Inspiration From Fellow Fundraisers: Crowdfunding Through the COVID-19 Crisis

This guest blog post was brought to you by DonorPerfect. Read the full article here.

Feeding Long Island’s residents and raising awareness about hunger for nearly thirty years, Island Harvest Food Bank is the largest hunger-relief organization on Long Island. In the wake of the COVID-19 crisis, the team at Island Harvest Food Bank knew that it was up to them to rally residents to combat the ever-growing need for food.

Island Harvest staff members needed to act fast and temporarily modify their business model to meet Long Island residents’ immediate need for food support. Their traditional model of generating and distributing donated food was not sustainable in the new climate, so they pivoted to a purchase-based model to feed as many families as they could right away. The hunger just couldn’t wait.

Island Harvest initially ordered $250,000 of specially designed meal boxes to distribute to families, seniors, veterans, and the immunocompromised who couldn’t leave their homes. When the time was right, Development Manager Ryan Haugstatter created a crowdfunding campaign with an initial goal of $250,000. To the delight of their entire organization, a community of 103 crowdfunding fundraisers joined with nearly 6,000 online contributors to raise an overall total of $955,712 in web-based donations (and counting!) in a matter of just three months!

7 Actions for Nonprofit Crowdfunding Success

You too can leverage crowdfunding to find similar success. Here are seven actions Island Harvest took to empower their community to support them through one of their greatest challenges.

Start with a small goal. Then build on it.

The team at Island Harvest set out with a clear and manageable goal of raising $250,000 to support the organization’s immediate response to their community’s hunger emergency. Ryan warns that setting the bar too high may discourage those who are unable to give large amounts from donating. He suggests, “Start smaller, and when you reach that particular goal increase it if you find the need is still there. Just explain where you can, the reason you’re upping your goal.”

Each time you increase your goal, you have another chance to promote your mission. In addition to spotlighting your crowdfunding campaign via social media and email, Ryan suggests updating your organization’s crowdfunding page, “What we do is we change the verbiage on the crowdfunding site, and we always make sure that we’re reflecting that the money that was raised is just as important as what we’re trying to raise right now. In our outreach, we always spoke about the need to raise funds with the need to support the organization’s mission and programs.”

Over the course of their campaign, Island Harvest adjusted their goal four times, from $250k to $500k to $750k to $1 million to $1.5 million. With the promotion of new, increased goals, Island Harvest even gained some repeat donors, coming back to give for their fifth time! The growing needs of Long Island’s residents required a continued appeal for the community’s help.

Be transparent about how you allocate crowdfunding dollars.

At Island Harvest, more than 94% of expended resources go directly to programs and services that support more than 300,000 Long Islanders facing hunger.

Knowing this builds contributors’ confidence in the organization. Ryan recommends that other nonprofits share this information with their constituents and be clear about what donors’ dollars are funding. “Twenty-five dollars was the amount that was able to purchase one family meal pack, which feeds a family for three to four days. I think also by breaking it down and letting [constituents] know what amount will go towards the purchase of these family meal packs, that also played a part in how much people were willing to give.”

Empower people to support you however they can.

Crowdfunding was an effective way for Island Harvest to fundraise because it enabled their entire community to participate in some way. Even if individuals were unable to donate money or could only contribute a small amount, they could feel connected to the mission by creating a peer-to-peer fundraising page to share with their network to raise money on the organization’s behalf.

Ryan explains, “Even if you can only give $5 but were able to create your own crowdfunding page and put it on your social media channels, that is just as much support as giving us $5. This can actually turn a $5 contribution into a much larger gift through multiple gifts from the crowdfunding effort. Because really, the advocacy and letting people know about the work that we do and our mission, that is what has also served as a motivator for others to give.”

Recruit corporate fundraisers.

Corporations are a great place to start when aiming to quickly build a network of fundraisers. Many businesses have corporate social responsibility programs that encourage their employees to give back to their community. This strategy is especially beneficial because employees can double their donation through their employer’s matching gift program. And in the workplace, we all know there are lots of opportunities for friendly competition for a good cause.

Through the COVID-19 pandemic, Island Harvest didn’t want to immediately reach out to individuals, knowing that many of them may have lost their jobs. Instead, they reached out to corporations and local businesses they knew were still operating and successfully gained their partnership.

Invite news coverage and creativity.

Island Harvest established a relationship with the NY Metro and Long Island’s media outlets with the help of their public relations consultant who tuned local media into all the wonderful work that Island Harvest is doing. If you aren’t currently in communication with your local news networks, reach out because they are often looking for stories about social good, especially during these trying times. Even without an established connection, Island Harvest’s individual fundraisers found ways to contact local news stations to reach a larger audience with their individual fundraising pages.

