The Growing Role of Technology in Volunteer Engagement

Technology is no longer just a nice-to-have for volunteer programs—it’s essential.

The way volunteers engage with organizations has evolved, and they now expect a seamless, digital-friendly experience. If your current system creates barriers to participation, you risk losing valuable supporters.

Relying on outdated tools or a patchwork of disconnected systems can create more problems than solutions, including:

• Wasted time on administrative tasks: Manually tracking volunteer hours, schedules, and communication eats up valuable staff time.
  
  
• Frustrated volunteers: Complicated sign-ups, lack of communication, or confusion about opportunities can lead to drop-offs.
  
  
• Data silos: Information scattered across spreadsheets, emails, and different platforms makes it difficult to track impact and make informed decisions.

A dedicated volunteer management system, however, eliminates these issues by streamlining and automating key processes like:

• Recruitment, scheduling, and reporting: All-in-one volunteer management systems offer features like integrated outreach tools, simple scheduling, automated reporting, and more.
  
  
• Ongoing engagement and retention: Send automated recognition and rewards, offer personalized volunteer resumes, and make supporters feel seen and supported.
  
  
• Long-term decision-making and scalability: Gain real-time insights into volunteer impact, helping you make strategic improvements and prove impact.
  
  Pro Tip: Choose volunteer technology that has powerful reporting capabilities. Comprehensive data not only strengthens grant applications and strategic planning—it also helps you champion your program’s impact. Get Connected offers 50+ pre-built reports to help you track, measure, and showcase volunteer contributions with ease.

What is Tech Readiness and Why Does it Matter?

Jumping into a new software solution without a clear understanding of your needs can lead to wasted time, money, and frustration.

A tech-readiness assessment helps you make an informed decision by ensuring that the technology you choose is the right fit for your volunteer program. 

A tech-readiness assessment can help nonprofits:

1. Avoid Investing in Software That Doesn’t Fit Your Needs

Many nonprofits make the mistake of selecting software based on features they think they need—only to realize later that it doesn’t actually solve their biggest challenges.

By assessing your current pain points and defining your program’s priorities, you’ll avoid purchasing a tool that is too complex, too limited, or simply not built for volunteer management.

2. Align on What’s Most Important

A tech-readiness assessment brings clarity to your team by identifying key priorities before you start evaluating solutions.

Instead of getting distracted by flashy features, you’ll be able to focus on what truly matters for your program—whether that’s better volunteer tracking, automated communication, or integrated reporting.

3. Ensure a Smoother Transition When Implementing New Technology

Switching to a new system can feel overwhelming, especially if your team and volunteers aren’t prepared for the change. 

By assessing your needs upfront, you’ll have a clear roadmap for implementation, making the transition smoother and increasing adoption rates.

Want a personal assessment of your tech needs? Reach out for a free tech audit →

Top 6 Signs Your Volunteer Program Needs a Tech Upgrade

If managing your volunteer program feels harder than it should be, outdated or ineffective technology may be to blame. 

Here are some clear signs that your nonprofit should take a tech-readiness quiz: 

1. Your Current Tools Feel Like a “Workaround” Rather Than a Solution

Are you constantly finding ways to “make it work” with tools that weren’t designed for volunteer management? 

Many organizations start with spreadsheets, SignUpGenius, or general CRM systems, but as the program grows, these tools become more frustrating than helpful.

2. You’re Spending Too Much Time Manually Tracking Volunteers

If your team is constantly updating spreadsheets, sending individual emails, or piecing together reports by hand, you’re losing valuable time that could be spent on engagement and impact. Volunteer management software can automate these tasks, freeing up staff time.

3. Volunteers Drop Off Due to Confusing Processes

Does your nonprofit constantly get new volunteers but find that they quickly disappear before their first shift?

This might be a sign that your onboarding and scheduling process is a hassle, causing volunteers to disengage. A seamless digital experience—from easy sign-ups to automated reminders—helps retain volunteers and keeps them coming back.

4. Your Team Struggles With Communication and Coordination

Is your staff relying on endless email threads, phone calls, or separate messaging apps to stay organized? 

When communication is fragmented, important details get lost, leading to scheduling conflicts, no-shows, and frustrated volunteers.

5. Reporting Impact is Difficult,Time-Consuming, or Impossible

Nonprofits need to show results—to funders, leadership, and their own team. If pulling reports means sorting through multiple systems or manually compiling data, you’re missing an opportunity to quickly demonstrate your program’s value and make data-driven decisions.

6. You’re Not Sure if Your Tech is Scalable as Your Program Shifts or Grows

Your volunteer program may be small now, but what happens when you expand programming and volunteer opportunities? If your current tools aren’t built to grow with you, you could find yourself needing a major overhaul down the line. Investing in the right technology now can future-proof your operations.

Any of these sound familiar? Download the Tech Readiness Guide to take the first step in evaluating your volunteer program’s technology needs 

Take the Volunteer Tech Readiness Quiz 

What to Expect From a Tech-Readiness Quiz

Before investing in new technology, it’s essential to assess where your program stands today. 

A structured evaluation will help you determine what’s working, what’s not, and what you need moving forward. 

Here’s a preview of what you can expect in a tech-readiness quiz:

1. Identify Your Current Pain Points

Pinpoint the biggest challenges your team and volunteers face.
Ask yourself:

• What’s slowing us down? Are manual processes, disconnected tools, or a lack of automation creating inefficiencies?
• Are volunteers frustrated with sign-ups, scheduling, or communication?
• Do we struggle to collect and analyze key data for decision-making?

2. Evaluate Your Existing Tools

Take a close look at the technology you currently use:

• Are these tools specifically designed for volunteer management, or are we adapting general software like spreadsheets, email, or basic sign-up forms to meet our needs?
• Do these tools integrate seamlessly, or is our team constantly juggling multiple platforms and workarounds?

3. Define Your Program’s Future Needs

Think about what you need to streamline operations and improve volunteer engagement:

• Would better communication tools help us keep volunteers engaged?
• Do we need automated scheduling to save staff time?
• Is easier reporting a must for demonstrating our impact?
• Would a centralized volunteer management system address our biggest challenges?

By defining these needs now, you’ll be better prepared to choose the right solution when the time comes.

What to Do After Your Tech Assessment

Once you've completed your tech-readiness assessment, you’ll have a clearer understanding of your volunteer program’s needs and how technology can support those needs. 

Here are some next steps:

1. Use Your Quiz Results to Identify Priority Areas

Review your tech assessment results to pinpoint the most pressing areas for improvement. 

Whether it’s communication, scheduling, reporting, or data management, knowing what needs the most attention will guide your decision-making process.

2. Explore Volunteer Management Software That Fits Your Needs

Now that you know what you need, research volunteer management software options that align with your priorities. Look for features that address your pain points—whether it's automation, easy sign-ups, or streamlined reporting.

3. Connect with a Technology Advisor for a Free Audit

Still unsure which tool is right for your program? Consider reaching out to a technology advisor for a free audit. An expert can help you assess your current setup and offer guidance on selecting the best solution for your specific needs.

4. Keep Learning: Check Out Webinars on Nonprofit Technology

Technology is constantly evolving, and staying informed will help you make the best choices. Dive into webinars and other educational resources focused on nonprofit technology to keep learning about trends, best practices, and new tools.