Keeping your volunteer program organized and efficient is one of the top challenges of volunteer management. Whether you’re a small nonprofit or a large organization, having the right tools and systems in place can make all the difference between chaos and impact.
From recruiting and onboarding to recognition and retention, we’ll cover everything you need to build and maintain an exceptional volunteer program. The best part? All these tools are customizable to fit your organization’s unique needs.
The Top 5 Volunteer Management Tips and Templates
Volunteer Position Descriptions
Every role needs a clear description. Here’s a template you can use:
Position Title: [Role Name]
Department: [Department]
Reports to: [Supervisor]
Time Commitment: [Hours per week/month]
Role Overview:
[2-3 sentences describing the position]
Key Responsibilities:
– [Specific duty 1]
– [Specific duty 2]
– [Specific duty 3]
Required Skills:
– [Skill 1]
– [Skill 2]
– [Skill 3]
Benefits:
– [Benefit 1]
– [Benefit 2]
– [Benefit 3]
Recruitment Message
A strong volunteer recruitment strategy starts with a compelling message that speaks directly to the heart of potential volunteers. Use the following framework to ensure that your message is clear, impactful, and motivating:
1. Start with the Need
The first step is to clearly define the problem that your organization is working to solve. This creates a sense of urgency and shows potential volunteers why their help is needed. Be specific about the challenge your community faces—whether it’s hunger, homelessness, education inequality, or environmental degradation—so volunteers understand the significance of the issue.
Example: “Our community faces a growing number of at-risk youth who are in desperate need of mentorship and support to stay in school and thrive.”
2. Share the Impact
Next, connect the volunteer’s involvement with the positive change they can create. Highlight the impact their time and efforts will have on the community, focusing on the tangible results of their contribution.
Example: “Your help will directly support these young people by providing mentorship, guidance, and a path to a brighter future.”
3. State the Commitment
Volunteers are more likely to engage when they understand the time commitment and can see that even small contributions matter. Clearly specify the time commitment and show how even a modest amount of time can have a big impact.
Example: “Just 3 hours per week can make a significant difference in the life of a young person, offering them the tools they need to succeed.”
4. Offer a Call to Action
End your message with a clear, actionable next step. Make it easy for potential volunteers to understand what they need to do to get involved and where they can sign up or learn more. The call to action should feel immediate and easy to follow.
Example: “Join us today by signing up on our website or contacting our volunteer coordinator at [email/contact] to start making an impact.”
Volunteer Application Form
Interested volunteers will need a simple way to donate their time. To do that, nonprofits should create a user-friendly application form that includes questions and prompts around:
Personal Information:
Full Name
Contact Details
Emergency Contact
Availability (days/times)
Areas of Interest
Experience:
Relevant Skills
Previous Volunteer Experience
Current Employment/Studies
Additional Information:
Why do you want to volunteer with us?
How did you hear about our organization?
References (2-3)
Orientation Checklist
Organizing any group of people can quickly become chaotic. To avoid confusion and help your volunteers start making an impact as soon as possible, you’ll want to develop a comprehensive onboarding checklist.
Your checklist might include items like:
✓ Welcome packet distributed
✓ Organization overview completed
✓ Policies & procedures reviewed
✓ Tour of facilities conducted
✓ Introduction to team members
✓ Safety procedures covered
✓ Login credentials provided
✓ First assignment scheduled
Communications
Every volunteer program needs consistent, tailored messaging to reach the right volunteers at the right time.
When getting your program started, you’ll want to consider messages like a welcome message, thank you messages, and ongoing engagement messages. Below are some templates to help you get started.
Welcome Email
Subject: Welcome to [Organization Name]!
Dear [Volunteer Name],
Welcome to the [Organization Name] family! We’re thrilled to have you join our team of dedicated volunteers.
Your orientation is scheduled for:
Date: [Date]
Time: [Time]
Location: [Location]
Please bring:
– Photo ID
– Completed application form
– Comfortable clothes
We look forward to meeting you!
Best regards,
[Your Name]
Volunteer Coordinator
Thank You Email (After First Shift)
Subject: Thank You for Volunteering, [Volunteer Name]!
Dear [Volunteer Name],
Thank you so much for volunteering with [Organization Name] today! Your time, energy, and dedication make a real difference, and we are so grateful for your support.
We hope you enjoyed your first shift. If you have any feedback or suggestions, please don’t hesitate to let us know.
We look forward to seeing you again soon!
Best regards,
[Your Name]
Volunteer Coordinator
Ongoing Engagement Email (Mid-program)
Subject: Keep Up the Great Work, [Volunteer Name]!
Dear [Volunteer Name],
We just wanted to take a moment to check in and say thank you for your continued dedication to [Organization Name]. Your hard work and commitment are truly making an impact.
As you continue your volunteer journey with us, we wanted to remind you of the upcoming events and opportunities for you to get more involved:
[Upcoming Event 1]
[Upcoming Event 2]
[Volunteer Training or Development Opportunity]
Please let us know if you have any questions or need additional support. We’re here for you!