A former employee of Island Harvest made headlines when she raised 1,000 lbs of food and $500 on behalf of Island Harvest in honor of her birthday. She placed boxes at the end of her driveway to collect food and monetary donations, inviting friends and neighbors to stop by. A parade of cars lined the street to support her cause.

Another individual inspired others to give and to stay healthy from home. He reached his goal of $5,000 by committing to 5,000 push-ups in 24 hours. Staying tuned in to their crowdfunders’ creative fundraising strategies gave Island Harvest the opportunity to pitch to local reporters and share their fundraisers’ awesome promotional ideas on their social media feeds.

Involve your board and executive team.

Your board members and executives are likely well-connected in your community and can serve as effective solicitors of major donors. Ryan suggests leveraging their stewardship skills by encouraging them to support your crowdfunding campaign. He explains, “We asked [the board] to contribute towards [the campaign], and additionally, we encouraged them to create their own crowdfunding pages and just reach out to their own network that they found appropriate to reach out to.” Ryan suggests encouraging board members, friends, and staff to use their own social media platforms, as well, to share special stories about the work of the organization, program goals, and funding needs.

Ryan also recommends hosting discussions with your supporters through virtual meetings to update them on your organization’s progress. He shares, “Our CEO and president scheduled several virtual meetings with top contributors to give updates and reports on our work. Also, our crowdfunding fundraisers were established to encourage others to create their own crowdfunding pages. We reached out to a targeted list of higher level contributors to participate and expanded it when we could accommodate additional participants.”

Island Harvest gained more fundraisers and strengthened the passion for fundraising in existing crowdfunders by hosting these meetings. Ryan attributes this success to the president’s ability to share about the organization’s past progress in a way that inspires their donors. Maintaining contact with supporters to report on your established programs, the need at hand, and how successful you’ve been thus far motivates them to get involved in all the good you’re doing.

Watch the power of crowdfunding go to work.

When you give your network the tools they need to fundraise on your behalf, you enable your supporters to be your ambassadors. Passionate about your mission and bringing their own stories to the table, fundraisers can rally their networks on a very personal level and reach a much broader audience. Ryan shares, “We started to see so many more individuals creating crowdfunding pages and having their friends and colleagues reaching out – even securing support from across America – to donate to their [pages]. It was really, really powerful. I’ve never seen anything like it before.”

Ryan believes that fundraisers were drawn by the ability to create their own pages because they could:

  • Easily set up their own crowdfunding project
  • See their name in a list of fundraisers on Island Harvest’s main crowdfunding page
  • Create their own page with a personal story and goal
  • Watch Island Harvest’s progress bar, along with their own, and know that they were a part of something important

Ryan explains, “I think it encourages contributors to help us when they see the goal. Every time they put even $5 or $10 in, they get to see the bar increase and be able to have their name on [the page] with a little note, it makes them feel even more important to the mission. That’s why I love the feature of the crowdfunding page on DonorPerfect.”

Ready to Get Started with Crowdfunding?

Here’s how to get started, step-by-step.

Thank you to Ryan Haugstatter and Island Harvest Food Bank for sharing with us this inspiring story of how they brought their community together and for answering the call when their most impacted residents needed them most through COVID-19. We wish the team and their fundraisers our very best as they push forward to see their community through the crisis.

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Marketing for Good: Community Partnerships for Small Nonprofits

By Alex Johnson, Founder of Breakout Productions and Fantasy Sports-Con.

Most nonprofits, not just small ones, have similar challenges with less than adequate marketing budgets to promote their mission. The average nonprofit only spends close to 5 percent of its total revenue on marketing, while small businesses spend at least 10-12 percent. This can make it difficult for nonprofits to get their message out, fundraise, promote events, and find new volunteers. So, what can you do to increase your marketing efforts without having the budget to do so?  

One thing local businesses struggle with is separating themselves from the competition. Why work with company A versus company B if they sell a similar product or service at a similar price? Customer Service? Somehow, they each are the ‘best’ in their industry. Family owned? If that mattered, then Amazon and Walmart wouldn’t be destroying mom & pop shops nationwide. With the increased awareness around social issues, businesses that are not only doing good in their community, but talking about it, see more success than those that don’t. Marketing for Good has been gaining traction over the last several years and is now a pivotal part of businesses’ overall marketing strategy. You’ve likely already seen it done on a national level. Pro sports leagues, shoe brands, and tech companies are spending mega dollars supporting national movements like Black Lives Matter, women and LBGTQ rights, and health-related causes like cancer research. 

So, what is Marketing for Good? Instead of a company promoting only their product or service, they promote local causes and charities in their community with their marketing budget. Local nonprofits can partner with local businesses and ‘piggyback’ on their marketing efforts via social media, traditional advertising like radio or tv, and even community events like festivals or parades. Not only do smaller nonprofits get a big bump in awareness, but also get in front of new audiences via marketing channels they likely could not have afforded previously. These can come in the form of radio spots promoting the needs or mission of a nonprofit supported by local businesses, social media ads promoting a nonprofit fundraiser with local businesses as sponsors, or even sharing booth space at a community event paid for by a local business. 

