Volunteer Coordinator

Improve Event Registration: 4 Tips for Volunteer Managers

Guest Blogger

Your volunteers keep your nonprofit running, but events often showcase just how vital volunteers can be. At virtual, in-person, and hybrid events, volunteers handle responsibilities that often go overlooked but can make all the difference in how your nonprofit’s supporters view your organization. 

Event registration is one of those key components of effective event management that often goes unnoticed when done well but can leave a bad impression when done poorly. Guests who get caught in long lines or experience extensive waiting times likely start your event with negative feelings that can affect their entire experience. 

Thankfully, with proper volunteer management, you can avoid this situation almost entirely. When armed with the right event registration software technology, your volunteers can improve your event registration process for your guests. The information collected from your registrations can also be used to inform how you manage your volunteers, creating a better experience that will encourage them to help out at your next event. To help your nonprofit make the most of both your registration software and your volunteers, this article will explore how to:

  1. Streamline Online Registration Processes 
  2. Staff Volunteers at Registration Tables
  3. Volunteer Check-in 
  4. Use Registrations to Organize Your Volunteer Approach 

How you implement these tips will depend on your event’s size, your volunteers’ specific needs and skill sets, and whether your event is virtual, hybrid, or in-person. Consider your upcoming events and adapt these practices to meet challenges and rise to opportunities relevant to your situation. Let’s get started. 

1. Streamline Online Registration Processes 

Online registration for virtual events is often a two-step process. Guests first sign up on your website, then are formally checked in at the beginning of the event to gain access to your event. Both steps of this process can be streamlined to improve guest experience, and your volunteers can help.  

Your registration software can carry over key information from your guests’ initial sign-ups on your website to your event software. Software that automatically syncs information from the initial sign-up stage to check-in at your event reduces data entry and allows volunteers to quickly access everything they need to get attendees registered quickly and efficiently. 

For example, if you’re hosting an event at a campsite, National Park, or other location that requires a waiver, your volunteers will need to find specific waivers to confirm each guest has correctly signed the appropriate documents. With hundreds of guests (or even just large parties arriving at the same time), online waivers that require an online search dramatically outpace the speed of sorting through piles of paper waivers by hand. 

Practices like the example above help guests get to your event faster, and they place less of a burden on your volunteers. Remember, while you’re trying to create a positive experience for your guests, you also need to create a positive experience for your volunteers. 

Events that have unnecessary busywork or result in guests venting their frustrations to volunteers reduce the chances that your volunteers will want to come back for your next event. 

2. Staff Volunteers at Registration Tables

No one likes long lines, especially at registration and check-in tables. If you’re hosting in a small event space, long lines not only frustrate guests trapped in them, but they also cause other guests to have to walk around them to reach other parts of your event. 

Fortunately, you can prevent this problem with a simple solution: staff more volunteers at your registration tables. For smaller teams, consider staffing more of your volunteers at your registration tables during the beginning of your event when you’re likely to have the longest lines, then transition them away to other responsibilities once lines become more manageable. 

However, it’s not enough to just sit your volunteers down at a table and tell them to start helping guests. You can create a more professional experience for your guests and help your volunteers feel prepared by: 

  • Holding a volunteer orientation. No matter what they’re doing at your event, all of your volunteers should attend an orientation before joining into your nonprofit’s activities. Orientations allow you to set expectations and outline basic responsibilities and practices that all volunteers should know when interacting with donors. If volunteers have questions, this is also an opportunity to answer those inquiries, identify potential holes in your volunteers’ knowledge, and find solutions before the event begins.
  • Training volunteers how to use your software. If you need your volunteers to use your registration software, teach them how to use it. To streamline the process, you can create virtual training materials and check in with them afterwards to answer questions. Remember to explain both normal processes and warn them in advance of any technical issues that might occur to prevent potential panic later on. 
  • Stationing a supervisor nearby. Visible volunteer managers let your volunteers know that your nonprofit cares about their contributions, while also providing a lifeline if anything does go wrong. This is especially important when interacting with donors because any problems that arise need to be addressed both quickly and professionally. For example, if a volunteer can’t locate a guest’s information in your system, calling in a supervisor to smooth over the situation is always better than leaving a volunteer to struggle. 

