Are you ready to start a new volunteer program?
You may already have a few volunteers that you call upon to support your organization. But creating an official volunteer program will help you build a foundation for recruiting more volunteers and growing your community impact.
In this article, we’ll show exactly how to start a volunteer program.
Here’s what you’ll learn:
A volunteer program is an organizational structure for recruiting and managing volunteers while supporting community volunteer activities.
You may be wondering, does our organization really need a volunteer program?
Volunteer programs benefit our associations and our communities by
If you’re looking to build capacity at your organization and leverage volunteers to help solve a problem, you’ll benefit from starting a volunteer program.
From nonprofits to businesses, all kinds of organizations rely on volunteers to help make their communities safer, healthier, and happier places. In fact, many community organizations rely on unpaid volunteers for:
During the volunteer program planning process, your organization will determine how it will tap into volunteer time and skills to help achieve your mission.
Starting a volunteer program is about more than taking on a few volunteers. It requires careful coordination and the right tools to make the best use of your volunteers’ time.
But with these tools and thoughtful planning, setting up a successful volunteer program becomes achievable and rewarding.
So, now that you know why you need a systematic approach to managing volunteers, let’s get into how to set yourself—and your volunteers—up for success.
You’re passionate about your cause and ready to take on volunteers to tackle challenges big and small.
Your next step is to lay the groundwork for a successful and sustainable program before you begin recruiting volunteers. Which begs the question, how to start a volunteer organization?
A well-managed volunteer program uses available resources efficiently (more on resource management later) so that volunteer leaders can focus on building relationships with volunteers, community partners, and other stakeholders.
Here’s what success can look like in a volunteer program:
The volunteer leader is tasked with overseeing the day-to-day management of volunteers. These volunteer management activities ensure that the volunteer program as a whole is meeting its goals and delivering on its mission.
By adopting these advanced strategies, you're not just running a volunteer program; you're leading a community transformation initiative. Your volunteers become advocates, your partnerships become multipliers, and your program leads the way to volunteer-led community development.
A successful volunteer program adheres to SMART (Specific, Measurable, Achievable, Relevant, and Time-Bound) principles. A robust volunteer program goes beyond SMART principles, integrating strategic initiatives aligned with volunteer skills and community needs. Initial implementation of the volunteer program policy should take place in tandem with a nonprofit program planning worksheet, ensuring that each action item is backed by data-driven insights.
In developing a volunteer program, curate roles that tap into specialized skills for targeted impact. Success measurement extends to advanced analytics, not just basic assessments. Effective management involves empowering volunteers as stakeholders.
Strategic partnerships and a commitment to social equity are key. Your volunteer program template should be agile and scalable, designed to evolve with community and organizational needs.
Let’s learn more about how volunteer management can support your program.
The first step in developing a volunteer program is to have an effective volunteer management plan. It's volunteer management that truly makes a volunteer program—a group of well-managed volunteers is a force to be reckoned with!
Check out our all-inclusive guide to volunteer management or keep reading for details on the building blocks of a successful volunteer program.By managing each area well, your volunteer program can successfully support active, long-term volunteers while enhancing outcomes at your organization.
What resources are available to your organization? Here are the key resources you’ll need when creating a volunteer program:
Let’s take a deeper look at each of these categories:
Remember, training methods can vary. Some groups might have a mix of online learning to complete before hands-on training. This is especially true for organizations that need detailed training, like those in healthcare or education, where it might be harder to get volunteers to finish because of the intense commitment required. Other groups might do more on-the-spot training, like at a food bank. It's more about learning as you go. Also, think about ongoing training for volunteers who want to take on different roles or lead others. A well-crafted training handbook can be a valuable resource for both new and seasoned volunteers.
Many people ask how to start a community service organization but did you know that over a third of volunteer programs have a budget of less than $5,000? Many volunteer leaders agree that their programs are underfunded. That’s why it’s critical to figure out how you can leverage the resources you have to build capacity.