Finding these local partners is easier than you think. Start writing down which local businesses you see or hear advertise on the radio and TV. At your next community event make a point to go talk to the businesses that have booths or sponsor in some way. Go to your local media groups to share with them what you’re working on and how businesses can get involved. Their sales teams can then pitch current advertisers about supporting your nonprofit in future campaigns. 

Marketing for Good is so important for our local communities and for our culture as a whole. Instead of just being bombarded with traditional ads for the newest car, phone, sandwich, or how much we can save on insurance, we can see what is being done in our local community to better the lives of those less fortunate. Businesses are not just doing this on their own, so it’s up to nonprofits to bring the idea to them and start building strong community partnerships. Marketing for Good benefits everyone involved, particularly nonprofits and the community.

Bio:

Breakout Productions is a full-service sales and events consulting company that believes every relationship has value. Founded originally to produce the first ever fan-focused fantasy sports convention, Fantasy Sports-Con, Breakout Productions has evolved to support business and event growth during the recent challenges facing the country. Business development, sales training, and strategic partnerships are often core challenges organizations struggle with while they increase their marketing and lead generation capabilities. Breakout Productions helps capitalize on those new leads to generate more revenue with its experienced team and vast professional network.

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Exploring Your Toolkit: Little Known Features in VolunteerLocal

We all know the saying, “When all you have is a hammer, everything looks like a nail!” Luckily, VolunteerLocal equips volunteer coordinators with a whole toolkit to manage, schedule, and communicate with volunteers. Today, we’re showing some love to a small batch of often-overlooked features with big impacts.

Search Tool

Where to find it: Volunteers > Search

This one is fairly well known. However, did you know that you can search for volunteers not only by their name and email address, but also by keyword? As long as the information exists in their volunteer profile, you can zero-in on it using the Search tool. 

Scheduled Messages

Where to find it: Volunteers > Communication

Write up your email (or text message), then click “schedule for later” to send the email at a date and time that you indicate. For example, let’s consider reminder emails. Before, you’d need to create a reminder for yourself, just to remind your volunteers of an upcoming shift! Ironic, huh? 

With our “schedule for later” option in the Communication tools (email and SMS), you can schedule all of your reminder emails in one sitting. 

Hidden Fields

Where to find it: Events > Your Events > Volunteer Information

The volunteer information page allows you to create a custom registration form. Collect any information you need from your volunteers upon sign up — their name, phone number, emergency contact, and just about anything else you can think of!

However, you can also create “hidden” fields in this volunteer information form. These fields cannot be seen by the volunteer — only you and other admin users on your account! For example, you might want to take notes on a volunteer as you discover their skills and interests. Or perhaps you want to mark whether they’ve been approved for certain volunteer positions. All of these fields can be created as a private, hidden field.

Volunteer Profile Options

Where to find it: Account > Settings

Make your volunteers’ profile feel like home! Customize the header content of every volunteers’ profile, complete with a warm thank-you, further instructions, or more information about your organization.

Cancelled Volunteer Reports

Where to find it: Home > Dashboard > Customize Your Dashboard

When this feature is enabled, you’ll be able to review a report of all volunteers who cancelled their signups, along with the event/job/shift they cancelled, and the timestamp of the cancellation. This way, you can consult these records anytime you need to track a volunteer’s cancellation history. 

If you’d like to learn more about any specific tools and features in VolunteerLocal, send us an email (hello@volunteerlocal.com)! We’ll show you exactly how to make magic happen with that tool in your tool kit. 

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Wisdom of the Crowd: 5 Things Nonprofit Organizations Wish They Knew 3 Months Ago

Thank you to DonorPerfect for sharing this article with our community! Read the original article here.


If you had a time machine and could go back to before coronavirus (COVID-19) impacted the world, how would you prepare? What would you do differently? We surveyed over 700 nonprofits to find out what advice they’d give themselves and others about fundraising in the new normal. Here’s what they told us:

1. Set Up Better Data Collection Standards and Regularly Audit Them

Many nonprofit organizations have made the transition to working remotely due to COVID-19 health concerns. They depend on the quality of the data collected in their donor management system. Duplicate addresses, missing data, and outdated contact preferences can hinder your ability to connect with your donors. Like you, many of your constituents are also working from home, using their personal cell phones and email addresses. Are you reaching these donors effectively, or are you frustrated because you’re unable to contact a percentage of your donor base? The bottom line: if you can’t reach your donors, you can’t solicit them. If you haven’t done so already, update your procedures to collect contact methods and donor information that will facilitate virtual fundraising. The good news is that DonorPerfect’s flexibility allows you to easily customize your system to collect and organize your data to fit your organization’s needs best.

