Volunteer management plays a pivotal role in the success and sustainability of associations. By implementing these four volunteer management practices, groups can harness the power of their volunteers and create an environment where they can help achieve mutual goals.

Clear, Formal Structure

A crucial aspect of volunteer management is establishing a formal structure that defines volunteer roles; outlines work frequency; and incorporates mechanisms for appreciation, retention, and feedback.

This structure should balance clarity and flexibility, accommodating the organization’s evolving needs. It’s also essential to extend this structured approach beyond volunteers, standardizing internal processes and ensuring staff adherence to best practices in managing volunteers.

For a strong volunteer structure, associations can rely on documentation, such as the bylaws, defined volunteer tiers, and a volunteer expectations packet—providing essential information on roles, time commitments, and organizational policies.

Formal onboarding sessions and materials set the tone for volunteers’ experience, providing them with both a warm welcome and comprehensive information. Plus, succession planning ensures a smooth transition of leadership roles, guaranteeing continuity and institutional knowledge within the association.

In addition, regularly conducting exit surveys ensures that associations capture and use volunteer feedback.

Strong Relationships

Strong staff-volunteer relationships are vital in volunteer management. Understanding volunteer motivations and leveraging their expertise can help prevent burnout and enhance project execution.

Knowing a member’s specialties can help project managers steer volunteers to activities where they will make the most impact and have the greatest enthusiasm, rather than asking for their time on projects that may be out of their scope of interest. By leveraging an engaged group of volunteers, projects can be executed more seamlessly, fostering a sense of fulfillment as members recognize their contributions to the organization.

Staff should serve as a resource across different volunteer levels, establishing rapport and gaining buy-in. Clear expectations and effective communication channels, such as designating a primary point of contact for volunteers and understanding member limitations, also foster open dialogue.

To develop meaningful volunteer relationships, associations can encourage leadership engagement in committee projects. Board members and other thought leaders can serve as liaisons to or active participants in committees, providing guidance, support, and strategic oversight. Offering mentoring opportunities between volunteers can also facilitate knowledge transfer and skill development, supporting volunteer relationships and fostering community.

Associations should also provide professional development for staff to enhance their ability to engage and create meaningful volunteer relationships.

Volunteer Appreciation

Recognizing volunteers for their contributions not only keeps them engaged but also builds loyalty and a sense of belonging.

Moving volunteers along the leadership pipeline ensures a continuous supply of quality, engaged decision-makers within the organization. In addition, actively listening to volunteer feedback and making meaningful changes based on their input foster a sense of ownership and partnership, so volunteers feel heard and valued.

Associations should ensure a good volunteer experience throughout their service. That may include recognizing and acknowledging volunteer efforts and showcasing their accomplishments at receptions or other public-facing events. Volunteer gifts, such as exclusive pins, branded merchandise, or donations to affiliated charities, may also serve as tokens of appreciation and gratitude.

Diversity, Equity, and Inclusion

Diversity brings unique perspectives and skills, enhancing creativity and problem-solving. Diverse volunteers offer unique insights and understand the needs of a broader membership base, helping associations serve diverse communities. Furthermore, diverse volunteer teams foster inclusivity, attracting individuals who may have traditionally been underrepresented or marginalized.

Building a pipeline of diverse volunteers ensures future leadership best reflects membership and allows for holistic decision-making. By prioritizing DEI in volunteer management, associations can tap into the full potential of volunteers and better address evolving member needs. 

Collecting personal or demographic data from members can help identify an organization’s starting point for DEI. However, the data and metrics must be treated carefully. Staff should regularly review the data and its intended uses and adjust to ensure compliance.

In addition, data sets should always be viewed in the aggregate, rather than individual, to ensure anonymity. Staff should also be able to explain why member data is being used and how it is gathered and be mindful of non-sensitive data that can be used to diversify volunteers—membership type, tenure, interest areas, and so forth.

Once data is collected, associations can create a picture of the organization and develop new DEI initiatives. These initiatives may include special awards or fellowships, new committee formation, staff anti-bias or demographics data training, new considerations in program development, or other novel efforts to help meet DEI goals.  

Volunteer management is a two-way street. Associations must establish effective volunteer structures, foster strong relationships between staff and volunteers, and prioritize the volunteer experience, but staff also need to be accommodating and clear with volunteers about their roles and expectations.