Remember to thank your volunteers for all of their hard work throughout your event. Retaining volunteers can lead to a sustainable base of reliable supporters you can call on in the future. Volunteers who have worked at multiple events will also be more familiar with your nonprofit and can help lend new volunteers a hand if your volunteer manager is preoccupied. 

3. Volunteer Check-in 

Like your guests, your volunteers need to be accounted for, too. Checking in your volunteers is more than just taking a headcount as it gives your volunteer managers an opportunity to review and keep track of everyone working with during the event. 

As Regpack’s guide to virtual event registration explains, virtual registration software isn’t just for your attendees, but for your team as well, especially during virtual events. Volunteer managers need to have a way to stay in close contact with volunteers. The challenges presented by remote, virtual events can be overcome by starting your event with a personal check-in of every volunteer to make sure they’re ready and can easily get in touch with their supervisor. 

Oftentimes, volunteers also need certain information tracked, such as their hours. Some volunteers need hours tracked in order to earn tax breaks or for other responsibilities that require a certain amount of volunteer time. However, your organization can also benefit from logging volunteer hours if your volunteers are eligible for volunteer grants. 

Volunteer grants are donations made by your volunteers’ employers in response to their charitable work, making these grants essentially free money your organization can earn after your events. 

While some corporations require volunteers to work a certain number of hours before becoming eligible for a volunteer grant, according to Double the Donation other companies offer grants per hour worked, meaning you can earn grants from all of your eligible volunteers after a single event. Record your volunteers’ hours, help them discover if they qualify, and provide any assistance they need for to fill out their grant applications. 

4. Use Registrations to Organize Your Volunteer Approach 

While some guests may first register when they arrive at your event, the majority will register ahead of time. Some events are even pre-registration only, requiring guests to sign-up by a certain date. 

Collecting this information ahead of time allows your event planners to distribute and organize resources based on your expected number of attendees. Volunteer managers should also use this data to help determine how they’ll organize and prepare volunteers by considering:

  • How many volunteers are needed. If you have more guests, you’ll need more volunteers to help run your event. This may seem rather obvious, but it becomes more complicated when hosting virtual and hybrid events. For example, at a hybrid event, registration data will inform you how many guests are attending virtually and in-person, requiring your volunteer manager to divide volunteers to adequately assist both groups. 
  • What training volunteers need to receive. While many details of your event should be decided before opening up registrations, headcounts can give your nonprofit a clearer understanding of your event’s scope. From there, volunteer managers can determine how many volunteers need to be trained on which tasks and plan accordingly. 
  • How volunteers want to contribute. Volunteers want to give, but they also want to help in a way that’s meaningful to them. Registration data can inform your nonprofit if you have the freedom to let volunteers pick and choose what activities they want to help with, or if you’ll need to take a more structured approach to ensure all aspects of the event are covered. 

If your nonprofit or association has a membership program, you can collect even more specific data about your guests to help organize your volunteer approach. Some membership software allows organizations to send surveys to their members, meaning you can directly ask guests if they prefer a hands-on or hands-off approach for various activities. This will help inform your training strategies for volunteers. Guides like this one can help provide a starting point for understanding how to make the most of your membership software to support both your events and volunteer managers. 

Your volunteers are one of your nonprofit’s most valuable support bases, and with proper management they can improve nearly every aspect of your events, starting with your registrations. Keep in touch with volunteers from check-in to check-out at your events, and always remember to say thank you afterwards!

About the Author: Asaf Darash

Asaf Darash, Founder and CEO of Regpack, has extensive experience as an entrepreneur and investor. Asaf has built 3 successful companies to date, all with an exit plan or that have stayed in profitability and are still functional. Asaf specializes in product development for the web, team building and in bringing a company from concept to an actualized unit that is profitable.

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Rebuilding and Reframing for Volunteer Management – Post COVID

Stephanie Canfield

As we begin to consider what our new normal will look like, remembering the roots of volunteerism and adapting them the new world is crucial. This evolution is not just essential for the good of our agencies, but for our profession as well.

We must be forward thinking. WE have to be the leaders to promote our programs and prove the value of engaging the support of volunteers.