SURVEY SAYS:

Here’s how NPOs told us they are making the most of the data in their DonorPerfect system to fundraise during COVID-19:

“Our strategy is to build a strong relationship with individual donors through our DP database, learn about their giving patterns, and establish appeals related to those patterns.”

“Make a plan to segment your constituent base and decide who from your organization will make personal contact with your constituents.”

ACTION ITEM:

What data collection improvements can your nonprofit make to improve virtual fundraising?

2. Take a Balanced Approach With Your Revenue Streams and Include Digital Fundraising

Many nonprofits rely heavily on in-person fundraising. The organizations we surveyed said they’re now focusing on a more balanced approach that includes a mix of in-person, virtual and digital fundraising components.

Virtual Fundraising and In-Person Events Can Co-Exist

Future events, for example, may include in-person opportunities, like a 5K run, but also provide avenues for anyone who wants to participate by offering a virtual component, such as a virtual 5K where participants run on their own between specific dates. The key is to find ways to engage with off-site participants so that they feel like they are part of the event. This might include sending t-shirts and other event goodies to participants as well as “virtual-only” type Zoom kickoffs or online challenges.

PRO TIP:
Thinking about hosting a virtual event? See how this NPO moved their fundraising event online.

Work with Existing Partners In New Ways

Don’t be afraid to reach out to event sponsors, grant funders and major donors to see if they’d be willing to work with you on how unspent funds are allocated, such as event table sponsorships. Many of the nonprofits we surveyed did that with great success. They were surprised that these partners still wanted to help and were okay with re-allocating those funds to other program needs, such as moving event table fees to sponsor online auctions.

Build A Multichannel Donor Strategy

A balanced fundraising strategy also includes a plan for multichannel donor engagement. Your supporters often engage with your organization using more than one channel. They give online through your website and emails. They like and share your social media posts. They attend your fundraising events and sign up for volunteer opportunities. Pair your website, emails, and social media campaigns with a variety of ways for donors to support your cause that is quick and easy, not only for your donors to engage but also for you to manage.

SURVEY SAYS:

Here’s how NPOs told us that they are adapting their fundraising efforts to be more balanced during and after COVID-19:

“Get digital! Although this has been a big hit to our traditional operations, it has granted us the opportunity to strengthen our communications work! Look for ways to grow in the meantime!”

“We’re establishing a strong social media following and developing a reliable digital marketing plan that ties donors to online giving platforms like our website.”

“Changing your narrative. If fundraising via events, instead find creative ways to continue to raise funds virtually.”

“We have been successful with pleas explaining our loss of revenue due to canceled fundraising and adoption events. We solicited sponsors for our biggest event and were able to raise almost as much as we netted in the past.”

“We looked at all of our current grant and major donors, and, if there were funds unspent from each of their gifts, we asked if we could redirect it to our COVID-19 response. Everyone has agreed.”

ACTION ITEM:

How balanced are your revenue streams? Could your organization have a better mix of in-person, virtual, and digital fundraising components?

3. Don’t Underestimate the Power of a Good Technical Support Team

Now, more than ever, your donor management software is a lifeline to maintain good donor relationships. If it’s not working, or you are struggling with how to do something within the software, you want an experienced support team that’s there for you. DonorPerfect has the best support in the industry. Not only are they incredibly knowledgeable, but they were working remotely immediately as soon as the crisis hit. The transition was seamless. As a result, the nonprofits we serve were running remotely and ready to meet the challenges they faced.

SURVEY SAYS:

The NPO’s we surveyed told us that reliable IT support was crucial to getting their nonprofits up and running as the cornonavirus pandemic began.

“Have up-to-date IT infrastructure to enable secure remote work for employees. As long as they can continue doing their jobs, it gives the organization the best chance to get their message out and, hopefully, continue to raise funds.”

“I have never had a better tech support experience in the CRM industry. Every chat, call, or email is responded to almost immediately, with courtesy, professionalism, and best of all, knowledgeable solutions.”

ACTION ITEM:

Transitioning to remote work and virtual fundraising can be a challenge. Get the support you need from this list of resources to help nonprofits during the coronavirus (COVID-19) pandemic.

4. Have a Solid Donor Stewardship Plan in Place

How do you engage with supporters so that they become more invested in your organization’s work? If you don’t have a plan in place for thanking, communicating, and interacting with donors regularly, it will be more challenging to get them to respond during a crisis. Many organizations we surveyed saw the value of having a solid donor stewardship plan in place and are concentrating their efforts to pay more attention to this in the future. Here are two areas in your donor stewardship plan to focus on in the next few months:

Communications

Plan specific touch points to communicate with donors regularly, and not just once a year when you send tax letters. This will engage your donors and involve them in your organization’s work. Focus on creating personalized (segmented) communications that update donors on the impact of the campaign they’ve supported.

