Volunteer Training & Management

By Matt Miller, Send Me St. Louis – Executive Director

‍

Most nonprofit organizations utilize volunteers to save staffing costs, to engage other skill sets that are needed, and to have advocates for their organization. Before recruiting volunteers, it is helpful to develop job descriptions just as if the organization is hiring for this position. It will help the person to know the expectations of the volunteer tasks, to execute the tasks well, and to help them work well with other volunteers or staff members. 

‍

The nonprofit should provide proper training and oversight of volunteers. During training, help the volunteers to see how their role is furthering the nonprofit’s mission. Set up feedback loops to the volunteer and from the volunteer to their supervisor. Evaluation of the volunteer program will ensure it is achieving its purpose and being run most effectively. Positive volunteers can be wonderful advocates for the work by inviting others to participate or by providing donations. 

‍

Employees and volunteers will often work closely together, but there are legal distinctions. Employees can volunteer for the nonprofit if the tasks are not part of their normal duties and are not during regular work hours. There should not be negative implications if the employee does not volunteer. Volunteers should be required to have background checks if they will work with children or the nonprofits’ clients. 

‍

As you get started with volunteers, consider the following:

1. Do you know your WHY for volunteers? Before you can build an effective volunteer management program, you need to consider how volunteers will help your church/organization advance its mission and vision (your WHY for volunteers). Clarity on your “volunteering WHY” will help your church/organization achieve missional impact and help volunteers have meaningful experiences that form them more into the image of Christ.
   a. Why do you (the nonprofit/church) want/need volunteers? How does it help advance your mission/vision?
   b. Why should people volunteer with you?  How does it leverage their skills, passions, etc.?
   c. How do your volunteer efforts/opportunities help people connect to the ultimate WHY (God has created them for service and by serving they are being formed more into the image of Christ)?
2. Is your house in order?  Are you ready to receive volunteers? Preparation before you engage volunteers will pay long-term dividends. Volunteers who walk into a church/organization that has thoughtfully prepared on the front end are more likely to quickly commit and be fully engaged in your ministry.
   a. Healthy organizational and volunteerism culture – mission, vision, values, WHY
   b. Volunteer needs and position descriptions
   c. Policies and risk management
3. Who will serve?  How will you get your message out? How will you determine the right fit? Churches/organizations should thoughtfully think through their recruitment funnel, identifying where they will share their message/opportunities and who will do the inviting. Beyond “the ask”, churches/organizations should have clear processes for how potential volunteers will be screened, evaluated, and placed in proper, gift-aligned roles.
   a. Recruitment
   b. Screening
   c. Placement
4. How will you launch your volunteers well? Beyond “getting” a volunteer, a church/organization must draw the volunteer deeper into both the organization and the role they have agreed to serve in. Orientation and training provide opportunities to remind them of your WHY/organizational culture, the logistics of their volunteer area/role, and how you care about them launching well and having a positive experience.
   a. Orientation
   b. Training
5. How will you walk with your volunteers once they are serving? Initial onboarding is important, but support must be extended to the volunteer in a long-term capacity. Determining how you will walk with volunteers and equip them with the resources and relationships they need when questions arise is key to their engagement, commitment, and enduring passion for the ministry.
   a. Ongoing support