Before you reach for funding, you’ll need to figure out your program expenses. Some of your highest volunteer program costs will likely include:
These are just some of the costs associated with running a volunteer program. Other overhead costs such as facilities expenses should also be considered by your organization.
Once you’ve listed your predicted costs, you’ll need to figure out how to cover these costs.
Here are some ways to fund your program:
Finding funding can seem like one of the greatest challenges of starting a volunteer program. However, a big part of securing funding is making the case for your program; tap into the passion that drove you to start your program, mix in a bit of resourcefulness, and you’re on your way to a sustainable and impactful volunteer program.
We understand that technology can seem intimidating. And there’s certainly a lot of it out there! But forward-thinking volunteer programs adopt tools specifically designed for their needs.
Tools like volunteer management software save volunteer leaders hours of administrative work each week so they can focus on relationship building and capacity building. Even better, organizations strapped for resources will save money in the long run by investing in smart tech today.
Just looking for an easy volunteer tracking tool that you can set up in 5 minutes and start using for free? Try Shift!
Here are the top tools for managing a volunteer program:
Communication Tools
A communications tool, like a CRM or email platform, is vital for effective volunteer management. You will use this tool to:
Some volunteer management software options offer an integrated communications tool that allows coordinators to filter and sort contacts already registered in the system. They also provide automated messaging, which helps to streamline communication and save time.
Registration and Scheduling Tools
Online registration and scheduling can save volunteer program managers hours per week. We found that the best registration and scheduling options integrate with your existing website or volunteer management platform and also allow volunteers to:
Tools for Tracking Volunteer Hours
Your volunteer data has the power to unlock funding, inspire support, and empower your volunteers.
That’s why volunteer leaders must track volunteer hours and their impact.
Look for a volunteer hours tracking tool that allows volunteers and program managers to log hours in multiple ways, such as on-site check-in and flexible hours submission forms. Volunteer program coordinators rely on robust reporting tools to quickly compile the data needed to inspire donors and win grants.
You’ve created an inspiring mission, forecasted your budget, and invested in time-saving tools. Now it’s time to take action with actionable steps on how to start a volunteer program.
Are you setting up a volunteer program? Follow these 4 essential steps:
When learning how to create a volunteer organization, it considers two types of needs:
Let’s take a deeper look at these two types of needs:
The cornerstone of any successful volunteer program is a deep understanding of the community's needs. For those with extensive experience in volunteer management, the challenge lies not just in identifying these needs but in leveraging advanced methodologies to do so.
When planning your program, consider these questions:
If you haven’t conducted a community needs assessment, we recommend you follow these community needs assessment guidelines and examples.
When learning how to set up a volunteer program, you’ll want to understand where volunteers will fit into your program, and you can use their services to address community needs.
When planning your program, give these questions some thought:
Gathering Volunteer Information. For seasoned professionals, gathering volunteer data transcends basic contact details—it's a strategic endeavor that informs program optimization. Go beyond names and emails to collect nuanced data like specialized skills, preferred commitment levels, and past volunteer experiences.
Leverage this data through advanced analytics or specialized volunteer management platforms to facilitate role allocation based on predictive success metrics. This isn't just about filling roles; it's about maximizing the impact of each volunteer through data-driven decision-making.
Craft personalized thank-you messages and training modules informed by this data. Tailor the volunteer journey to align with both your organization's goals and the individual's skill set. The end game? A high-performing, tightly-knit community of volunteers who are not just participants but stakeholders in driving change.
There are lots of ways volunteers can get involved in your organization from providing direct service to fundraising to managing your program’s social media accounts. You’ll be amazed at just how much you can accomplish with volunteers on your team!
Your mission statement will define what you’re trying to accomplish with your volunteer program. A strong mission statement helps steer the planning process and drive your efforts moving forward.