Keep up the great work, and thank you again for everything you do!
Best regards,
[Your Name]
Volunteer Coordinator
Recognition Email (Milestone/Anniversary)
Subject: Celebrating [X] Months of Service – Thank You, [Volunteer Name]!
Dear [Volunteer Name],
Congratulations on reaching [X] months/years of service with [Organization Name]! We wanted to take this moment to thank you for your dedication, enthusiasm, and the positive impact you’ve made on our community.
Your contributions have been invaluable, and we are incredibly grateful for your continued support.
To celebrate this milestone, we’re hosting a small [event/celebration] on [date] and would love for you to join us. It’s a great opportunity to meet other volunteers and celebrate the collective efforts of our team.
Thank you again for being such an essential part of our volunteer community!
Warm regards,
[Your Name]
Volunteer Coordinator
Handle Your Volunteers With Ease — with Giveffect
Managing volunteer shifts efficiently is crucial for nonprofit organizations, and with Giveffect’s volunteer management system, it can become effortless.
Giveffect lets you:
Easily Create and Manage Shifts: Quickly create volunteer opportunities for your organization or specific groups. Whether you need to schedule a one-time event or recurring shifts, Giveffect’s intuitive system allows you to set up shifts with ease.
Streamline Operations and Productivity: All shifts and volunteer sign-ups are automatically saved to your nonprofit’s volunteer management system, streamlining operations and improving productivity. This paperless workflow not only saves time but ensures that all your volunteer data is stored in one central, accessible location.
Simplify The Check-in Process: Say goodbye to manual check-ins! With Giveffect, you can turn any mobile device—phone, tablet, or laptop—into a virtual volunteer check-in kiosk. Volunteers can easily check-in for their shifts, and all volunteer hour tracking is done online through Giveffect’s web-based platform.
Ready to find out if Giveffect is right for your organization? Schedule a free call with our consultants to learn more.
Frequently Asked Questions: Volunteer Management
What makes Giveffect different from other volunteer management systems?
Giveffect stands out through:
- Full integration with fundraising and donor management
- Automated workflows that reduce manual tasks
- Real-time reporting and analytics
- Mobile-friendly interface
- Customizable features
- Comprehensive communication tools
Is there a limit to how many volunteers or opportunities we can manage?
- No! Giveffect scales with your organization. You can manage:
- Unlimited volunteer profiles
- Unlimited volunteer opportunities
- Multiple locations
- Various programs
- Different volunteer types
- Multiple administrator accounts
- How do I recruit volunteers for my nonprofit organization?
To effectively recruit volunteers, it’s important to have a clear message that communicates the need for help, the impact volunteers can make, and how much time is required. Use multiple channels, such as social media, your website, local community groups, and word of mouth to spread the word.
Additionally, consider creating a compelling volunteer application and an easy sign-up process to make joining as simple as possible.
How can I schedule volunteer shifts easily?
Using a volunteer management system like Giveffect, you can quickly create and manage volunteer shifts. You can set up shifts for specific dates, times, and roles and share them via online calendars. Volunteers can sign up for shifts that work with their schedules, making it easier to manage availability and avoid scheduling conflicts.
How do I track volunteer hours?
Volunteer hour tracking can be streamlined using online tools like Giveffect. With this system, volunteer hours are automatically recorded when they check in to their shifts. You no longer need to manually log hours—everything is tracked and saved in your nonprofit’s volunteer management system.
How can I keep volunteers engaged over time?
Engaging volunteers consistently is key to maintaining long-term relationships. Regular communication is crucial—send updates, thank-you messages, and invitations to special events. Consider setting up recognition programs or sending out periodic surveys to gather feedback and improve the volunteer experience.
What’s the best way to onboard new volunteers?
The onboarding process should include clear communication about your organization’s mission, the specific tasks and responsibilities of volunteers, and any policies and procedures. To ensure volunteers feel confident and prepared, provide them with training or orientation sessions, either in person or online, and offer resources such as handbooks or online materials.
How do I recognize and thank volunteers for their contributions?
Volunteer recognition can take many forms. Regular “thank you” emails, social media shout-outs, and small tokens of appreciation (like certificates or thank-you notes) can go a long way in showing gratitude. Consider hosting annual recognition events or offering volunteers opportunities for skill-building and professional development as a form of acknowledgment.
Can I track volunteer engagement and impact?
Yes! A volunteer management system can help you track individual and group engagement. This includes tracking hours, the roles each volunteer is fulfilling, and any feedback they provide. This data can be used to evaluate the impact of your volunteers and improve future volunteer programs.
How do I handle volunteer scheduling conflicts?
Volunteer management software like Giveffect makes it easy to identify scheduling conflicts. If a volunteer is unable to attend their shift, they can either cancel or reschedule through the system, and the software will notify you of any changes.