Volunteer Management Archives - Nonprofit Hub https://nonprofithub.org/category/volunteer-management/ Nonprofit Management, Strategy, Tools & Resources Tue, 20 Aug 2024 20:22:16 +0000 en-US hourly 1 https://wordpress.org/?v=6.6.1 https://nonprofithub.org/wp-content/uploads/2021/07/cropped-favicon-1-32x32.png Volunteer Management Archives - Nonprofit Hub https://nonprofithub.org/category/volunteer-management/ 32 32 Growing and Developing Your Volunteer Program https://nonprofithub.org/growing-and-developing-your-volunteer-program/ Tue, 09 Apr 2024 11:49:50 +0000 https://nonprofithub.org/?p=362787 The post Growing and Developing Your Volunteer Program appeared first on Nonprofit Hub.

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Scaling Your Volunteer Program: The Essentials

Could your organization’s volunteer program use a boost? With over 60 million volunteers in the United States, there are plenty of people who are ready to help! Scaling your volunteer program is a great way to introduce more people to your organization while receiving budget-friendly support for your goals.

At VolunteerHub, we know that developing a thriving volunteer program isn’t as simple as gathering a group of people and handing out a few hammers and paintbrushes. The right program framework can build a foundation for recruiting and retaining dozens (or even hundreds) of volunteers who share your organization’s drive for community improvement.

In this post, we highlight ways you can ensure your volunteer program flourishes throughout the years.

Design a Well-Structured Volunteer Program

The key to scaling your volunteer program is to first create a robust framework for the program, ideally before any volunteers join your organization.

Spending some time on your program’s framework upfront will keep your volunteers’ work aligned with your mission down the road. Additionally, an effectively designed volunteer program will make attracting and retaining volunteers a breeze.

A well-structured volunteer program outlines:

  • Program goals
  • Volunteer recruitment options
  • Volunteer duties
  • Budget considerations
  • Volunteer management systems
  • Program assessment plans

Zero-In on Your Volunteer Program Goals

The first step to developing and subsequently growing your volunteer program is honing in on its goal. Why do you need volunteers? How will their work contribute to your organization’s overall mission?

Let’s take a look at some volunteer program goal examples. You can use these to guide you when crafting goals for your own program.

  • Our volunteer program will help the organization accomplish its mission to educate teens about the dangers of smoking. Volunteers will mentor at-risk students and train them to be health leaders in their schools.
  • Our volunteer program will help the organization accomplish its mission to reduce food waste in our community. Volunteers will collect compostable food scraps from residents and add them to the organization’s compost bins.

Having a highly focused goal makes volunteer program scaling easier because it gives your organization and volunteers a clear snapshot of the program. Volunteers won’t accidentally join your program expecting to be companions for the elderly when your organization actually needs support for fundraising. When your goal isn’t clear, your nonprofit runs the risk of losing support.

Identify Key Volunteer Recruitment Sources

The next step for creating a highly structured volunteer program is to compile a list of recruitment sources. This list will make scaling your volunteer program easier in the future. By dedicating a little extra time to curating your recruitment sources in your program’s infancy, you’ll have a constant flow of volunteers at any time of the year.

Volunteers can come from virtually anywhere, but focusing your recruitment efforts on the right sources can exponentially drive growth. For example, if your organization needs volunteers to support its diabetes awareness initiative, one of your major recruitment sites could be the nursing program at the local university. Another recruitment source could be retired healthcare workers. You’ll probably have better luck with focusing on these sources than, say, local youth groups.

Once you have a list of your prime recruitment sources, determine how you will keep an active communication channel with each of them. Perhaps someone at the university is willing to periodically pass on the names of interested volunteers to your organization. Maybe you’ll hold a quarterly recruitment event to garner interest on campus instead.

Define Volunteer Roles

Another important program component that entices volunteers to register and stay with your nonprofit is crafting accurate volunteer role descriptions. People are more hesitant to join an organization when they’re not entirely clear on what they would be doing.

If you tell potential volunteers they’ll be “assisting your nonprofit’s conservation efforts in some capacity,” they won’t know if they’re going to be filing farm equipment invoices or tilling the soil for community gardens. That uncertainty will keep many people from pursuing volunteer opportunities.

Brainstorm within your organization and note down all the possible volunteer roles you will need in the near future. This list may change over time, but focusing on recurring opportunities is a good start.

In the previous case, a more defined list of volunteer roles for a conservation group might look like:

  • Office support volunteer – helps with everyday clerical tasks such as answering phones, filing, and data entry
  • Spring planting volunteer – plants seeds and transplants seedlings in multiple community gardens starting in mid-March
  • Harvest volunteer – periodically harvests ripe fruits and vegetables from community gardens
  • Elementary school educator volunteer – facilitates classroom presentations on what conservation means and how kids can help

Determine Your Volunteer Budget

How does a budget factor into your volunteer program? While it’s true volunteers don’t get paid, you’ll still need to allocate money to your volunteer program.

For instance, if you plan on recruiting volunteers for a roadside cleanup day, you’ll need supplies for the project. The list might include:

  • Trash bags
  • Gloves
  • Garbage pickers
  • Safety vests
  • Water and snacks
  • First aid kits
  • Gas to fill the vehicles that will transport the collected garbage

Nothing will squash volunteer program growth like a large group of hungry volunteers who don’t have the supplies to do their jobs!