Writing a mission statement is more than crafting a catchy phrase; it's about encapsulating the strategic objectives of your volunteer program in a way that resonates with stakeholders. Aim for brevity, but ensure each word is loaded with meaning that aligns with your program's KPIs and long-term impact metrics.
Following the mission, a vision statement is formulated. This isn't merely an extension of the mission; it's your strategic volunteer program outline. It should articulate not just what you aim to achieve but also how you'll measure success, considering both quantitative and qualitative metrics. It serves as the framework for tactical planning and decision-making.
To write a mission statement, you need to know your mission! Begin by brainstorming the purpose—or mission—of your volunteer program.
Use these questions to help guide your mission:
Once you can answer these questions, you’re ready to get writing.
Wondering what a strong volunteer program mission statement looks like? Here are a few fundamental components of a successful mission statement with examples from our clients:
The mission statement addresses an unmet problem or need.
We mobilize and support a robust network of people, partners, and resources to co-create opportunities for every person in our community to live free from poverty and injustice.
The mission statement is focused and succinct.
The Humane Rescue Alliance protects animals, supports families, and advocates for positive change to create a world where all animals can thrive.
The mission statement inspires stakeholders.
San Diego Theatres delivers exceptional performing arts and educational experiences, fosters collaboration and partnerships, and creates an accessible place for all people to enjoy the arts.
While learning how to create a volunteer program, you may take the name of your program for granted, but naming your volunteer program may be more important than you think. The truth is, volunteers have many choices of where to devote their time. When volunteer programs have memorable names and creative marketing, they’re more likely to stand out from the crowd.
Check out our list of over 100 creative volunteer program names for all types of volunteer programs and causes. Be sure to download our Volunteer Program Name Generator—it’s a fun tool that will help you create a volunteer program name that sticks!
How do you create a successful volunteer program? Have a plan.
Your plan should outline your approach to setting up the following volunteer management areas:
Now, let’s have a more detailed look at each of these components:
Volunteer recruitment is essential when starting a volunteer program. So, you’ll need to have a recruitment strategy in place from the outset.
Volunteer recruitment involves:
You can find ways to streamline all of these tasks and more by adding volunteer management software tools to your program.
Volunteer management software isn't just a convenience; for experts in the field, it's a strategic asset that can be leveraged for program optimization. This tool consolidates all volunteer-related activities, offering a unified dashboard that not only simplifies recruitment but also provides actionable insights into program performance.
When evaluating software options, prioritize the following advanced features:
Lastly, don't overlook the value of a mobile app feature. Real-time communication with volunteers is crucial for rapid response and adaptability, enhancing the volunteer experience and your program's agility.
Remember, you’re looking for volunteers committed to your cause, so striving for a few committed volunteers rather than many disengaged volunteers may be a more valuable use of your resources when starting a volunteer organization.
A strong volunteer program relies on happy, active volunteers. That’s why you need a volunteer engagement strategy that keeps them choosing your organization.
Volunteer engagement starts by cultivating a positive experience for each volunteer. Here are some more strategies for better engagement:
Crafting an intricate volunteer program strategic plan isn't just beneficial—it's indispensable for organizations aiming for scalable impact. This plan serves as an operational blueprint, integrating advanced methodologies to ensure that not just the basics but also the nuances are well-addressed.
The plan should go beyond the "three R's" of volunteering—Recruitment, Retention, and Recognition. It should also incorporate Software and Tools, Marketing, Training, and Communication, focusing on data analytics, automation, and stakeholder engagement.
For veterans in the field, key planning elements should involve a SWOT analysis to identify organizational support needs, integrating just-in-time or continuous support models, role-specific volunteer management, dynamic hour allocation based on real-time needs, and a benefits package designed to attract specialized skill sets.
Your plan should also specify multi-channel recruitment strategies, AI-driven communication protocols, competency-based training modules, and community-building through strategic partnerships. Finally, consider advanced engagement tools with predictive analytics to measure and enhance volunteer satisfaction and contribution.