Our fundamentals are rooted in recruiting, screening, training and the placement of volunteers. Many volunteer managers haven’t stopped their work through COVID-19 but many must reinvent and recreate their programs. Listed below are some tips to getting back to basics as you begin welcoming your volunteers back!

Needs Assessment

The first step is to conduct a needs assessment. There are four points to consider. What are the community needs, the organizational needs, the needs of the volunteer services program and the needs of the volunteers? Where is the sweet spot where those four aspects intersect? Can your volunteers serve these needs virtually or within social distancing guidelines? If not, can you consider an out of the box solution to move your program forward?

Recruiting

Once completing your needs assessment, plan to reassess current volunteer placements. Collaborate with your organization’s staff and leadership to consider all aspects of your organization’s needs and how volunteers can help serve those needs.

Screening and Training

Through this pandemic, we have learned that screening and training can be completed virtually. It isn’t our first choice, but it can be done well. There are great resources to help support the implementation of virtual screening and training, many are free or inexpensive. One such example is the free online webinars offered by the Texas Volunteer Management Conference (https://texasvmc.org).

Placement

Consider the need for facemasks, gloves and social distancing for volunteer placements. Also consider your own agency’s requirement, local and state requirements. Many organizations have successfully created opportunities to continue volunteer involvement while maintaining healthy social distancing practices. Consider current legal requirements, taking temperatures, updating the volunteer handbook and creating a COVID questionnaire and waiver. Solicit support from HR and your peers in the volunteer management community.

Leadership

Create your plan and present the post COVID-19 volunteer management plan to your organization’s leadership team. It is imperative to have buy in from leadership. Now, more than ever, volunteer professionals must insist on having a seat at the table.

As professional volunteer managers, the last thing that we want to see is the decline or elimination of opportunities to serve, opportunities to create advocates, opportunities to move the needle of our missions. Many of us have spent our careers being creative and constantly being problem solvers. We must continue to think out of the box with ways to connect our volunteers to the mission of our organizations.

While so much of this can be overwhelming, this is what we do. We adapt to the needs. The needs of the community haven’t stopped. In many respects, they’ve grown. Who’s hurting, who needs support? It might be our very own volunteers.

Disconnection and social distancing are unnatural to our work. At our core, we are connectors. How do we continue to connect our volunteers to meaningful work and our mission? While many of us have been paralyzed by fear, we cannot and will not give up!

Now, more than ever, we need to work together for the good of our profession and for the sake of those in need. There may be some uncertainty or even a bit of fear with the unknown future of volunteerism. That is precisely why we need to be leaders in our profession. We have the unique opportunity to be trailblazers, to CREATE the new normal for volunteerism. Our agencies and our volunteers are depending on our experience and our vision for the new face of service.

This is where peer support is imperative. Supporting each other professionally has never been more important. Together, we can overcome the challenges facing us. Let’s work TOGETHER to create what WE think the new normal should be for service and volunteerism.

Guest post by Stephanie Canfield, Leadership Community Advocate.

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Remembering the Big Picture

Linh Ta

From the VolunteerLocal archives, an article in the spirit of raising spirits 🙂

As a volunteer coordinator, you’re juggling what feels like a million different tasks.

Your mind might be racing because you didn’t order enough t-shirts. Someone just told you they’ve got a food allergy and you’ll need to adjust the lunch menu. One of your volunteers just cancelled with less than 24-hours notice. With all of the things you’re working on, it’s easy to get preoccupied with the little details.

Take a breath.

Remember why you’re doing this important work.

At the end of the day, all of this energy is dedicated to making a difference in your community, in sometimes small and large ways. In this moment of desperation, I like to read quotes from leaders I admire, who navigated the weeds long enough to make change, and do good. I’ve transcribed a few of my favorites below. Enjoy.

“Do small things with great love.” -Mother Theresa

It’s easy to feel insignificant when there’s a mountain of work in front of you. But every task, every errand, every call you’re making is contributing to this cause. It’s important to remember that even those mundane tasks are critical to the long-term outcome that everyone on your team is working hard to realize. Each step you take, no matter how small, is a step forward for your community. 

You may not be the only one feeling overwhelmed – some of your volunteers may also be feeling the drain, too. The clean-up crew are wondering whether their work matters. Those taking drinks tickets are gazing at the long-line before them and thinking, what’s all this for?