When you’re creating your budget, you’ll need to consider more than project supplies. You may need to consider the cost of volunteer uniforms, training, and end-of-year celebrations. You may also need to budget for additional employee salaries, such as bringing on a paid volunteer coordinator or a paid van driver to transport volunteers to a work site.

A huge budget isn’t necessary, but being prepared for the many incidentals a volunteer program can incur will keep your organization running smoothly.

Use a Volunteer Management System

To keep program costs to a minimum, consider using a volunteer management system (VMS) such as VolunteerHub. This system lets organizations automate administrative tasks including volunteer tracking and registration. It also makes creating and assigning volunteer roles quick and easy.

A VMS is ideal for expanding your volunteer program because it shoulders some of the tedious tasks volunteer coordinators usually deal with. Volunteers can register with your organization themselves and sign online liability waivers, eliminating these steps from your coordinator’s workload. Additionally, all your volunteers’ contact details will be kept in a convenient and confidential location, making communication stress-free.

Reassess Your Volunteer Program

Once you’ve developed your volunteer program’s initial framework, be flexible in making tweaks here and there. If an anticipated recruitment source isn’t bringing in the number of volunteers you’d hoped, don’t be afraid to adjust accordingly.

It’s never a bad idea to schedule a specific time to reassess your volunteer program’s efficacy. You can do this whenever you’d like, but having an in-depth reflection session at least twice a year can help your organization avoid common pitfalls when managing volunteers.

During the assessment period, ask yourself questions to gauge how well your current program’s structure is working:

  • Are we meeting the volunteer goals we set out for ourselves earlier in the year?
  • Are we hitting our target number of volunteers?
  • What are some opportunities for streamlining our volunteer program?
  • Do our volunteers seem happy with their roles?
  • Are our volunteers being utilized to their full potential?
  • Which parts of our program are working well and which can use improvement?

Engage Your Organization’s Volunteers

Once your organization has a strong volunteer program up and running, don’t forget to keep your volunteers engaged. They are essential to the program’s success! You can communicate with them in several ways. You could try one-on-one when they come in for volunteer shifts or you can send out an anonymous digital survey asking for their thoughts. Another idea is to keep a suggestion box near their sign-in area so they can drop a quick thought on their way in or out from your site.

You can always ask your volunteers for their ideas about how to grow your volunteer base. You may be surprised to learn they have community connections you didn’t know about!

Engaging your volunteers can also help you keep an eye on morale. You might learn volunteers are experiencing problems you were unaware of (perhaps one of the volunteer sites doesn’t have enough parking, for instance).

This engagement drives positive word-of-mouth referrals to your volunteer program. These recommendations are a surefire way of scaling any volunteer program. The happier your volunteers are, the more likely they are to talk about their experiences with your organization. Their friends, families, and coworkers may want to join, too!

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]]> Three Easy Ways Nonprofits Can Cut Costs https://nonprofithub.org/cut-costs/ Thu, 06 Oct 2022 18:27:02 +0000 https://nonprofithub.org/?p=353434 The post Three Easy Ways Nonprofits Can Cut Costs appeared first on Nonprofit Hub.

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Cut costs just in time for budgeting season.

1. Pay less for processing credit card donations or don’t pay at all

How would you like to increase your annual donations by up to 4% without adding any new donors? It sounds too good to be true, but it is. Studies show that 50% of donors will pay the processing fee for their donations if given a choice. See, I told you that you might not pay at all. Now you get more and pay less. Plus, you haven’t added any new donors.  Instead, you empowered and maximized your donor base. How cool is that? Imagine what you can do with that much more money! 

Cash discounting is the industry term for when a donor opts to pay the fee. You need a way to implement it for sure. Well, let’s get that done. At your donation checkout page, if you have the right payment processing company, you can add a box for the donor to choose whether or not to pick up the tab. Now that the donor has paid the fee, you’re getting that much more for your charity. 

Tidal Commerce offers solutions for nonprofit payment processing for nonprofits or for those looking to start a new nonprofit that helps your donors give more. It keeps their data 100% secure and grows your mission. Their program gets members an approximate effective rate of 2.15%, which crushes the competition. Some organizations are paying up to nearly 6% to process a credit or debit card donation, with an average range of 3-4%. Let them do the math to demonstrate the difference between our effective rate of 2.15 and your current rate. They will discover the tremendous impact on your organization’s bottom line.

Tidal Commerce, a Nonprofit Hub Business Member, offers a free rate analysis and approximately two business days turnaround time. Simply provide them with your last two statements. They crunch the numbers and return a no-obligation quote. During that discovery phase, it sometimes uncovers that a company offers you that shiny low rate, but by adding higher per-transaction fees, they make up for it on the back end.  For example, instead of paying $.10-15 per transaction, they charge you $.30 per transaction. That takes the luster off that sparkling rate because you now learn what effective rate you actually pay. Very sneaky on their part. 

The Hard Truth:

Not every payment processor can do cash discounting. Sometimes your software company doesn’t like it when you inquire if it’s possible or if you can switch processing companies. That’s because some have a revenue-sharing partnership with whomever they signed you up with when you bought their software. And sometimes, that processor has a high rate and offers nonprofits no rate considerations. In that scenario, the only one who loses is your wonderful organization. It’s not transparent or even nice, to say the least.

