The most successful recruitment campaigns will include more than just posting on social media or sending an email out to your supporters. It’s important to utilize all resources to spread the word about your volunteer opportunities. Consider your current volunteers, community members, local businesses, website and tech like volunteer matching software.

Be sure to check out the full guide for a deep dive into volunteer recruitment, but without further ado – we have the checklist below! And if you’d like a downloadable PDF version to save for later, you can find that here.

Volunteer Recruitment Checklist

Looking for more resources on volunteerism?

Check out these great articles to improve your volunteer program! Make a deeper connection with your supporters, engage volunteers like never before and tips to make the recruitment process even smoother.

The post Volunteer Recruitment Checklist appeared first on WildApricot.

But, it must be done well to gain the attention of potential volunteers.

We’ve got the answers you seek to packing a punch and crafting the perfect volunteer recruitment email. From identifying the features of a good recruitment email and writing one effectively to utilizing software that will allow you to automate and simplify the process – let’s go!

Before We Start

No matter how well executed your volunteer recruitment efforts are, you’ll need to keep a couple things in mind.

Before you write your first email, think about who you have in your existing contacts. You never know which of your members, donors or people in your network might be interested in volunteering.

As simple as it is to send an email, not everyone is going to respond to (or even open!) your call for help. Even people who have the time and willingness to volunteer may not write back if they don’t think they’re qualified or their help is truly needed.

Luckily, there are a few things you can do to increase your chances of recruiting volunteers through email. Now we can get on to the good stuff!

Read More: How to Recruit Volunteers from Start to Finish

What Makes a Good Volunteer Recruitment Email?

1. Personalize It

Statistica reports that 65% of marketers are sending emails with subject lines that are personalized to the recipient. On top of that, Campaign Monitor finds that these emails are 26% more likely to be opened and email revenue increases 760% from utilizing segmentation for email campaigns.

You might be thinking – “I’m not looking to sell anything, just gain more volunteers.” This same data can apply to your volunteer recruitment messaging and improve your email performance!

Simply add your recipient’s name in the subject line and the body of your email. It seems basic, but so powerful. Now your email has a much higher chance of standing out.

When you send the same standardized email to everyone, your recipient will feel like a nameless, faceless number on your email list. How do you respond to “Dear sir/madam” or “hey member/friend”? You probably don’t even read the rest of the message.

But, when you include their name, it will instantly stand out to them. As Dale Carnegie, a well-known expert on the art of persuasion best put it, “A person’s name is to that person, the sweetest, most important sound in any language.”

2. Segment Your Message

Don’t just send the same message to everyone on your contact list.

Particularly engaged members and people who open your emails often may be happy with a more casual email listing your various volunteer opportunities. On the other hand, your donors may need an email that expresses gratitude for their financial support and explains how volunteering will further help your organization. Past volunteers might want to hear how much you appreciated their help in the past and how you’d love to have them get on board once again.

You can even take it one step further and craft a version of your email that current volunteers can send to their friends and people in their network, sharing their own experience and inspiring others to join them.

It might seem like a lot of work to create multiple emails to send out, but you’ll see a difference! Segmenting your message will always be more effective and will make your volunteer recruitment process that much easier.

3. Be Specific

A vague call for volunteers is unlikely to get any responses. Before people can commit to volunteering, they need to know exactly what’s involved, how much of their time it will take up and what skills are required.

In your volunteer recruitment email, be clear about what positions you’re looking to fill, as well as their requirements. If this information is too much to put into one email, you can include a link to a page on your website with more details.

For example, if you’re looking for someone to design your event materials, you might say “Looking for volunteers to help with upcoming event!” Will this get any responses from qualified volunteers? Probably not.

Instead, try “Love graphic design? Come help design our fundraiser banner!” A skilled graphic designer will be much more likely to step forward. Bonus – yo tend to get more passionate volunteers who will have a rewarding experience giving their time to your organization.

4. Be Friendly

This should go without saying, but people will be more likely to respond to an email that’s friendly and inviting.

Remember that you’re asking people to volunteer their time, so make sure you’re asking this in a nice, warm and appreciative tone. Explain how much their help will benefit your organization and make them feel good about the idea of helping out.

Be sure to also thank them in advance — you can never have too much gratitude!