Everything adds up, particularly the things we put care and love into. Let your volunteers know that whatever task they’re doing, it’s making an impact. Every individual contributes in a significant way towards increasing awareness, raising funds, bringing people together and making our cities and towns more cultural, vibrant and fun.

“To move forward you have to give back.” -Oprah Winfrey

Giving your time helps others, and it helps you. It’s easy to give our money, or donate our old belongings to a local thrift store – but to give our time? Our effort, hard work and (l)earned skills? These opportunities to give that part of ourselves enables us to connect with others and the mission. We can grow in meaningful ways.

“A lion chased me up a tree and I greatly enjoyed the view from the top.” -Confuscius

It’s that time of night when the spreadsheet in front of you is starting to blur. You have a giant detailed list of seemingly endless things to do. You’re tired, exasperated and just over it.

Step away from the glow of your computer screen and remember the big picture. There will always be challenges before you, and opportunities to overcome them, individually or with the collaboration of those you trust and can depend on to help see you through. If you find yourself at the top of that tree, take a look around. The view is unbelievable. 

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4 Core Traits to Look for in a New Volunteer Coordinator

Isabel Reed

There are many reasons why you might find yourself reading this article now. It could be that your previous volunteer coordinator moved away, leaving an empty seat at the team table. Or, perhaps your nonprofit has never hired a volunteer coordinator before and is now in a position to make that advancement.

Whatever the reason, there will be certain qualities and qualifications to look out for as you begin interacting with applicants. Let’s break it down.

What’s their “why”?

We’ve all heard this question in interviews: “Why are you applying for this position?” True, the question is an old one. However, in mission-driven work, it’s critical to understand a volunteer coordinator’s “why”.

There is no right answer, but at the very minimum, the position must mean more than a paycheck. For example, maybe they thrive in fast-paced work settings, or they love organizing groups of people to make a difference.

Volunteer management is hard work, and if there isn’t a value-packed reason why the person is showing up to work every day…they may one day not show up. Ask around, and I’m sure someone on your team will have some kind of insight into volunteer coordinator burnout. Which reminds me – once you find the perfect fit for the role, do your best to support and appreciate their work.

Communication skills

A volunteer coordinator will be in constant communication. The role requires close collaboration with the rest of the team, as well as with the volunteer base.

When interviewing an applicant, pay attention to how the conversation flows. Do they seem to follow the conversation easily, understanding your questions and engaging with them? Can you easily understand the heart of what they are saying when they speak with you? How personable do they seem? (We’ll get to that in just a moment.)

This is important because your team will need to convey short term and long term goals to the volunteer coordinator. Then, the volunteer coordinator will need to efficiently communicate those goals to the volunteers, synthesized through meaningful tasks, projects, and volunteer roles.

If an applicant has experience in teaching, tutoring, coaching, or some other kind of instruction, that is a great sign of their communication skills. Remember – their experiences in previous, seemingly unrelated jobs are relevant as long as they gained transferable skills from those experiences.

An authentic, inviting personality

We all want to work with a team of complementary personalities – hello amazing work banter! But in some positions, an amiable personality goes a longer way than in other positions.

Think of it this way – a volunteer donates their time and effort into furthering your cause. Volunteers are motivated by the joy of the work and the collective impact of volunteer efforts. Volunteers who are intrinsically motivated will be very much turned off by an unpleasant coordinator.

Personality traits to be cautious of include passive aggressiveness, a quick temper, inconsistency between what they say and what they do, and tendencies toward blame rather than accountability.

It can be difficult to spot any of these qualities during an interview, when they are (hopefully) at their most behaved. This is where references come in handy. As previous employers how this person behaved under pressure or in stressful environments.

On the flip side, look for strengths and skills that shine through in their personality. Are they welcoming and understanding, yet firm when needed? How well do they listen?

All this said, give your volunteer coordinator room to have an authentic personality – their own, beautiful, unique magic! Speaking from experience, I’ve personally continued volunteering at organizations much longer than intended, just because my volunteer coordinator was the glowing sun personified.

Well-Organized

A volunteer coordinator can be perfect in every way, but if they are not organized, they might soon be overwhelmed by the commotion of the job.