Outcome:

Being the genius that you are, you did your homework by contacting your software company. Or perhaps you managed it some other way and asked your website hosting company, “hey, how can we do this?” At your next company meeting, you presented your fabulous new idea to implement cash discounting and got a resounding YES! You might even get a round of applause. Because you made this happen, the next budget meeting makes it possible to add a new program or new employee, or new equipment or food or clothing, or shelter. Whatever your charity does, it now does that much more because of you. Bravo! Pat yourself on the back, you shrewd and savvy person.

2. Seek out the deals and discounts that companies love to give to nonprofits:

Some businesses want to support your excellent work through less expensive plans and nonprofit discounts.

  • You can usually save money by paying for subscriptions annually instead of monthly. If the company offers no discount of this kind, there’s no harm in asking for a nonprofit deal. Once you put it out there, you might be pleasantly surprised by the response.
  • TechSoup is a website that exists as a resource for finding discounts on software,  technology, and services for nonprofits. They list names such as Microsoft, Adobe, and Intuit.  Now those heavy hitters put out products that help any organization. 
  • Use your Nonprofit Hub advantages to your advantage. The Nonprofit Hub’s Good Referral Directory is a database of nonprofit solutions providers, several of which offer nonprofit discounts. Find the ones that suit your needs and unlock the savings to help improve your organization.

3. Strengthen your volunteer program

Volunteers are part of the lifeblood of your organization. Many people want to help and get involved but don’t know how. Sometimes they do not know about a nonprofit operating in their area and if they discovered it. Perhaps they become a volunteer. Deploying technology and recognizing the volunteers’ needs requires flexibility. It’s vital to educate volunteers before they dive in. These elements are crucial to growing, energizing, and maximizing the efficiency of volunteers. After all, you should strive to make their experience a positive one.

Wow, that sounds like a lot to digest.  Have no fear; it’s easier than some might think.  

Technology is your friend!

On average, people spend 147 minutes on social media a day.  You have many avenues to energize your volunteers and tap into new ones. You can use Facebook, Instagram, LinkedIn, Twitter, Tik Tik, or other platforms. You don’t know who’s waiting in the wings to answer the call to action.

Some tips for pulling in, obtaining, retaining, and effectively utilizing volunteers include:

  • This is the big one. Utilize or create social media accounts with the name of your organization. It’s a no-brainer, but nothing else happens without that being in place. On LinkedIn, I have seen charities of all causes and sizes. Not only the organization profile but the profiles of members. Some have had as few as two members, but those members have followers, and those followers have followers.
  • Once you have created your organization’s profile page, see who amongst your employees or volunteers has a profile on any social media platform. Ask them if they are willing to provide information about your charity. Strength is in numbers. The larger the potential audience, the more potential to get new volunteers. You’ve planted seeds all over the place, and now see what kind of harvest you get.
  • Now that you have strengthened your social media presence, it’s time to put some more hustle behind that muscle!  Put up posts about previous volunteer events. Post photos and feature volunteers on social media. Many people love to see themselves in action! Describe the impact of the event. For example, “thanks to all of you, we raised more than $5,000 to help cloth.” Or, “feed or provide medical care.” Maybe you even have a specific story of one person and what it meant to them. You’ve made it look fun and rewarding. Now you’re cooking.
  • At the bottom of these posts, have your contact person’s information and ask for volunteers for future assignments.
  • Ask for volunteers online for every event. I suggest doing this multiple times before the event. You should clearly state what openings you still have or need. Some people become more motivated when they see how near or far you are to your goal.
  • Now you have to reel in those volunteers by offering them flexible assignments with specific requests. You should mention you provide training and support. Remember how you felt when you started your job? That’s how these people likely feel, excited but in need of instruction. One bad experience might sour your organization. During one of my volunteering experiences at a charity run, they led us to a place where we were at a “watering station”.  We ran out of water!  We could cheer on the runners and walkers at that point, but that’s it. It wasn’t awful, but it shows how some planning might have helped us help those people on a warm summer’s day.
  • A good experience equals good word of mouth. On average, a person with a negative experience tells at least ten people. Conversely, those with good experience only tell one or two people. Get those positive vibes flowing!

There you have it! You now have three ways to bolster the income, decrease expenses, and attract new volunteers. In addition, you have another outlet for those in need to discover your organization. Thank you for reading and considering my suggestions.  Most importantly, though, thank you dearly for what each and every one of you do to help make this world a better place.

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]]> Increase Volunteer Sign-Ups for Your Nonprofit: 6 Strategies https://nonprofithub.org/4-strategies-to-increase-volunteer-sign-up/ Wed, 16 Oct 2019 07:00:19 +0000 https://nonprofithub.org/?p=61253 Increase Volunteer Sign-Ups for Your Nonprofit: 6 Strategies Donors are crucial for funding your nonprofit, but volunteers play a vital role in supporting its ongoing activities, including daily operations and […]

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]]> Increase Volunteer Sign-Ups for Your Nonprofit: 6 Strategies

Donors are crucial for funding your nonprofit, but volunteers play a vital role in supporting its ongoing activities, including daily operations and special fundraising events. 

However, even if your organization has the most dedicated supporters who truly believe in your cause, it can still be tricky to actually motivate volunteers to give their time. 

This is why you need the right volunteer recruitment strategies on your side to inspire more sign-ups and strengthen relationships with your supporters. Let’s dig into six strategies you can try today. 

