Your guide to delivering a great volunteer placement

Putting the foundations in place

Whether it’s a short or long-term, virtual or in-person placement, it is important that you – and your volunteers – are clear about what you want, the time, tasks and responsibilities involved. Struggling to recruit the right person? Your charity CRM will help you identify and target potential volunteers from within your existing donor community. But don’t leave it at that. The more open and accessible the opportunity, the more likely you are to find the right person to fill it. So open out your volunteer recruitment strategy. Think beyond your immediate network and advertise the opportunity on social media, with job sites, volunteer action groups, community groups and centres.

Starting on the right foot

First impressions count, and the more time you invest upfront, the better everyone’s experience will be. Our advice?

• Get their work environment ready in advance: If they need a desk, it’s important to have one allocated and cleared. If your volunteer is working remotely, make sure they have the right software installed and that all account registrations, emails and log-in details are ready to go.
• Welcome your new volunteers: Even if your office is now remote, organise introductions with key team members, and take some time to give them a mini (virtual) tour.
• Create a ‘Volunteer Induction Pack’: Yes, volunteers are VIPs. There is no one right recipe for this, but as a baseline make sure you include information on your vision, mission and goals, a code of conduct and copies of allrelevant policies, procedures and processes.
• Never skimp on volunteer safety: It should go without saying, but before any volunteer placement begins, you need to make sure your HR and training procedures are complete, and that all the correct paperwork is in place. You have a duty of care to your volunteers, staff and service users. It might feel laborious, but it is important to get it right.

Seven tips to improve your volunteer retention strategy

• Tip #1: It’s all about communication

Every volunteer engagement model should have a clear reporting framework, so put regular time aside to check in on their progress. Working remotely? If a video call doesn’t cut it, there is no harm in picking up the phone or arranging to meet outside for a coffee. Find a process and place that works for you, make a list of points you both want to discuss, and give yourself the time and space to talk.

• Tip #2: Create a community people want to be part of 

It might sound obvious, but you want volunteers to enjoy their time with you and feel part of the team. Inviting volunteers to staff meetings and events is a great way to increase engagement (yes, even if they’re virtual). You could also set up a buddying system or organise social events that give your team and volunteers the chance to get to know each other. In-person is great, but virtual quizzes, coffee, cake and social media groups all help people feel part of something special.

• Tip #3: Be flexible and understanding

As the COVID 19 situation continues to evolve, it will take time for people to adapt to the ‘new normal’. Restrictions will shift, work and family life can still be disrupted, and the risk of disease transmission hasn’t gone away. As a volunteer manager, you need to be flexible and understanding. Show people that you value their time and commitment, and work together to create a system and process that works for everyone.

• Tip #4: Give people the opportunity to grow

Volunteers can bring some great skills and human resources into your team. They might not be on the payroll, but that doesn’t mean you can’t give anything back. Lots of people use volunteering as an entry point to the sector, or to build their professional skills. So be on the lookout for extra training, professional development and mentoring opportunities that will help your volunteers to grow.

• Tip #5: Remember their why

It doesn’t matter if a volunteer is working on the front line, helping out in the office, or logging in remotely. They are there for a reason, and that reason matters. Project visits, case studies, stories and impact updates will all help remind your volunteer team of the difference their work is making.

• Tip #6: Steward your heart out 

Is there a birthday, volunteer anniversary or office event on the horizon? Design a volunteer engagement model that makes the most of these opportunities and gives your volunteers the chance to connect outside their formal commitment. You will be surprised how far a few small gestures can go.

• Tip #7: Take feedback on board

No team is perfect, and it’s important to give volunteers the chance to feed back on their experience (and vice versa!). Take their feedback on board and use it as a tool to develop your volunteer recruitment and retention strategies.  

Creative ways to say ‘thank you’ 

Time is a gift like any other. Never to be taken for granted, ‘thank you’ are two of the most powerful words in your toolkit. And remember - it isn’t just what you say, it’s how you say it. So why not try:

• A call from a team member (or even your CEO) ‘just because’
• A short thank you video or online shout-out
• Spotlight features and volunteer stories in your newsletter, on your website and social media
• Celebrating volunteer anniversaries and milestones
• Posting a card, note, certificate or small token to a home address
• Sending a personal invite to (virtual) events, training and other fun activities
• Getting creative with incentives and rewards (‘Volunteer of the Month’ anyone?).

When the time comes to say goodbye, it doesn’t mean the relationship is over. Far from it. People who volunteer for an organisation have a history with you. They have memories of you. A good volunteer recruitment and retention strategy will make the most of this connection, and work in and beyond each placement – building relationships that work now and for the future.