Generally, volunteer coordinators are responsible for creating programs for volunteers, recruiting volunteers, orientation schedules, applicant tracking, shift scheduling, on-site leadership, and more.

With so many moving parts to the job, it’s important to look for signs of orderliness in behaviors. Do they keep a personal calendar? Do they show up promptly and on-time when expected? How are their email exchanges – sporadic or reliable? What is their familiarity with basic data management (not necessarily a requirement, but a huge perk!). Do they enjoy multi-tasking, or do they prefer to focus on one priority at a time? (There are no right answers to that question, but pay attention to their reasoning behind their answer.)

As mentioned before, volunteer coordinators are a critical team member of any growing, volunteer-powered nonprofit. Pull all the stops to keep them happy, well supported, and doing their best work. Sometimes, that means giving them the right tools and resources (and coffee…don’t forget the coffee).

So, full disclosure, this is where I recommend VolunteerLocal for easy, intuitive, organized volunteer management. For the peace of my own conscience, I should explain that my recommendation is more than just a plug.

At VolunteerLocal, we work with numerous clients transitioning from mega-monster spreadsheets and folders to our streamlined, web-based platform. My recommendation stems from the favorite part of my job – when I hear a volunteer coordinator’s sigh of relief (followed fast by celebration). Request a free 1:1 demo any time you like. We’ll be glad to share the magic with your team.

There are many other qualities you might be looking for in a new team member, but these four are what many organizations consider “core” to the new volunteer coordinator’s success in the role. I wish you the very best of luck finding that new team member. They’re sure to be a dynamic addition to the organization.

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5 Ways to Engage Your Community in Times of Crisis

Laura Bucher

This blog post was brought to you by our friends and partners at DonorPerfect. For the full article and more information click here.

Small businesses have been hit hard by COVID-19’s impact on the economy. Fortunately, there are nonprofit organizations like Federal Hill Main Street, whose mission is to create vibrant and thriving communities. Pre-COVID, they’d fundraise through community events like dining events and jazz concerts to keep residents and visitors engaged and revenue flowing. Now, they’ve had to shift their focus and their fundraising strategy to help keep their cherished local businesses afloat and residents fed.

In Baltimore’s Federal Hill district, Cathy Rosenbaum has been their lifeline, and everyone seems to know her by name. She genuinely loves her city and wants to see the community work together to keep the district flourishing. That’s why she’s taken on the role of Executive Director at Federal Hill Main Street.

Despite being a two-person operation, Federal Hill Main Street managed to align their community of donors around common goals as they pushed through the pandemic.

In times of need, joining forces with your community members can see you through and make you even stronger. Follow Cathy’s lead with these steps to gain their support and expand the reach of your fundraising.

Connect with Your Community Using These 5 Tips

#1. Introduce Yourself

Cathy follows local businesses and organizations in Federal Hill on social media and looks out for newcomers in an effort to establish relationships among them so that they can support and promote one another. She explains, “My experience is that when you introduce yourself to someone, they’re more than eager to find out how our nonprofit supports the local businesses and community and how they can get involved and keep abreast of what is happening in our neighborhood. We do a lot of communication by email, and we also promote businesses through social media, as well.”

More recently, Cathy wanted to establish a monthly giving program to which the community could contribute so that Federal Hill Main Street could better predict its cash flow. When COVID-19 hit, Cathy put this goal on pause and instead did what she could to support them, including providing up-to-date information about grant and loan opportunities and other important information for local businesses. She hopes to establish a donor base of residents and has purchased a marketing list of those living in her zip code to get started. But first, she’ll do what she does best: introduce herself. She shares, “I’m not going to [solicit donations] right now, but I do want to develop a connection with [residents] first by sending emails that explain what we’re doing and get them engaged.”

#2. Give Your Constituents a Voice

A true leader, Cathy takes time to listen to the concerns of the community she serves. She attends local community organization meetings, like her neighborhood and business associations to provide updates about what Federal Hill Main Street has planned and invites feedback from attendees about what they’d like to see accomplished.

Additionally, Cathy has been hosting regular video conference calls with business owners and neighborhood organizations to discuss what they need in order to be successful, especially now as businesses begin to reopen.