1. Leverage your mission statement. 

A strong mission statement is essential to bringing volunteers to your organization.

Your mission statement encompasses your “why,” as in why you’re dedicated to your cause and why you’re giving your time and efforts toward it. It can be easy to focus heavily on your mission statement when your organization is just getting off the ground but then take it for granted as your operations become more sophisticated. Instead, you should think of your mission statement as a cornerstone that guides all of your work.

Actively use this statement to attract new supporters. When a supporter connects personally with your mission statement, you’ve made the strongest, most direct connection you can possibly make with that individual. These supporters then become dedicated volunteers. 

You should focus some energy on revisiting your mission statement and presenting it in the most effective way possible to help build these relationships. Feature it clearly on your “About Us” website page, incorporate it into your social media posts, and include it in your annual report to put it at the front and center of your interactions with supporters.

2. Maintain an updated website. 

Your website functions as your nonprofit’s home on the internet, and it’s most likely where you’re going to direct potential volunteers to find upcoming opportunities. You must keep this information up-to-date and easily accessible. 

Here are a few features you’ll want to include as you make your updates:

  • An easy-to-read calendar widget for quick viewing of upcoming opportunities
  • Uncomplicated volunteer registration forms, embedded directly within the site
  • A call-to-action button to gather contact information from interested potential volunteers
  • A donation page where you can direct all website visitors (including current and potential volunteers) to give 
  • Links to your nonprofit’s social media profiles so volunteers can stay in the loop
  • A blog that, among other things, shares engaging stories from your volunteer program and showcases the impact of your volunteers’ efforts 

If you feel your website could use an upgrade or a total overhaul to better target volunteer audiences, consider working with a nonprofit consulting firm that specializes in web design. The right partner can help you build a site that reflects your mission, values, brand identity, and marketing goals.  

3. Manage volunteer data with a robust CRM solution. 

Even if you have the strongest volunteer force imaginable, you need a comprehensive constituent relationship management (CRM) solution to gather data and effectively manage your volunteers. 

Your CRM software hosts all of the data you gather on donors, volunteers, and any other supporters. With this data, you can:

  • Maintain volunteer profiles, tracking information such as engagement history and contact info
  • Identify which fundraising campaigns have been most engaging for your volunteers and implement similar ideas in the future
  • Identify which volunteers are most likely to convert to donors down the line and contact them accordingly
  • Recognize the preferred contact methods for segments of your volunteer force and reach out with new opportunities through the best channels at the right frequency

Setting up your nonprofit’s technology solutions can be a difficult undertaking, especially if you’re a larger organization working with particularly robust software. 

Bringing on a nonprofit technology consultant is usually the best bet to mitigate risk, whether you’re deciding between top providers like Blackbaud and Salesforce or planning to take your data strategy to the next level by implementing a data warehouse.  

4. Use volunteer grant tools to motivate volunteers. 

Did you know that your volunteers may have an opportunity to double their impact on your nonprofit? 

This is made possible through volunteer grant programs, which are typically part of a broader corporate social responsibility (CSR) strategy at businesses or corporations. The process is simple:

  • An eligible employee volunteers at your nonprofit.
  • They submit proof of time volunteered to their employer. 
  • The employer verifies this information with your organization.
  • The employer sends a financial gift to your nonprofit based on the time given by the volunteer. 

The biggest obstacle in obtaining a volunteer grant is that volunteers are rarely aware of these opportunities. By educating your supporters about these programs and directing them to an online volunteer grants database, you can make it easy for supporters to determine their eligibility and kickstart the process. 

5. Offer flexible volunteering opportunities. 

Research shows that formal volunteerism has declined since 2006 due to supporters lacking time to volunteer and not having the flexibility to fit volunteering into their schedules. 

You can address this pain point for your volunteers by offering flexible volunteering opportunities. Here are a few ideas for doing so: 

  • Provide volunteering opportunities that can be done online or at home, like encouraging volunteers to reach out and contact their network or moderating the attendee chat during a hybrid event. 
  • Share short-term, project-based volunteer opportunities. Some volunteers may be able to fill a role for weeks, months, or even years. Others may only have the bandwidth to help you complete a certain project or task every now and then.  
  • Match volunteers to roles they will thrive in. Every volunteer brings a unique background and skill set to the table. Tap into all your volunteers have to offer and make their experience more meaningful by helping them find roles that best suit their talents and interests. 

The easier it is for volunteers to fit a shift or project into their schedule, the easier it is for them to say “Yes!” to giving their time. Look for ways to adapt your current volunteer opportunities or roles so that they’re more flexible while still driving value for your mission. 

6. Celebrate current volunteers.

If you want your volunteers to continue giving their time to your nonprofit, you need to make sure they know how much you appreciate them! Plus, when you communicate your thanks to your current volunteers, you can show potential volunteers that your nonprofit has a strong culture of appreciation and values all forms of support, which can help drive sign-ups. 

Here are a few volunteer appreciation ideas you can try: 

  • Send an eCard with a personalized message thanking the volunteer for their work. 
  • Post shout-outs on social media to celebrate volunteers’ milestones (volunteering anniversaries, birthdays, etc.).
  • Give volunteers small gifts, like goodie bags or branded merchandise. 
  • Host a luncheon or dinner to celebrate your volunteers. 
  • Endorse a volunteer’s skills on their LinkedIn profile. 

