Volunteer Screening Blog

For volunteer managers, recruiting volunteers is only step one in a successful volunteer program. The process that includes background screening, matching skills with needs, and training. Sometimes the important step of orientation is overlooked.

Why orientation is so important?

• Orientation helps ensure volunteers are productive and that they stick around. Learning their place, their job, and the meaning of their work helps facilitate a job well done. Feeling productive leads to higher retention, too.
• Orientation helps new volunteers learn your nonprofit organization’s (NPO’s) policies and procedures. It’s frustrating and unproductive for volunteers to find out the dos and don’ts as they go. It can also be stressful for staff to correct the missteps of volunteers who don’t know any better. Just knowing where to park and which restroom to use can be extremely helpful to newbies.
• Volunteer orientation gives new folks a sense of partnership. Feeling like you’re a part of something leads to buy-in. A sense of belonging somewhere is very important—and it’s a big reason people volunteer in the first place. Skipping orientation could lead new volunteers to feel adrift and more like an outsider than an insider.
• Proper orientation for volunteers means the organization’s mission is clearly communicated. Knowing clearly what the organization’s mission and goals are makes volunteers valuable spokespeople in the community.

A Few Quick Tips for Successful Volunteer Orientation

1. Be organized: prepare packets of information ahead of time. Scrambling at the last moment makes you and your organization look unprofessional
2. Recruit a fully-trained staff member or volunteer to lead it: Even worse than being unorganized is leaving volunteers with the thought that they are not being taught well
3. Consider compiling a list of acronyms your volunteers will hear being tossed around. It will help them feel like insiders—not outsiders who aren’t privy to the organization’s activities.
4. Group orientations are a great way to save time and introduce new volunteers to staff and more experienced volunteers.

While training volunteers to do their specific jobs is extremely important, volunteer managers should remember that skipping orientation to get to training could leave volunteers unproductive and heading for the door!

Most volunteer managers want good volunteers to stick around. But sometimes, life prevents volunteers from continuing their work with your nonprofit organization. Others move away. And then there are those volunteers who prefer to help for short-term projects at different times throughout the year. But for those willing and able to volunteer long-term, how do you retain them?

Volunteer retention starts with great communication—and that starts with the recruitment process. When both sides are clear from the beginning what the needs are, what the position entails, and what time commitment is needed, you’re more likely to retain the volunteer. There should be no questions about duties or hours needed. If your volunteer leaves because you indicated a maximum commitment of 2 hours a day and they cannot complete their tasks in that amount of time, you have a problem with process or communication—not retention.

During the interview process, repeat the job description for the available volunteer position. Assess their skills to ensure the volunteer is right for the job. Placing volunteers in positions that match their interests and abilities is an important step in retention.

Set aside sufficient time for orientation. Welcoming new volunteers and integrating them into the organization’s mission and culture is vital to a smooth transition. Show new volunteers where everything they need is located, and be sure to introduce them to all other volunteers and staff they’ll be working with. Let them know who to turn to when they have questions or problems.

Thorough training is important. Depending on the volunteer and the job they’re matched to, they may need little training, or extensive training. Try different techniques to see which are most successful for each volunteer—everyone learns differently. Ask for input and feedback to ensure you’re giving the volunteer the training they need, and that they are comfortable with their tasks.

Check in often. Informal chats as well as formal evaluations are a good mix. Especially in the beginning, ask new volunteers how they are doing, if they feel they’re succeeding at their tasks, and what help you can provide. Semi-annual evaluations will allow you and the volunteer time to review expectations, performance, and satisfaction. Provide constructive feedback and ask how you can better support their efforts.

Provide variety. Don’t expect a volunteer to enjoy the same tasks for a long period of time. Some folks like variety, so don’t forget to ask your volunteers if they are happy with their job or if they’d like to try new tasks.

Give recognition and express appreciation. You’d be surprise how many volunteers say they left a nonprofit organization because they didn’t feel appreciated! Tell your volunteers how much you need and appreciate their efforts. It will go a long way to volunteer retention.