Cathy shares, “It’s very empowering when people start to feel like you listen, and you take action based on what you’ve heard. Not everyone’s going to get everything they want, but giving them a platform to provide input and express concerns is only going to help all of you because you’re going to make a better decision, you’re going to feel engaged, and you’re going to get more buy-in if you can do it that way.”

Before Cathy’s involvement, there was very minimal communication between businesses, and building those relationships has made a difference. Now the business owners along with residents are planning volunteer events together. Cathy says, “It’s all about the relationships. That’s fundraising 101, I know, but it’s true.”

#3. Collaborate with Other Organizations

When Cathy noticed a local church’s Facebook post about a food drive they were hosting, she saw it as the perfect opportunity to work together. Cathy immediately reached out to introduce herself and to connect the church with local restaurants to feed their community.

Their food drive “Common Table” set out to feed seniors and those on the frontlines of the pandemic by also supporting local businesses. With donations raised, Cathy was able to bulk order and deliver 300 meals per week from local restaurants. In the process, Cathy provided a platform for the restaurants to promote themselves and receive more revenue. On Federal Hill Main Street’s social media pages and website, Cathy listed the names of each participating restaurant and encouraged donors to tip them generously and safely through a virtual tip jar.

#4. Lean on Those Who Will Support You

Baltimore’s Federal Hill businesses trust that they’re in good hands with Cathy, but even Cathy could use a hand at times.

When Cathy landed the opportunity to partner with the church for the Common Table food drive, she was still in the onboarding process with DonorPerfect and it was a Friday. With Easter Sunday the same weekend, Cathy felt pressure to expedite DonorPerfect’s implementation so that she could begin fundraising as soon as the food drive would be announced at the church’s Easter Sunday service.

Having used DonorPerfect at three nonprofits before Federal Hill (twice convincing her team to switch from another platform to DonorPerfect), Cathy knew that she could rely on the DonorPerfect Team to get Federal Hill Main Street set up in time.

Cathy explains, “I called them in a panic saying, ‘Help, we’re just getting ready to start this [campaign]. We haven’t anything ready yet!’ And they bent over backwards. We were talking after hours and through the weekend. They went above and beyond, times ten. They didn’t have to do any of that. I was just so happy because I was really eager to get [the online form and payment processing] going, and they just helped me push it through.”

#5. Stay Connected

Once you’ve established a relationship with new donors, it’s crucial that you keep them engaged with all the good you’re up to. For fill-in-the-blank templates to help you creatively announce your upcoming fundraising opportunities and a timeline advising how frequently you should email them, check out The New Donor Welcome Series Email Template Kit.

The DonorPerfect Team thanks Cathy for trusting us to support her fundraising efforts and for going the extra mile to uplift her community through the COVID-19 crisis. We wish her and Federal Hill Main Street the best of luck as they revitalize this historic Baltimore community.

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Recognizing Your Volunteers

Linh Ta

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

Isabel Reed

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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Gearing Up for Volunteer Orientations

Samantha Gratton

Volunteer orientations are often the first thing on the to-do list when a new group of volunteers joins your organization. In times of COVID-19, volunteer orientations are just as critical – if not more – than they were before. The good news is that volunteer orientations can be held on-site or virtually. For virtual orientations, lean on virtual meeting platforms like Zoom!

The most important thing to remember when scheduling a volunteer orientation is determining what the purpose of the meeting is. Perhaps you want to get to know your incoming volunteers so you know how to best lead them. Then you want to introduce yourself and the organization in order to build trust and rapport. Finally, you want to instill some sort of passion and excitement about the organization and the event in these newfound volunteers. Most of the time these are the key goals within an orientation meeting, but if your goals differ, be sure to alter the meeting as needed.

Get to know volunteers
Depending on group size, there are a number of ways to get to know your volunteers. If you have less than 10 volunteers at the orientation, you could allow enough time to go around the room and have each person introduce themselves, including their name, their connection to the organization, and something silly like their favorite restaurant downtown.