Engagement

Brainstorm ways to get donors actively involved with your organization through events, surveys, and volunteer opportunities.

SURVEY SAYS:

Here’s what NPOs told us about their renewed focus on a strong donor stewardship plan:

“Be flexible on everything except the value of stewardship; it’s important to provide stewardship more than ever.”

“Much comes down to the relationship groundwork laid in the years before events like this. Even so, continue to meet the needs of your donors first. Reach out to them, check on them regularly. Let them know what you are doing to face the financial difficulties, and thank them for their efforts in getting you this far. Be honest about your needs. Be transparent.”

“Focus first on non-fundraising messages – we are here and doing ok, how are you? what can we do to help you? Then build upon those good messages before asking for money”

“Find creative ways to thank your donors. We had yard signs made and delivered them to donors. We also called and thanked every donor.”

ACTION ITEM:

Do you have a plan to thank, communicate, and interact with donors on a regular basis? What touch points will you put in place to engage donors? Follow these tips to connect with donors and gain the confidence to fundraise in today’s environment.

5. Investing in Yourself Pays Big Dividends Down The Road

When you’re busy working towards fulfilling your nonprofit’s mission, it can be easy to forgo the time needed to invest in “auxiliary” tasks that build your skills and fuel your mission. Many of the nonprofits we surveyed regretted not taking time to pursue training, practice using tech tools, or sharpen other skills that help them be more productive. These were skills that would have made the transition after COVID-19 began much smoother. Moving forward, they plan to refocus those efforts and commit to the importance of investing in yourself.

PRO TIP:
Take advantage of the free training that DonorPerfect offers. Our Foundational Series is a collection of 15 free, live webinars that takes you through basic and intermediate functions in DonorPerfect.

SURVEY SAYS:

Here’s how the organizations that we surveyed are re-prioritizing their time in ways they didn’t before:

“Use this time to build a strong foundation and to do research. To prep for anything you might have in the future (events, or transitions).”

“Turn your worries into fueling your creativity. Now is the time to try new things, and if it doesn’t work, at least you tried. Listen to ALL members of your team and overall organization. Again, get creative and just GO! I think donors will appreciate at least the effort, even if they can’t give.”

“Appeal to your supporters. Remember, you are TRYING to work from home in a crisis. Cut yourself some slack. Now’s the time to be creative and remember your mission.”

“You have to re-create your fundraising plan and adjust it to our new reality and environment. Participate in webinars for education and support from other fundraisers.”

“Learn what your niche is and how you can continue to provide services and programs within the restraints. don’t wait for the crisis to be over.”

“Never waste a good crisis; figure out what you can do that will help in the future. How can you get an ROI in the digital literacy skills we are all developing?”

ACTION ITEM:

What new skills have you learned through your experiences in the last three months? What new skills do you want to cultivate?

BONUS: The Brighter Side of the COVID-19 Crisis

One surprising thing that came out of the COVID-19 crisis for many nonprofits was how much their donor community loves them and wants to support their efforts. Constituents facing substantial economic challenges are coming forward to rally behind the missions of the organizations they love and admire. Not only are they providing financial support, but they are stepping up with creative and resourceful ways to volunteer and collect in-kind donations for program areas. People want to know how to make a difference right now. Make it clear how they can help and demonstrate the critical impact it has.

SURVEY SAYS:

NPOs repeatedly shared with us how their constituents were generously supporting their missions above and beyond what they anticipated:

“Remain calm. Some people will think fundraising for anything other than pandemic relief is crass. They are wrong, and your mission-aligned donors will understand.”

“People will still give! They are sitting at home wondering how they can help from afar, and donating is still an option! Use your social media and email campaigns wisely. Everyone is glued to a screen right now, so give them the opportunity to use it for good and donate.”

“Donors want to give; they just need to know WHAT for and HOW. Keep your communications open with your community.”

“Continue to ask for donor support. They are engaged and looking for ways to help. They want to hear from you to know your needs and how they can help meet them. Be thoughtful in your messaging, but be transparent and honest.”

“Don’t beat yourself up over whether or not to ask – let the donor decide. However, be authentic about what your need is. Don’t overstate it, or you’ll lose credibility. All your targets will be off – that’s okay. We’ll all feel the impact next year too. It will take time to get back to where you were – take time to celebrate the little wins along the way.”

ACTION ITEM:

Should you move forward with your planned fundraisers or change course? If you’re feeling stuck, do this ONE thing to keep funds flowing into your nonprofit today.

The Last Word

Of all the survey responses we received, this sentiment was probably the most important:

“It’s tough! We are all in this together. It’s ok to be stressed!”

