details to add a personal touch, and never miss an important date, like a birthday or volunteer anniversary.
While it can be difficult to juggle tasks related to your volunteer program with other responsibilities, maintaining a robust volunteer program is crucial. Without a crew of dedicated volunteers, your intense year-end fundraiser or elaborate capital campaign wouldn’t be possible. Choosing volunteer management software that helps you organize data and streamline the volunteer process can help you create a strong program your supporters will want to return to year after year.
About the Author
Karin Tracy
Karin Tracy, VP of Marketing at Fíonta, is a seasoned designer and marketer with a passion for serving nonprofit organizations and being a small part of bettering the world. She is a certified Pardot Consultant and Marketing Cloud Email Specialist, a fan of automation and reporting, a lover of animals, and devourer of popcorn.
At Fíonta, Karin drives marketing efforts for all internal and external projects. Her direct service work is focused primarily on marketing strategy and automation for Fíonta’s MCAE (Pardot) clients.