If you have a large group, you might instead have everyone wear name tags and then play a game to get to know people. The “this or that” game is a great way to get a feel for people and their preferences. To play, have everyone stand up and give two choices (like chocolate or vanilla, beer or water, rock or country), with each side of the room representing one of the choices. With each option, have people move to the side of the room they most relate to. Playing a few rounds will give you an idea of where the majority lies on both silly questions and questions related to experience and community involvement (i.e. volunteered with a race or not, lived in the area for more/less than 3 years, volunteering with multiple organizations or this is your only one, etc…) Please note, this is more easily done in person than virtually.

Introduce yourself
Believe it or not, this section of orientation often gets overlooked. While you may think there’s not much to say, volunteers better relate and trust a leader they feel they know and understand. By no means does this have to take half the meeting, but make sure to touch on some important details about yourself. Share a bit about your role within the organization, your passions or what you like to do for fun, your first volunteer moment, why you’re excited about the organization or event, your management style, and your contact information. If you asked volunteers a silly question, be sure to share the answer about yourself, too. Bonus points if you include a cute picture of your puppy.

Express excitement about the organization
Okay, now that everyone knows a little bit about each other–why are you all here?! Share about your organization, and don’t assume the volunteers know all about it just because they chose to volunteer with you. Give a brief history, but more importantly–share the impact. This is usually what hits home the most for volunteers. Whether it’s a dollar amount raised each year by an event, or the number of people in attendance, give some data to support the influence you have in the community. Then, share some testimonials as it relates to your mission, be it from a family who benefitted from the paid medical expenses, or a quote from an article that raved about the musicians hitting the stage this year.

Perhaps this is the meeting you also share what volunteers will be doing as individuals or in teams. If so, be sure to explain tasks clearly with simple steps. If this isn’t the right time for that, just give an overview of what to expect, available volunteer positions, or a timeline of when volunteers will hear from you regarding their next steps and the tasks ahead.

Questions?
Make sure you provide time for these new volunteers to ask questions –about the event, about their tasks, about you, or whatever! The purpose of the meeting is for new volunteers to feel comfortable, knowledgeable, and excited to volunteer with you. Ending it with an opportunity to tie up loose ends with any questions they may have not only gives them the confidence they need, but also might inform areas where you need to give more details in future orientation meetings.

Although these orientation meetings can seem redundant to you (after all, you’ve done them half a dozen times just this year alone), remember that the volunteers are new to it. Keep positive and upbeat as you aim to inspire them toward another great experience of volunteering (and hopefully retain them for future volunteering opportunities). There’s plenty of opportunity to have fun with it as you get to know each other, so don’t let this become merely another meeting on your to-do list.

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Volunteer Appreciation: Identifying Incentives That Matter

Rebekah Coenen

A year ago, volunteering looked a lot different than it does now in 2020. While the COVID-19 health crisis keeps a lot of volunteers safely at home, I still remember the bustling of volunteers at springtime events only a year ago. While I’m sure we will all be back to a new normal eventually, I realized there was value in my nostalgic reflection.

“What excites volunteers to come back, year after year?” I wondered. More specifically, I thought, “What will excite volunteers to return next spring, after we get through all of this?”

First and foremost, I’m sure it will be community spirit that brings volunteers back through the doors of our local nonprofits, festivals, and marathons. You know what they say – distance makes the heart grow fonder. We’re all eager to reunite and (re)start contributing to the missions that matter most to us.

Beyond that, I’m sure good ol’ incentives will be another motivator to returning volunteers, especially in the years to follow. From my reflections of last year, I identified what really made incentives valuable to our volunteers.

So, jump in my time machine and travel back with me just one short year to identify incentives that mattered.

The sun was shining and the air was light with the promise of warmer weather around the corner. Volunteers were bustling around from table to table preparing for the local fun run, ‘Spring has Sprung’. Tented tables for check-in and distributing bibs for the runners accompanied by merchandise tables and food trucks, lined the perimeter of a parking lot.

I found one volunteer, Steve McMillian, while he filled orange water coolers to be put out throughout the 5K and 10K course. He has been volunteering for SHS, as he affectionately called it, for 3 years. “I moved here about 5 years ago and my buddy always seemed to have this new stuff in the spring. Finally, I asked him where he was getting it from, and he told me about SHS and their awesome swag bag,” McMillian said. His friend would have a new tee shirt, sunglasses, bottle opener, even a phone case one year. “The big thing is the logo is always really cool and different. It really feels like they spend time thinking about what is actually good stuff to get.” 