Thank you to all the nonprofit organizations that responded to our survey and took the time to provide us feedback and encouragement. We are in awe of all that you do for the communities you serve and are honored to partner with you every day, especially now during this difficult time. It is truly inspiring to watch the creative and inventive ways with which you’ve approached this crisis. When we’re on the other side of COVID-19, we have no doubt that this industry will be stronger and better than ever. So go out there and keep doing what you do the best. You’ve got this!

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Recognizing Your Volunteers

Everyone likes to get some kudos, high fives and a big thanks when they do a good job, including your volunteers!

Volunteers like making a difference in their community and knowing they’ve made a positive impact on those around them. Recognizing volunteers and getting them to come back is important for your organization too -– the average value of a volunteer’s time was worth over $24 an hour in 2016, according to independentsector.org.

As a volunteer coordinator, help reinforce the good vibes by letting your volunteers know their contributions are important and valued every step of the way.

Before the event:

Let people know about the big picture impact they’re going to have by volunteering. When you send out an email reminder before your event to your volunteers, include some words about how they’re helping. It’s more than just a simple volunteer assignment -– they’re helping your organization’s mission and people in the community around them. Remind them of that and the value of their altruism.

During the event:

Check up on your volunteers. Whenever you and your staff have some downtime, make sure to ask your volunteers how everything is going. This shows them that you care about their well-being and this is also a chance to give some more thanks and appreciation.

Have fun by capturing the moment! Taking photos of your volunteers while they’re in the zone or shooting a group picture can be a unique way to celebrate the moment.

Food is always the quickest way to the heart. Even some basic sandwiches, chips and bottled water keep your volunteers fueled up, but also feel appreciated.

Wrapping up

Social media shout outs are an easy way to publicly thank your volunteers. Tag volunteers and note their accomplishments for followers to see. Thank you notes go a long way, whether they’re through email or handwritten notes. Give a personal touch and thank a volunteer for their specific task. The clean-up crew made sure the event looked nice and well organized and people setting up made sure the start of the event went smoothly. Thanking a volunteer’s specific role shows you recognize the work of that particular person and can encourage that volunteer to come back again.

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A Guide to Strong Communication With Your Team

At the heart of any thriving relationship between a coordinator and a volunteer team is a commitment to strong communication. Let’s unpack that — what does “strong communication” entail? First, we’ll explain what makes for excellent communication among teams and leadership. Then, we’ll give you some sample templates to use yourself!

Strong Communication Strategies:

Consistent & Timely

Your team wants to hear from you! They are looking to you for leadership and direction, and that often comes through communication channels. Give your volunteers a timeframe as to when they can expect to hear from you regularly. (Daily, weekly, monthly? Via email or in-person?) Then, meet that expectation promptly!

Clear:

Ensure your message is clear. What do your volunteers need to know? Is any action required on their part or yours? Leave little to no room for misinterpretations.

Concise:

Respect your volunteers’ time by delivering a concise message. Take an extra moment to trim wording or content that isn’t necessary or doesn’t somehow contribute to the overall message. While it is important to be mindful, there is no need to be overly-rigorous about this one; you still want to sound like yourself!

Other factors to consider in strong communication are, for example: How approachable are you to your volunteers? Could weekly or monthly check-ins help keep your team on the same page?

With plenty of strategies under your belt, it is time to put them to action!

Take a peek at email templates we created for you below. These templates cover the most commonly exchanged email communications between volunteer coordinators and volunteers. Notice how they align with all three strategies listed above. You are welcome to use any of these templates yourself.

Note: if you use VolunteerLocal to manage your volunteer team, simply use our Communication tool to distribute broadcast emails and texts to your volunteers. With a selection of smart tags to choose from, you can fill in unique volunteer details with no effort on your part. Schedule the email to be sent right away, saved as a draft, or scheduled to be sent at a date/time of your choosing. If you are on the Conquer Plan, you can even save the following emails as templates for quick, repeated access later!

Email Theme: Sign Up Thank You

Hello [first name],

Many thanks for signing up to volunteer with us here at [organization name]! We look forward to seeing you soon. Ahead of your shift, please review the following information:

[Any info. you need to share, such as directions, arrival instructions, what to wear, expectations.]

Your shift information is below:

[Job & shift details]

With any questions, don’t hesitate to ask!

Thank you,

[Your Name]

Email Theme: Reminder Emails

Hi [first name],

Get ready, you have an upcoming shift with [organization name]! Your shift details are below:

[Job & shift details]

When you arrive … [share instructions! Should they check in at a kiosk or with you? Any protocols?]

Thank your for all your efforts in support of [organization name]!

See you soon,

[Your name]

Email Theme: Post-Volunteer Thank You Note

Hi [first name],

Thank you for volunteering with us! On behalf of our whole team and the community we serve, we sincerely appreciate your support.

