Volunteer Management

Most nonprofit organizations rely on volunteers to help them carry out their mission.  From assisting with the annual fundraiser to stuffing envelopes or helping with daily programming, volunteers are an important resource to nonprofits.  This is why your organization should have a volunteer management plan in place to protect this important asset.

A written plan helps the organization manage its volunteers effectively.  It can help determine why people volunteer with your organization and how to keep volunteers over the long term.  The plan should address items such as recruitment, orientation, supervision, and recognition. 

How does the organization recruit volunteers?   Are volunteers recruited for specific duties or is a general call out for volunteers made?  Volunteer opportunities should align with the organization’s goals and mission.  Plan ahead and determine the number of volunteers needed and for what purpose before the year starts.  Consider new areas where volunteers could be utilized.  There’s nothing worse than having willing volunteers with no place to use them. Also, consider the interests of the volunteers.  Do they have specific skills or knowledge that would benefit your organization in a specific role? 

Once you have attracted your potential volunteers, do they need to undergo any type of screening or background check prior to starting?  Oftentimes, nonprofits will require some type of screening before an individual can volunteer with the organization, especially if they will be working with children.  This provides the safety of the individuals being served as well as protects the organization from placing an unsuitable individual in a volunteer role.  Your volunteers are representing your organization.  Failing to screen volunteers could create a huge liability for your organization.

What is the process for onboarding volunteers?  Similar to new employees or new board members, volunteers should go through an orientation process to learn about the organization, its mission, values, and activities.  Again, your volunteers are representing your organization so you want to make sure that they are fully knowledgeable of the organization.  After your volunteers have become familiar with the organization, they need to understand how they fit in.  Who is in charge of overseeing the work of volunteers?  Who do volunteers go to if they have a question?  Is there a written job description or roles and responsibilities document for volunteers?    

Finally, make sure you recognize your volunteers for all of their hard work.  Volunteers are not paid by the organization nor do they expect to receive any payment for their work.  They are there because they have a true passion for your mission.  But there are different ways that you can acknowledge your volunteers – a handwritten thank you, public recognition, a volunteer banquet, or a small token of appreciation.  Just make sure that they know how much the organization appreciates them!

Posted by: Carrie Minnich, CPA