No matter the specific strategies you decide to run with, remember to cater your recognition efforts to each volunteer’s preferences and interests. For instance, some volunteers may appreciate more public forms of recognition like social media shout-outs while others may prefer quieter gestures, like being given a thank-you note and a small gift. 

Volunteers are essential for any nonprofit to function, but to maintain their support, you need to provide them with fulfilling experiences that resonate with their motivations and interests. Use the strategies above to increase volunteer sign-ups and strengthen your overall volunteer program. You’ve got this. 

 

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]]> How to Create a Sustainable Volunteer Program https://nonprofithub.org/how-to-create-a-sustainable-volunteer-program/ Thu, 21 Mar 2019 14:25:53 +0000 https://nonprofithub.org/?p=59929 Establishing a sustainable, organized and engaging volunteer program should be one of your organization’s top priorities.

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]]> Turning one-time volunteers into longtime volunteers isn’t easy. That’s why establishing a sustainable, organized and engaging volunteer program should be one of your organization’s top priorities. Chances are, your nonprofit most likely couldn’t stay afloat without volunteers, so follow these tips in order to treat them right and manage them well.

Set goals

Ask your volunteers to perform purposeful tasks and help them visualize their impact through goal-setting. One of the main reasons volunteers may be unlikely to return to an organization is if they feel like their presence wasn’t necessary or worthwhile, so avoid assigning “busywork” at all costs.

With measurable, attainable goals—both long-term and short-term—your volunteers will feel the difference they’re making firsthand. Short-term goals will motivate volunteers during each individual session (for example, we want to feed X-many people today).

Long-term goals will keep volunteers emotionally invested in the results of your mission over an extended period of time. In other words, they’ll keep coming back for more. You’ll be able to form relationships with recurring volunteers and build a tribe of long-term supporters who provide consistent support and believe in your cause.

Make sure you’re documenting your goals, too. It’s important to know whether you met, exceeded or fell short of your goals in order to properly evaluate your volunteer program.

Make it fun

Volunteers volunteer because they want to do something for the greater good. But if your goal is to keep them around, you need to make it an all-around fun and engaging experience. Make sure whoever you’ve assigned to coordinate your volunteers is helpful and positive. No one should never feel like they’re waiting around for something to do.

Also, even the smallest of perks can go a long way. With their registration, give volunteers a shirt, a free meal, a drink ticket or anything else related to your event that might brighten their day. These extras, though seemingly unimportant in the grand scheme of things, will make your organization stand out among the rest.

Get a good database

Donors aren’t the only supporters you should be keeping track of. Volunteers have a huge impact on your organization, so it’s important to be organized when managing them. Use an old-school spreadsheet if you must, but a database will do much of the managing for you. With it, you’ll be able to target your communication to certain groups when sending event reminders, sign-up links, etc. It will also make it easier to eventually convert those volunteers into donors. Plus, having a streamlined database system like this means less time manually entering information and more time building real relationships with your supporters.

Follow up

Your volunteers should hear from you immediately after each time they help your organization. This is for a number of reasons, but primarily to thank them. They’re donating their time and talents to your cause out of the goodness of their hearts, so make sure they’re aware of how amazing they are for doing so.

Also in your follow-up, provide a rundown that gives information about upcoming volunteer opportunities, complete with registration links. And, at the end, always offer a feedback survey to gain insight about your volunteers’ experience and learn which areas you can improve going forward.

Volunteers can be an invaluable addition to any organization. Whether they comprise your entire staff or are only needed at the occasional fundraising event, creating a sustainable program for them will make the job easier for everyone.

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]]> How to Hold Volunteers Accountable https://nonprofithub.org/how-to-hold-volunteers-accountable-nonprofit-blog/ Wed, 17 Oct 2018 17:25:15 +0000 https://nonprofithub.org/?p=59148 While many of your volunteers are helpful, there are some that are, well, not so helpful. Here’s how you can appreciate and hold volunteers accountable.

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]]> For many of us, volunteers are the lifeblood of our organizations. They staff our fundraisers, set up for our events, spread the word in our communities and so much more. In some cases, nonprofits are run entirely by volunteers. And while many of your volunteers are beyond helpful, there are some that are, well, not so helpful. Here’s how you can appreciate and hold volunteers accountable.

Be transparent from the start

This should go without saying, but spelling out guidelines and expectations right away is crucial with volunteers. A lot of times, volunteers think because they aren’t receiving compensation that they can put in whatever effort they want to a project or event. That’s a dangerous mindset to have, and if you let volunteers maintain that way of thinking, it will only become harder to hold them accountable. Tell them when they need to arrive at an event, who they should report to and what they should accomplish before leaving. Be available to answer any questions should they arise.

If volunteers need to be trained before they start, make sure you have the capacity to do so. All too often organizations decide to take on more volunteers than they can manage, and some of them become dead weight. Know your limits and abilities, and gauge your volunteer strategy around it.

Don’t be afraid to give them the boot

If a volunteer isn’t ultimately benefiting your organization, let them go. It’s as simple as that. Not only will it make your nonprofit leaner, but it will show other volunteers that you mean business. To be clear, you shouldn’t be the volunteer manager who instills fear in every potential volunteer—that’d be very counterproductive. Let them know if they’re underperforming, and tell them why. If they refuse or are unable to change their behavior, it might be time to find someone new.

Show your volunteers that you take your job and your nonprofit seriously, and they’ll match your passion in the work they do.

