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.