[Optional: include a survey to collect feedback, and/or discuss the large scale impact of their volunteer work.]

We hope to see you again soon.

Warm regards,

[Your name]

Email Theme: No-Show Volunteer

Hi [first name],

I hope all is well! I noticed that you did not attend your last shift, so I wanted to check in – how are you enjoying the volunteer program at [organization name], so far?

If you have any concerns regarding your volunteer role, please let me know. We welcome feedback that makes us a stronger team and better volunteer program.

Many thanks,

[Your name]

Of course, these templates likely just scratch the surface of the emails you exchange regularly with your volunteers. Whether you use these templates, others, or write original emails each time, remember to follow the three strong communication strategies – consistent & timely, clear, concise.

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Strategies & Tools for Volunteer Programs of All Sizes

Behind any team of volunteers are strategies and tools that help keep things running smoothly on a daily basis. Volunteer coordinators have a lot on their plates already, which is why tools and strategies can be so valuable; they streamline the complicated and organize the disorderly. With the right tools, volunteer coordinators can save time, keep their volunteers happy, and even grow their volunteer base. Take a look at our list of resources that volunteer programs of all sizes could use to stay coordinated.

Small volunteer programs (little to no budget, a few volunteers):

If your program only has a handful of volunteers, you will likely be able to manage them all with a simple set of tools and strategies. Priorities include easy communication, team accountability, and vision.

Strategies:

  • Weekly meetings: with small teams, it is more feasible to block off a time in everyone’s calendar for a team meeting. These meetings ensure that the team is moving forward in-step with each other, feeling positive about the time they’re contributing to the organization, and have a close connection with leadership.
  • Goal-setting: in a smaller team, more responsibility falls on each volunteer’s shoulders. It can be easy to get carried away in the day-to-day work and lose sight of bigger, long-term goals. Establish a practice of goal-setting (and check-ins) to better ensure progress on important initiatives.

Tools:

  • Google Forms: This is a free tool that can be used in a variety of ways. Use it to report monthly progress, accept new volunteer applications, or even propose new projects for the team.
  • Google Drive: Another free resource! Share documents, spreadsheets, and presentations with your team, all in one shared workspace.
  • GroupMe: You can use this free app as a way to quickly text your group of volunteers. This app is most effective with small teams.

Medium volunteer programs (limited budget, >20 regular volunteers)

Strategies:

  • Track Hours: Medium and large sized volunteer programs benefit greatly from tracking hours. For nonprofit organizations especially, these hours can earn your organization donations, grants, and community recognition (which can lead to more support).
  • Volunteer Orientations: At this level, it becomes more difficult to have a close relationship with each volunteer individually. Therefore, it’s important to introduce volunteer orientations or “welcome sessions” in order to introduce yourself, share any needed information, and set the right tone.
  • Volunteer Check-Ins: schedule 15-minute check-ins with as many volunteers as possible. Grow a connection with each volunteer, and learn what they are enjoining (or not enjoying) about their position. This is an investment in long-lasting, quality volunteer relationships. Check-ins can be on the phone, on Zoom, or in person.

Tools:

  • Trello: This free web tool allows teams to track progress on collaborative projects, assign deadlines, and trigger email notifications. For volunteer coordinators, this is a great way to monitor progress from a bird’s eye view.
  • Slack: This is a channel that allows co-workers to communicate throughout the day, facilitating virtual co-working. Use “channels” to organize group communications by topic.
  • Zoom: This is another free tool that facilitates virtual 1:1 and group meetings.
  • Email Marketing: There are many free and paid tools for email marketing, such as MailChimp and MailerLite. Keep in touch with volunteers with announcements, accomplishments, and calls for community support.
  • VolunteerLocal: (We’d be remiss if we didn’t mention!) Seamlessly schedule volunteers, send out regular email and text communications, track hours, and pull customized reports on your volunteer base. This is an easy, powerful tool for volunteer scheduling and management.

Large volunteer programs: (established budget, >150 regular volunteers)

Strategies:

  • Continuing to track hours and hold volunteer orientations.
  • Leadership Roles: It is much more difficult to maintain close relationships with individual volunteers when there are so many! Although this is a good problem to have, it is important that strong leadership and positive relationships with leadership are sustained. Consider delegating some leadership responsibilities to volunteers who have been serving for many years, or who are otherwise trusted.
  • Toss Out Pen and Paper: At this point, it is critical to move your volunteer management and organization online. If volunteer records and hours are only on paper, your program will be vulnerable to loss of information and inefficient systems.
  • Celebrate Volunteer Accomplishments: although this can (and should!) be done with programs of any size, it is particularly rewarding with large volunteer programs. Track volunteer impact and celebrate it together as a means to show gratitude for the work volunteers have accomplished. Ensure that volunteers feel appreciated for the work they do!