Positive reinforcement

Just as you should let a volunteer know if they’re not meeting expectations, you need to provide positive feedback to those who are meeting or even exceeding them. Recognize them among your other volunteers, or, if you’re able, host a banquet that celebrates the great things your volunteers are doing.

If you have a hierarchical volunteer structure, make sure you’re promoting those who are going above and beyond. They’re the ones who want to propel your organization forward, and, chances are, they’re going to be around for a while.

There’s no perfect way to interact with your volunteers—we utilize them in hundreds of different ways. But if you maintain transparency from the get-go, let them know if they’re not meeting meeting expectations and reward them when they are, you’ll find yourself with a much more accountable set of volunteers.

 

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]]> How and When to Let a Volunteer Go https://nonprofithub.org/how-and-when-to-let-a-volunteer-go/ Mon, 06 Aug 2018 17:35:09 +0000 https://nonprofithub.org/?p=56276 Letting a volunteer go is uncomfortable, difficult and downright awkward, but hopefully we can alleviate some of that weirdness with these tips.

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Chances are, as a nonprofit manager, firing volunteers ranks very low on your list of job duties. However, as with any relationship, sometimes you have no choice but to cut ties. Letting a volunteer go is uncomfortable, difficult and downright awkward, but hopefully we can alleviate some of that weirdness with these tips.

Preventative measures

Most volunteers are competent and cooperative, so if you do a solid job throughout your screening process, firing them should be a very rare occurrence.

Before you hire anyone, though, you should write up a list of terms you’d like your volunteers to abide by. Along with providing structure and responsibility, a contract gives you physical proof if someone has clearly violated one of your conditions. When you let the person go, it’ll come off less as “I want to fire you” and more as “I have to fire you because you broke our agreement.”

You also need to make sure your volunteers have a supervisor to act as a mentor during their time at your nonprofit. This person, paid or not, should have volunteers report to them after tasks, manage conflicts and adjust individual responsibilities to accommodate each worker.

Finally, firing should always be the absolute last resort—the volunteer should have had ample opportunities to correct their behavior before termination.

Reasons you may fire volunteers

But how do you know whether they should just be reprimanded or if you should cut ties for good?

Here are some very obvious tell-tale signs you should get rid of a volunteer ASAP:

  • Theft
  • Doesn’t show up frequently
  • Strongly contradicts your organization’s values
  • Starts conflict among other volunteers
  • Refuses to perform tasks given by the supervisor

Other, less severe situations are better left up to your discretion on a case-by-case basis. Ask yourself, does the good outweigh the bad? Is this person’s incompetence creating additional work for you? For example:

  • Shows up late
  • Has a hard time accepting authority
  • Lacks motivation
  • Physical or mental disability—do absolutely everything you can to accommodate someone in this situation, but depending on the severity, it could prevent volunteers from doing work effectively and may not be time-efficient for either party.

When the time comes…

Step 1: Find a private place to meet in person. You’ll want to have a third party present to document the interaction in case something goes wrong.

Step 2: Be specific and get straight to the point. You don’t want the volunteer to leave the meeting wondering where they went wrong. This is the most painful part of the process, but being honest and direct will benefit both parties in the long run. This would be a great time to bust out that written contract and point to the exact bullet point they violated.

Step 3: Okay, they’re upset now. They’re going through the stages of denial, anger, bargaining and depression right before your eyes. They’re asking if there’s anything they can do to change your mind. No matter how hard they pull on your heart strings, remember to stay firm in your decision—there’s a reason why you chose to let them go.

Step 4: Lighten the blow a little. Tell them you’re sorry things didn’t work out and you wish them the best in the future. Never attack their character or personality, as this reflects poorly on your organization (and it’s just plain mean).

Step 5: Escort the ex-volunteer from the premises—you never know how they’ll respond. When you return, it’s always smart to fill your staff in on the decision you made.

And that’s that. Firing a volunteer is never a pleasant task, but when you have an orderly process to follow, it gets a lot easier.

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]]> 4 Easy Ways to Become a Better Volunteer https://nonprofithub.org/4-easy-ways-to-become-a-better-volunteer/ Tue, 01 May 2018 14:25:24 +0000 https://nonprofithub.org/?p=55641 Part of being a good volunteer manager is understanding how to be a good volunteer. Here are four things you can do right now to be improve your volunteering efforts.

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]]> Part of being a good volunteer manager is understanding how to be a good volunteer. Below are four things you can start doing right now to become a better volunteer, ultimately creating a bigger impact for organizations that serve your community.

1. Educate yourself

First things first: you should have a firm grasp of your volunteer organization’s mission and goals before you start. If you have plenty of background information about the nonprofit you’re serving, you’ll be able to spend more time volunteering and less time asking, “Where do I go?” and “What do I do?” The directors will also be thrilled to see you’ve taken time to research the organization they work so hard to run. In general, if you educate yourself on the nonprofit before you begin volunteering, you will be able to better serve the community and appear more professional.

2. Attitude is everything

It’s always crucial to arrive at the volunteer site with a smile on your face. The more positive your attitude, the more you’ll get out of the experience. Other volunteers, directors and the people you’re serving will notice your bubbly demeanor and be inspired to act the same—it’s contagious! And let’s be honest: sometimes the volunteer work isn’t exactly what you want to be doing. Volunteering can be mentally or physically taxing at times, but don’t let any of that get you down. Think about the positive effect you’re creating in your community and the people who need your help. Let that be the fuel to get you through the day, and be sure to motivate other volunteers to keep that same mindset, too!

