Acquiring and retaining volunteers can be a challenge if you don’t know how to motivate them – and this happens more often than not. To avoid a perpetually revolving door at your organization, we’ve compiled a list of common mistakes nonprofit leaders make when recruiting and managing volunteers and the solutions to those problems.
1. The Problem: Prioritizing Recruitment Over Retention. Organizers often develop a strategic plan for attracting volunteers, investing much time and energy in training them so they can adequately function within their roles. But once they're in, the organization forgets about providing incentive for them to stay.
The Solution: Regularly communicate to your volunteers that your relationship is mutually beneficial. While the main goal is to benefit the organization’s cause, they stand to reap their own rewards as well. For example, they can hone present skills and develop new abilities that will add to their resume and contribute to their future success.
2. The Problem: Not Showing Gratitude. Volunteers are taking time out of their busy schedules to contribute time and effort to your cause. If you don’t express often express appreciation to your volunteers, their motivation to continue helping will plummet quickly, and you likely won’t see them show up for the next project.
The Solution: Take extra time to recognize volunteers for all they’ve accomplished. You can accomplish this in many ways, such as giving a special mention in your organization’s newsletter, hosting a volunteer appreciation event, or sending thank-you cards at the completion of a huge task. These little shows of gratitude will go a long way in keeping your volunteers motivated to achieve more goals within your organization.
3. The Problem: Lack of Flexibility in Scheduling. Many volunteers have obligations outside of volunteering that limit their availability. If your organization doesn’t have flexible hours, then it will be an easy choice for volunteers to prioritize their personal time over volunteering.
The Solution: Keep in mind that volunteers are ultimately doing your organization a favor by giving up their time, so it’s important to allow them to participate at a level that matches their lifestyles. While some volunteer positions are more structured and require greater time commitments, be upfront and communicate these requirements ahead of time so your applicants can make an informed decision. To avoid discouragement, offer appealing alternative options so they can be involved in some way.
4. The Problem: Poor Communication. Clear and open communication is key in making sure that volunteers understand their expectations and responsibilities. If volunteers are left to wonder about the day’s tasks or the specifics of their role, you’re going to leave them confused and disengaged.
The Solution: Reach out to volunteers before their services are required and perform periodic check-ins. Holding a meeting or training session in advance of an event allows adequate time to address concerns and answer questions. Likewise, keep your volunteers abreast of any schedule or site changes so they don’t show up at the wrong time or place.
5. The Problem: Not Playing to Volunteers’ Strengths. Volunteers always have a positive influence on a nonprofit’s success, but sometimes, they are treated like vessels to fill open spots. As a result, volunteers are put into positions that aren’t right for their skill set and they end up leaving to find better opportunities.
The Solution: Instead of playing volunteer lottery, pay careful attention to interests and skills on applications. Placing tech people on web design and artists on creative tasks will show that you’ve paid attention to your volunteers as individuals, and in the end, you’ll see the same faces returning for rewarding work.
Nonprofit organizations rely heavily on volunteers for support, so when you have the right people on your team, you obviously want to keep them around for as long as possible.
Ryan Bridges is a contributing writer and media relations specialist for SBI Association Management. He regularly produces content for a variety of nonprofit management blogs, based around the transitional challenges that come with nonprofit fundraising and marketing efforts.