Tools:

  • Cloud Storage: You might use tools like OneDrive, Google Cloud, or DropBox to store all of your important documents online. This will help you better organize your information, find it more quickly, and reduce vulnerability to loss of information.
  • Volunteer Swag: Make a volunteer feel like part of the family by giving them a volunteer t-shirt (or other apparel), phone case, or gift somehow related to your organization.
  • VolunteerLocal: Again, our platform helps with volunteer management of teams of all sizes. At its core, VolunteerLocal supports volunteer scheduling, communication, tracking, and reporting. However, there are many other tools that assist large teams, such as: volunteer certificates, leader/captain access, credit card processing, and more. 

Of course, there are some strategies and tools you might gleam from various of these lists. What is important is that you find the right tools and strategies to suit you and your volunteers.

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How to Respond to Volunteer Burnout & Loss of Interest

It is fun and exciting when you have a lot of motivated volunteers who have fun and work well together. Over time, you might notice that some volunteers are losing interest and that your team is showing some changes.

Most volunteers get involved because they are passionate about your cause and want to make a difference in the world. With this in mind, what led to the volunteer losing interest or becoming burnt out? And, what can you do to stop this from happening or to get the volunteer reengaged? It is important to identify and address these signs before they become damaging and lead to losing a valued volunteer. In this article, we have identified some signs to look for and possible ways to address them.

Signs that a volunteer might be losing interest or getting burned out:
The volunteer is cynical or negative when they used to be positive.
The volunteer shows anger or frustration more easily.
The volunteer seems to have lost enjoyment in the act of volunteering.
The volunteer shows distinctive changes in personality.
The volunteer was outgoing and is now more standoffish.
The volunteer starts confiding that they are feeling overwhelmed by the work, especially if they previously found it manageable.
Changes in reliability or productivity of the volunteer.
Changes in responsiveness from the volunteer.


Possible reasons why a volunteer is losing interest or becoming burnt out:
The volunteer has feelings of ineffectiveness and/or lack of accomplishment.
The volunteer does not feel like their work is having an impact.
The volunteer has not been given a specific task or role.
The volunteer has not been asked to give their opinion.
The volunteer feels that their personal life is not being respected.
The volunteer was not thanked or acknowledged for their service or contribution.
The volunteer has too much on their plate.
The volunteer is having trouble dealing with difficult emotions and/or situations that they’re encountering while volunteering

Strategies to combat loss of interest and burn out:
The best strategy to keep volunteers interested and avoid burnout is by making sure volunteers and their managers have great working relationships and open communication. Paying attention to and looking out for the signs we listed above is a great place to start. Engaging with and getting to know your volunteers is an important step in being successful with not only volunteer retention, but also being able to identify any volunteer issues. By watching for uncharacteristic behaviors in your volunteers, you may be able to solve issues before they become a problem.

Starting with open communication right when volunteers first sign up is the easiest way to implement this strategy. You should be honest about what the work will entail. You should also be upfront if the work will be emotionally challenging or may involve difficult and/or challenging situations. It is also important to be honest if a volunteer’s expectations do not fit the reality of the role they want to fill. Not doing so could lead to frustration and disappointment for you and the volunteer.

Another component of communication that can help to avoid loss of interest is to schedule regular check-ins with volunteers to ask how they are feeling about the work and solve any issues that they might be experiencing. Listen carefully to what they have to say and make any changes that you are able to. If they express that they are feeling overwhelmed or burnt out, lighten their load or suggest that they try a different job.

Equally important is helping them realize their impact and the ways they are making a difference. Change is not always obvious and can take a long time. If you can share the story of their work, what it means to your organization, how it contributes to your mission and how it affects the community, they will feel like they are accomplishing their goal of making a difference. Otherwise, they may not get this information and may start to feel like they are ineffective or wasting their time.

Providing appropriate training sessions for your volunteers can also help avoid loss of interest. Making sure that the volunteers know exactly what to expect and giving them clear direction will help to make the volunteer feel valued and confident. Try to be flexible as possible regarding volunteer scheduling and respect their time. Try to be understanding if someone has to cancel or change their shift. We have all had last minute things come up. A good strategy is to provide some guidelines outlining what to do if a volunteer needs to cancel or reschedule a shift. This will make it clear that you are respecting that they are volunteering their free time.

Handling volunteers who have lost interest or are burned out:
Even if you have great communication and take preventative measures, loss of interest can still happen. If it does, and the volunteer lets you know, it is important to listen and be sensitive to what the volunteer is going through. This can go a long way in helping to keep them from feeling negative about their time volunteering or your organization. It may even lead them to come back when their circumstances have changed. If possible, ask what led them to become uninterested or burnt out. The information they provide could help you to improve your strategies and avoid loss of additional volunteers in the future.

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