3. Accept differences

No matter where you volunteer, one thing’s for sure: you’ll be working with a diverse group of people. That’s one of the best parts of volunteering, though, right? Exposing yourself to a variety of social classes, races and ages can yield great long-term rewards and allow you to see the world through a different lens. Learn the stories of the people you’re helping and see them as more than just a recipient of your services. Be tolerant, accepting and understanding. Volunteering is powerful because it can shatter barriers between people who would normally never interact. Make sure you go in with an open mind so you’re able to experience this sensation firsthand. You won’t regret it.

4. Make connections

Building relationships with both the organization’s directors and the people you serve is so important. These people can become lifelong friends and important connections, so treat them well! Whether it’s a one-time event or you’ve been volunteering at the same place for years, be sure to leave everyone you meet with a good impression. Ask if there’s anything else you can do to further serve the community and stay in touch with the volunteer coordinators after you’re finished. Creating strong relationships while volunteering will make your experience more worthwhile and fun.

Next time you volunteer, be sure to arrive with plenty of information, stay positive, welcome any differences you encounter and form connections with the people you serve. Follow these steps, and you’ll be sure to maximize your volunteer experience!

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]]> 4 Ways to Recognize Volunteers for National Volunteer Month https://nonprofithub.org/4-ways-to-recognize-volunteers/ Fri, 13 Apr 2018 14:25:09 +0000 https://nonprofithub.org/?p=55503 Though you should try to recognize them year-round, here are five ways you can thank your volunteers this month specifically.

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]]> April is National Volunteer Month! Yes, you heard that right: there is a whole month dedicated to honoring volunteers across the country. Not only does the month commemorate the selfless efforts of so many people already volunteering, but encourages others to get out of their comfort zone and take action in bettering their communities.

Most nonprofits interact with volunteers at least a few times a year, whether that’s recruiting dozens for a big fundraiser, or just one to help out with your day-to-day duties. Volunteers come to you with the desire to help out (for free!) and that’s a pretty cool thing that shouldn’t be taken for granted. Though you should try to recognize them year-round, here are four ways you can thank your volunteers this month specifically.

Talk to them!

Don’t treat volunteers only as tools to help you execute your mission—treat them like an extension of your staff. Get to know the people who are giving up their time to be with you. Ask them about why they believe in your mission and try to form a real, human connection. Asking for feedback is another great way to show them that you respect their opinion. Send out a survey that poses questions of what they like about volunteering with you, what they think could change and what keeps them coming back.

Highlight their achievements

Show off your awesome volunteers! Spotlight a group or individual on social media, on your website or in your newsletters. Show the world the cool things they’re doing and how they’re acting out your mission. Donors will see that you’re making real moves to cause change in your community, and volunteers will get excited about their 15 minutes of fame. A great public display of affection for your volunteers is a win-win for everyone.

Give them a gift

When volunteers give you their time, that’s time they’re taking away from their jobs, personal lives and families. While it’s really great that they’re choosing to spend their free time with you, it wouldn’t hurt to remind them that you appreciate their decision to do so. Give them tickets to a show they can go to with their partner, or a gift card to a restaurant their family will love. If money is tight, give them a handwritten thank you letter or an extra day off to catch up on work.

Remember things about them

Keep a calendar of volunteers’ birthdays and send them a card to let you know you’re thinking about them. Take note of the skills they presented on their resumes and then remember those when assigning them to tasks. If you have a kickass graphic designer volunteering to be part of your team, don’t assign them a door-to-door fundraising job. Letting them utilize their skills will show that you genuinely recognize their talents (it will make them feel good, too!).

For more ideas on volunteer recognition, recruitment and retainment, check out our Volunteer Management 101 course at Nonprofit Hub University. Volunteers are essential for nonprofits, especially in their beginning stages. But no matter what stage of the volunteer management process you’re in, we’re here to help answer some of the questions you may have.

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]]> 3 Easy Ways to Cut Nonprofit Costs https://nonprofithub.org/3-easy-ways-to-cut-nonprofit-costs/ Fri, 16 Mar 2018 14:25:18 +0000 https://nonprofithub.org/?p=55301 Every dollar you save contributes to those you serve. Here are three practices you should implement to save your organization money.

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]]> Your nonprofit likely has an idealistic mission statement—one that doesn’t mention anything about overhead costs. And while finding ways to lower your costs may not inspire the kind of enthusiasm your purpose does, every dollar you save contributes to those you serve. There’s nothing wrong with spending money on overhead—au contraire. But, at the end of the day, the more money you save, the greater your potential impact.

Here are three practices you should implement to save your organization money.

1. Renegotiate necessities

Everything is negotiable, and many places offer discounts to nonprofit organizations. As you shop around, always ask if a company is able to donate or willing to lower the cost of their products. Even on services like insurance, phone and internet contracts—which may seem unchangeable—you can probably negotiate a better rate.

When you approach rate negotiation, the most effective method is to talk to someone directly. Call them on the phone or visit them in person. Avoid filling out online forms or dealing with automated systems, as they often aren’t equipped to offer the discounted rates you seek. Talk about the mission of your organization first and win them over to your side before bringing up prices. Ask what the company can offer and encourage them to earn your business.

