Volunteer management: Strategies for success

Effective volunteer management is crucial for human services organizations to fully benefit from the diverse skills, fresh ideas, and cost savings that volunteers bring. However, it also requires careful planning to avoid potential risks such as legal issues and safety concerns, ensuring that volunteer efforts align positively with your organization’s mission.

Recruiting volunteers begins with creating detailed role descriptions. These descriptions should clearly outline all aspects of the role, very similar to a job description, including primary duties, required skills and objective. Well-crafted descriptions help volunteers self-screen, leading to more relevant applicants. Additionally, offering opportunities for different levels of engagement can attract a wider range of volunteers.

Screening volunteers should go beyond simple background checks. A comprehensive application process should include reference checks and interviews. Proper documentation is required, involving formal applications, indemnity release forms, and necessary documents from volunteer drivers. Volunteer drivers should be screened in the same manner as an employee driver for your organization as the same auto liability exists. Legal compliance is also important, as volunteer protection laws can vary significantly from state to state.

Training programs are essential for preparing volunteers. Structured training and mentoring should be provided, along with a volunteer handbook that outlines roles, responsibilities, and expectations. Volunteer agreements should clearly state the commitment, responsibilities, and expectations. One-on-one discussions can be used to review the handbook and provide feedback. It is also important to offer feedback within the first 60 days of volunteering.

Safety is a paramount concern in volunteer management. Assignments should match the volunteer’s abilities to prevent costly injuries, and necessary skills and training should be provided, including instructions for equipment use/maintenance and accident protocols.

Finally, terminating volunteers should be handled with clear guidelines. Behaviors that would lead to dismissal should be clearly defined to ensure a fair and transparent process. Progressive discipline procedures used for employees can be effective for volunteers as well.

In conclusion, effective volunteer management is not just about recruiting and training but also about creating a safe and supportive environment where volunteers can thrive. By implementing these strategies, organizations can maximize the positive impact of their volunteer programs while minimizing risks, ultimately contributing to the success and sustainability of their mission.