Volunteers are the heart and soul of many non-profits. They are the passionate people who give their most valuable resource—their time—to help your mission succeed. A strong team of volunteers can expand your reach and deepen your impact in ways that money alone cannot. But a great volunteer program does not just happen on its own. It requires a thoughtful plan and a real commitment. This is what volunteer management is all about.

Good volunteer management is the process of finding, training, and keeping the people who help you do your work. It is about making sure your volunteers have a great experience and feel like a valued part of your team. When you do it well, you create a happy, motivated group of people who become your best ambassadors. They will not only do great work, but they will also tell their friends and family about your cause. This guide will give you a simple, step-by-step plan for building a volunteer program that strengthens your organization and helps you achieve your goals.

Why a Strong Volunteer Program Matters

Investing time in managing your volunteers well pays off in big ways. It is not just about getting tasks done for free; it is about building a stronger, more resilient organization.

• More Work Gets Done: Volunteers allow you to do more than your budget would otherwise allow. They can help run events, support your staff, and deliver your programs.
• Stronger Community Ties: Volunteers are often members of the community you serve. They build a bridge between your organization and the people you help.
• Future Donors and Leaders: Today’s dedicated volunteer is often tomorrow’s loyal donor or even a future board member. A great volunteer experience is a key part of long-term donor engagement.

Step 1: Building Your Program’s Foundation

Before you can find volunteers, you need to know what you want them to do. A little bit of planning upfront makes everything else much easier.

Create Clear Volunteer Roles

The first step is to figure out exactly what work you need help with. Be specific. “Help with marketing” is too vague. “Write one blog post per month” or “Manage our Instagram account for two hours per week” are clear roles. For each role, write a simple, one-page description that includes:

• Role Title: (e.g., “Event Registration Volunteer”)
• Key Responsibilities: A short list of the main tasks.
• Skills Needed: (e.g., “Friendly and organized,” “Comfortable using a computer”).
• Time Commitment: How many hours per week or month? Is it a one-time event?
• Who They Report To: Who is their main point of contact on your staff?

Having these written down helps you, and it helps potential volunteers understand exactly what you are asking of them.

The Application and Screening Process

You need a simple process for people to apply to be a volunteer. This usually starts with a basic application form that asks for their contact information, interests, and availability. After they apply, a short, informal interview or phone call is a great way to get to know them and make sure the role is a good fit for their skills and interests.

Step 2: Recruiting Your Volunteer Team

Once you know what roles you need to fill, it’s time to find the right people. There are many places to look for volunteers.

Step 3: Onboarding and Training

A good first day sets the tone for a volunteer’s entire experience. A strong onboarding and training process makes new volunteers feel welcome, prepared, and confident in their roles.

The Welcome and Orientation

Your orientation should make every new volunteer feel like a part of the team. This can be a short in-person meeting or a virtual one. During the orientation, you should:

• Tell the story of your organization and its mission.
• Introduce them to key staff members.
• Give them a tour of your facility (if applicable).
• Review your key policies and procedures.
• Most importantly, express your excitement and gratitude that they are there.

Role-Specific Training

After the general orientation, provide specific training for the role they will be doing. Show them exactly how to do their tasks. Provide them with any tools or resources they will need. Make sure they know who to ask if they have questions. A well-trained volunteer is a confident and effective volunteer.

Step 4: Managing and Retaining Your Volunteers

Finding volunteers is only half the battle. Keeping them happy, engaged, and coming back is what makes a program truly successful. This requires ongoing communication and appreciation.

Communication is Key

Keep your volunteers in the loop. A simple monthly email newsletter just for volunteers is a great way to do this. Share updates on your work, celebrate recent successes, and highlight upcoming opportunities. Make sure your volunteers have a clear point of contact on your staff who they can go to with questions or concerns. Regular check-ins show that you care about their experience.

The Power of Saying Thank You

Volunteers are not paid with money; they are paid with appreciation. Saying thank you is the most important part of volunteer retention. Find many different ways to show your gratitude.

Show Their Impact

More than anything, volunteers want to know that their time is making a difference. Regularly share stories and data that connect their work to your mission’s success. For example, “Because our volunteers sorted 5,000 pounds of food last month, 200 local families had healthy meals.” This shows them that their contribution truly matters.

Conclusion: Your Partners in the Mission

Your volunteers are some of your most important partners. They are a powerful force that can help you grow your impact in ways you never could alone. By building a thoughtful program that finds the right people, gives them clear roles, and makes them feel valued and appreciated, you can create a thriving community of supporters. A great volunteer management program is an investment that will pay back your organization for years to come, not just in hours worked, but in loyalty, passion, and a deeper connection to your community.