Your strategy should include a plan for keeping your volunteers informed and updated. Your plan should allow you to share important information effectively and respond to volunteer queries efficiently.
The best way to establish a system of communication between volunteer managers and volunteers is to start a volunteer database.
Most organizations choose email as the primary method of communication—although many are also adopting text messaging to reach their volunteers fast.
Whether you decide to email, call, or text your volunteers, you need a way for capturing their information.
A volunteer database is a tool for storing volunteer contact information and facilitating communication between your organization and its volunteers. Besides storing volunteer contact information, your volunteer program database can also house detailed records on potential volunteers, like their skills, interests, and availability.
The most effective volunteer database is web-based so that all your volunteer contact information is stored online and accessible anywhere.
Gathering volunteer information doesn’t have to be complicated! Volunteer management software centralizes your communications and automates much of your outreach, drastically simplifying volunteer communications.
While learning how to start volunteer organization, realize that effective ongoing volunteer management isn't just about day-to-day tasks; it's a strategic initiative that directly impacts the long-term success and scalability of your program. A well-managed volunteer experience not only encourages return participation but also turns volunteers into advocates for your cause.
Here are some advanced strategies for managing volunteers:
By optimizing your volunteer program logistics with these advanced strategies, you're not just making volunteers feel valued—you're maximizing their impact and, by extension, elevating your program's overall effectiveness.
Creating a successful volunteer program within a nonprofit involves strategic steps such as identifying community needs, precise volunteer role and opportunity descriptions, volunteer management software, and lasting relationships. By paying attention to each phase, an organization can engage and retain volunteers, amplify their impact, fulfill their mission, and foster positive change.
Volunteers are crucial to nonprofit organizations. To engage them, create a motivational environment, match their skills with appropriate tasks, and provide opportunities for growth. To retain them, communicate effectively, recognize their efforts, and address their needs. These efforts can transform volunteers into passionate advocates, enhancing the organization’s impact and facilitating positive change.
Most of us probably agree; acknowledgment for our hard work feels great! Your volunteers are no different. Therefore, acknowledging your volunteers’ efforts should be an essential component of your program plan.
From a simple thank you note to an annual volunteer banquet, there are many creative ways to show your appreciation. The important thing is that you establish a consistent, genuine system for letting your volunteers know they’re valued.
The good news is we’ve already put together lots of creative ways to thank your volunteers, so they’re ready to incorporate into your program strategy.
Creating a volunteer program doesn’t have to be rocket science. But it should be intuitive. Your program exists because you have identified a gap in service, and volunteers are the change-makers your community needs.
If you’re learning how to start a volunteer program, take the time to plan each stage of the volunteer management process to address your community’s needs.
In the grand scheme of your volunteer program, relationship management is a cornerstone. Start by ensuring that volunteer job descriptions are accurate and specific, outlining the skills needed for each role. Diversify the time commitments available to accommodate different schedules. A volunteer database is indispensable for tracking the skills, interests, and preferred contact methods of potential volunteers.
Consider leveraging volunteer management software like Get Connected. This web-based platform seamlessly integrates with your existing website, streamlining the volunteer recruitment process. By aligning volunteers with roles that genuinely interest them, you not only enhance their experience but also increase the likelihood of long-term commitment. Sustaining these relationships is vital for achieving your mission and objectives.
Effective volunteer program reporting is more than metrics; it's strategic insight that drives growth. Use advanced analytics to dissect engagement patterns and measure ROI. This not only secures funding but also attracts quality volunteers and partners.
Documenting each cycle serves as a blueprint for innovation. Dive into analytics, share triumphs and setbacks, and adapt. This elevates your program's impact and sets you up as a leader in volunteer management.
For those ready to take their volunteer program to the next level, a structured, data-driven approach is essential. That's where our Volunteer Program Planning Worksheet comes in handy.
And don't forget the right tools to lead and engage your volunteers. Learn more about how Get Connected can help jumpstart your new volunteer program