Read more: How to Write a Volunteer Thank-You Letter That’s Actually Meaningful (+ Template)

5. Share Past Volunteer Experiences

Sharing the success stories of other volunteers can also reinforce your message. Prospective volunteers want to hear about the positive experiences others have had. Highlight your most enthusiastic volunteers by putting together quotes, testimonials and show the real impact they’re made from their time commitment.

This is also a great opportunity to share the motivations for volunteering. In your volunteer testimonials, ask why they give their time. This will help you make an even more effective recruitment message.

Tip: if you want to shorten your email length you can also share these personal stories in a video! Simply link or embed the clip in your email.

6. Provide Contact Information

More often than not, potential volunteers will have questions before they commit their time. They may need clarification about the requirements, work setting, potential scheduling conflicts or flexibility.

To make the process as simple as possible for them, provide the name and contact information of someone they can reach out to. This can be as easy as hitting reply on your email, or sending a separate email to a dedicated person. If you’re sending your email to 250 people, it may be a good idea to assign a few different contact people, so that one person isn’t bombarded with more questions than they can handle.

Some of your prospective volunteers may be more comfortable reaching out via phone, too, so be sure to make that option available.

Read more: How To Create A Volunteer Engagement Strategy that Actually Works

7. Review It

Once you’ve drafted your email, take some time to review it yourself and ask a few colleagues to look it over, as well. This will take care of any mistakes, typos, or improvements to the flow and tone of your email.

It’s also a good idea to ask a few of your current volunteers to review your email. They’ll be able to tell you whether it makes sense and whether you’ve accurately described the positions and their requirements.

Volunteer Recruitment Email Template

Now that you have all of the elements of an effective recruitment message, its time to write your own! We’ve put together a helpful template to get you started. Simply open the Google doc here and make a copy so you can edit the message to match your nonprofit organization!

Download the template

Read more: How to Create a Winning Volunteer Newsletter: Ideas, Examples and Templates to Inspire

How to Send Personalized Emails to Your Volunteers

By now it’s hopefully clear that effective emails are highly personalized, whether it comes to the recipient’s name or the kind of message they should receive.

But one question still remains.

If you’re sending out 250 emails, how can you personalize each one without wasting a huge amount of time?

Simple. There is software that can personalize your emails at scale.

WildApricot’s all-in-one membership management software has an emailing system that can easily do this. By utilizing email macros, you can seamlessly populate each potential volunteer’s information, making the recruitment letter specific to them and the event you’re asking them to volunteer for.

Here’s some macro examples you might use for volunteer recruitment emails:

• First name
• Last name
• Membership level
• Event name
• Event date
• Event location
• Event URL
• Contact email for your organization

Read More: New Volunteer Checklist: How to Onboard and Welcome New Volunteers

Try It For Yourself!

If you’re looking to quickly and easily send personalized volunteer recruitment emails, be sure to give WildApricot a try. Plus, as an all-in-one membership management software, we have tons of other features that will make managing your nonprofit organization easier.

With WildApricot you can:

• Automate email communications
• Build a high-quality fundraising page on your website
• Plan and promote any volunteering event
• Easily manage all your members and volunteers
• Build an online store to raise more for your org

Start your 60-day free trial here!

If you’d like more details on the WildApricot emailing system, all the possible ways in which you can use it and answers to common troubleshooting issues, be sure to visit the WildApricot Get Help site.

Best of luck with your volunteer recruitment!

The post How to Prepare the Perfect Volunteer Recruitment Email appeared first on WildApricot.

A thoughtful gift can go a long way. It doesn’t have to be expensive. What matters most is that it’s meaningful. A small token of gratitude can strengthen relationships, boost morale and encourage long-term involvement.

This guide covers 33 affordable volunteer gift ideas to say “thank you” in a meaningful way. From classic gifts to seasonal surprises and DIY creations, there’s something for every budget. We’ll also share other ways to recognize volunteers beyond physical gifts. Whether you’re a nonprofit leader or a volunteer coordinator, you’ll find practical ideas to celebrate those who give their time so generously.

Why Volunteer Appreciation Matters

Volunteers make nonprofits possible. Many organizations rely on unpaid workers to run programs, organize events and deliver services. Without them, many community initiatives wouldn’t exist.