If your current provider won’t give you a better rate, some internet providers offer cash incentives to switch over or enroll in multiple services, so don’t be afraid to change to take advantage of those deals.

2. Utilize volunteers

If you believe in the purpose of your organization, other people will too—so give them a way to get involved. There are many great places to find enthusiastic volunteers online, including JustServe and VolunteerMatch.

The key to building a reliable volunteer base is showing them specifically what you want them to accomplish. Be considerate of their time and talents and share in advance exactly what you need them to do. Volunteering often feels like a first date: your volunteers want to know what to wear, what time they should be ready, what time they will be home and what activities they will participate in. Be thorough in your description and you will attract more people.

Once you’ve drawn a pool of volunteers in, you need to keep them engaged in your cause. Maintain a loyal volunteer base by doing the following:

  • Never ask them to come in to the office for something that takes less than an hour to complete.
  • Express gratitude for their contributions both publicly and privately.
  • Give them as much notice as possible for events and projects.
  • Find ways to show them the impact of their work.
  • Train volunteers to train other volunteers.

When directed effectively, volunteers will save your organization labor, resources and training costs. Plus, satisfied volunteers share their experiences with their networks and increase the visibility of your organization.

3. Redirect operations during slow months

Avoid any practices that will run your organization into the red, including overstaffing. Find when your busiest—and slowest—times are, and staff accordingly. You shouldn’t be staffed to capacity during winter months if you run a summer camp, for example. Instead, offer three- or six-month contracts to some employees instead of keeping them on the payroll all year. And if you have slower times even during your busy months, it is perfectly acceptable to cancel meetings or to consider teleconferencing to save on travel costs; you can nail down specifics over the phone or through email just as effectively as in real person most of the time.

In addition to scaling back, try to recognize when your organization has more free time and find productive ways to fill that time. Consider the following alternatives:

  • Lease or rent out extra space that isn’t needed immediately.
  • Use your staff’s available free time to make or update training materials for volunteers.
  • Lend your staff and resources to other organizations that might help you in return at a later time.
  • Organize and train volunteers for additional methods of fundraising.

Use your optimism and creativity to lower your costs. Your nonprofit is making the world a better place, and by cutting costs, you will have a larger footprint and impact more lives. Share these ideas with your staff and start applying them to your organization today.

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]]> How to Maintain Relationships With Outsourced Staff https://nonprofithub.org/how-to-maintain-relationships-with-outsourced-staff/ Mon, 05 Mar 2018 15:29:02 +0000 https://nonprofithub.org/?p=55175 Even if you aren’t ready to bring on another full-time staff member, it’s important to maintain relationships with those who work for your organization.

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]]> Sponsored by Jitasa

Surely you’ve heard the overly cheesy “if you love something, let it go” parable. This may be sound advice when going through relationship troubles, but it should by no means apply to your decision making with outsourced staff. In fact, the opposite is usually true: if you love the work an outsourced staff member is doing, don’t let them go. Hold on tight, and maybe even consider the possibility of hiring them on full-time. If they’re doing amazing things for you as a contractor, just imagine what they’ll do for you as an official staff member. Even if you aren’t ready to bring on an additional full-time staff member, it’s important to maintain positive relationships with anyone and everyone who works for your organization. It may sound daunting, but it’s easier than you may think.

Check in (a lot)

While it may seem like a no-brainer, a lot of contract workers and freelancers feel alienated because employers don’t check in enough. It doesn’t have to be extravagant; just shoot them an email every week or so, or, better yet, give them a quick phone call. A few minutes of your time can make a world of difference. Holding weekly conference calls or webinars can also be helpful, especially with ensuring that all workers understand your organization’s mission and goals.

Don’t limit your checkups to work, either. Ask contractors how and what they’re doing outside of work, just like you would a full-time staff member. After all, they very well could be one in the near future.

Make yourself available

Most contractors, freelancers and other outsourced staff don’t have the luxury of working out of your physical office space. For that reason, they can’t just walk down the hall and ask a question about a project. And since freelancers often set their own hours, you need to make sure you’re available to answer questions at almost all times of the day. Of course, they don’t expect you to respond to an email sent in the middle of the night, but they’ll be very appreciative of a prompt reply. If you act like your time is too important for them, they will likely reciprocate.

Give feedback and incentives

In basic psychology, positive reinforcement involves the addition of a stimulus after a behavior to encourage the same behavior in the future. If you’ve ever trained a dog—or any household animal, for that matter—you know positive reinforcement like the back of your hand. The dog sits, you give it a treat. The cat uses the litter box, you give it some cat nip. These rewards incentivize the animals to continue those behaviors. Believe it or not, humans work the same way. If your freelancer does incredible work for you, reward them not only monetarily, but with praise and recognition. And, if their work isn’t quite where you want it, help them get there. Provide meaningful, constructive feedback, and, when they get to where they need to be, give them the praise and recognition they deserve. Remember: consistency is key.

Outsourcing work is becoming more and more common, especially for nonprofits. Before you burn any bridges with contractors or freelancers, remember these tips and keep those workers on board for the long-haul.

Jitasa’s tagline is “Numbers For Good” and that’s exactly what they stand for. Jitasa offers Bookkeeping & Accounting Services Exclusively for Nonprofits. They offer solutions that cater to every nonprofit, with simple flat rate pricing that will make your life easier as a nonprofit.

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