So, you’re a volunteer coordinator.
There’s software to keep you organized and spreadsheets to print out and timeslots to fill. But how do you manage volunteers in a way that makes them feel like more than a number? After all, you couldn’t make things happen without them.
Build a relationship with volunteers
Learning what makes your volunteers tick is the first step towards leveraging their strengths and abilities. Once you know what they are most excited about or what made them want to volunteer with your organization in the first place, you might be able to really connect with them on a deeper level. Instead of puzzle pieces that need to fit in various roles and schedules, remember that volunteers are people. They have other jobs, family, passions, hobbies–all sorts of interesting things about them.
So start by getting to know them. Maybe it’s taking them out to coffee to hear their story or learn about how they got connected with your organization. Maybe it’s sending out a silly questionnaire including questions such as “What’s your spirit animal and why?” or “Where and how do you spend most of your free time?” You might learn about special talents that could be used or their unique quirks. Make sure to jot these notes down so you can keep them in mind for the future.
Building a relationship with volunteers is beneficial for both you and the volunteer. Not only do you get to know them better, but they get to know and trust you. Trust is an invaluable trait to have if and when some sort of issue comes up during an event.
Keep the communication clear and open
You’ve probably been on both the giving and receiving side of communication, and you know it’s vital to keep all communication clear and easy to understand. Of course you have countless things on your to-do list, but don’t let communication fall to the bottom of the list. Communication can come in all forms–emails, texts, phone calls, trainings, and even one-on-one meetings in person. Keeping volunteers in the know leads to more personal investment from them, better interactions with them, and a higher likelihood they will continue volunteering in the future. You are their primary point of contact with the organization, and they rely on you to learn what they need to know in order to do their job successfully. Make sure this line of communication is open on both sides by being available for questions or comments from them along the way.
Keep the momentum going–and follow-up! After an event there’s a lot to sort out, but make sure you reach out to volunteers soon afterwards. Thank them for their time, and ask for their thoughts about how it went and what can be improved next time. Host a debrief and thank you celebration night with ice cream for volunteers or send a personal thank you card in the mail. If you can’t manage that, send a thoughtful email with a survey to capture feedback for future events. Use the information you collected at the beginning and send a birthday card when the time comes or reach out with a friendly email when you find out they got a promotion at work, bought a new house, or rocked it at open mic night. Anything you can do to show volunteers how much you care about them goes a long way.
For tips on finding the best volunteer management software for your organization, check out Wild Apricot’s Top 10 Free Volunteer Management Software Tools.