Plenty of other events use swag to incentivize volunteers to sign up for a shift or two, but seems that SHS has it down to a science. When I asked other volunteers what their favorite piece of swag was this year, I got a few different answers, but the top three favorites were tee-shirts, pens, and free meal during your shift. 

I was surprised something as simple as a pen made it on the list. Second time volunteer, Macy Roads, summed it up, “getting a good pen that writes well and lasts a long time – that’s hard to come by. I wouldn’t say it’s the only reason I am back again this year, but it didn’t hurt.”   

Once the race started I caught up with Susan Hampton, the head volunteer coordinator for SHS, to find out what she had to say about the legendary “swag bag” of Spring has Sprung. She wasn’t sure whose idea it was originally, but now they are rolling with it. “It has become sort of a tradition,” she said. She works with the other committee members of the team to come up with fresh new ideas every year, but a few of the things remain that same. Remember those pens? 

“A revelation we had this year was that not everything needed our logo on it.” She referenced the phone case from a few years ago. She still had her phone in it, actually. One of their more popular ideas, “but we plan on revamping and making it trendy, instead of just the same logo as the tee-shirt like this one.” 

Other events often get products from local or national vendors with that company’s logo on it, but SHS has turned the swag into advertising for their event to encourage more volunteers by providing desirable items. “If you have cool looking sunglasses people are going to ask where you got them and open it up to a conversation about the event instead of just the visual,” Hampton said.

While some events also include free entry to be a volunteer, SHS does not. Hampton said the committee has considered, but many of the volunteers are needed during the event, “it would really shrink the shifts the volunteers running would be able to work.” The race also raises money for a good cause, “I would hate to take away any money we raise for the Youth Shelter.” 

So, you can get more than just a bag of incentives in exchange for spending your weekend helping out at the Spring has Sprung race, you can help make a difference too.

Jumping out of my time machine and moving forward again, we all might benefit from reconsidering our volunteer incentives. Consider what volunteers will want (ex: pens that write well), what volunteers will need (ex: a free meal to keep their energy up), and what will matter to them (ex: a small volunteer registration fee that will go straight to a good cause).

Looking forward to volunteer days we’ll have together again down the road. Stay well.

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Engaging & Growing Volunteer Programs During & After COVID-19

Julie Kent

In times of social distancing and quarantine, it might feel like the whole world has come to a halt. When time seems to move more slowly, we often find ourselves with an opportunity to reflect.

Volunteer coordinators might find themselves reflecting on their volunteer programs. How is the program faring, overall? How are the spirits of the volunteers, given the current circumstances? What will ensure the wellbeing and moral of your volunteer base during and after times of COVID-19?

We’ve put together a “Top-10” list of creative ideas to grow and enrich your volunteer base in preparation for eventually re-opening your doors:

  1. Develop a recruitment team. Find volunteers/staff who make it a focus to meet regularly to discuss and implement initiatives focused on new volunteers. (Remember, you can get started on this now with virtual meeting platforms, like Zoom.)
  2. Create fun team names and/or titles for your different volunteer groups! This will help your volunteers bond and get to know each other, without even trying.
  3. Create short-term project teams to help volunteers get a feel for your organization and make an impact before committing long-term. Depending on the nature of the project, they might even be able to do it from home!
  4. Recruit volunteers online (Idealist, Network for Good, VolunteerMatch).
  5. Develop partnerships with companies that will bring in new volunteers. We’ve heard it before, and it’s true in this context as well: we’re stronger together.
  6. Reach out to local schools for potential field days, workshops, and collaborations.
  7. Come up with a friendly competition! For example: Who can make the best sign/flyer? Who can come up with the catchiest tweet?
  8. Make it quirky! A famous example: the ice bucket challenge.
  9. Reach out to local government organizations that can offer community-mandated volunteers.
  10. Research “volunteer organization meet and greet” events that may be happening in your area, or organize one of your own! Again, this can be held virtually.

We are inspired by the creativity and ingenuity we are observing from volunteers and volunteer coordinators around the world during these challenging times. We hope that these tips are helpful in keeping volunteers engaged and growing a volunteer base, even after COVID-19.

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