Showing appreciation keeps volunteers engaged. When people feel valued, they’re more likely to stay involved. A simple thank-you gift can strengthen their connection to your mission and encourage long-term commitment. On the other hand, a lack of recognition can lead to disengagement.

With National Volunteer Month coming up in April, now is the perfect time to start thinking about how to show appreciation for those who give their time to your cause.

Appreciation also helps you build a positive culture. Regular recognition reinforces that every contribution matters and creates a welcoming environment encouraging others to get involved.

Words of gratitude are powerful, but a small gift makes appreciation even more tangible. The right gift has to be thoughtful, not necessarily expensive.

33 Volunteer Gift Ideas and When To Use Them

There’s no one-size-fits-all when it comes to volunteer gifts. Some work best for milestones, while others are perfect for an annual appreciation event. Whether you’re looking for a small token of gratitude or a more personalized gift, there are plenty of ways to say “thank you” without overspending.

To help you choose the right option, we’ve included a price guide for each idea:

• $ = Budget-friendly (under $10)
• $$ = Mid-range ($10-$30)
• $$$ = Pricier gifts ($30-$75)
• $$$$ = Premium appreciation gifts ($75+)

We’ll also mention the best time to use it, such as when a volunteer meets a milestone, your annual appreciation gift or whenever a specific project has been completed.

6 Classic Volunteer Gift Ideas

1. Handwritten Thank-You Notes

Cost: $

Best for: Anytime

Taking the time to write a personal message shows volunteers that their work truly matters. Instead of a generic “thank you,” mention something specific, like how their efforts made a difference or a memorable moment you shared.

If your organization has multiple staff members, consider having each sign the card. You can collect notes from other volunteers or beneficiaries to make your appreciation even more personal and special.

2. Gift Cards

Cost: $$-$$$

Best for: Milestones, project completion

Gift cards are a great way to give something useful while keeping it personal. The best ones are practical or tied to a volunteer’s interests. Here are a few ideas:

• Coffee shops (Starbucks, Dunkin’ or a favorite local café)
• Transportation (Uber, Lyft, gas stations for those who drive)
• Online stores (Amazon or a bookstore)
• Restaurants (Local eateries or food delivery services)

A general Visa or Mastercard gift card works if you’re unsure what they’d like.

3. Class Vouchers

Cost: $$

Best for: Annual appreciation

Giving a volunteer the chance to learn something new can be a great way to show appreciation. Consider vouchers for:

• Workout classes (yoga, spin, pilates)
• Creative workshops (painting, pottery, cooking)
• Skill-based courses (photography, writing, coding)

Many community centers and local businesses offer affordable class passes; some may even donate them to nonprofits.

4. Tickets to a Concert or Museum

Cost: $$

Best for: Milestones, holiday gifts

Experiences make great gifts, especially for volunteers who love culture and entertainment. Museum passes, concert tickets or theater vouchers can be a fun way to treat them to something special.

If your budget is tight, check with local venues. Some museums offer free admission days, and event organizers may be willing to donate tickets to nonprofits.

5. Certificate of Appreciation

Cost: $

Best for: Anytime

A simple certificate can be a great way to recognize a volunteer’s impact. Personalize it by adding their name, role and a (short) thank-you message. Frame it or present it at an appreciation event for an extra touch.

6. Personalized Thank-You Video

Cost: $

Best for: Anytime

A video message can be a heartfelt way to say thanks. Have staff, volunteers or beneficiaries record short clips expressing their gratitude. You can also create a montage with photos and testimonials. If they’re comfortable with it, share the video on social media for a public shoutout.

12 Seasonal Volunteer Gift Ideas

Spring – “Thanks for Helping Us Grow!”

7. Seed Packets

• Cost: $
• Best for: Project completion, anytime appreciation

A small packet of seeds represents growth and new beginnings, just like volunteers’ impact on your organization! Choose flowers, herbs or vegetables that are easy to plant and care for. Don’t forget to check that they will grow in your area’s climate and are not invasive!

8. Picnic Kit

• Cost: $$
• Best for: Summer kickoff events, milestone gifts

A simple picnic set, like a reusable lunch bag with snacks, a blanket or a small water bottle, can be a fun way to celebrate the warmer months. You can also pair it with an invitation to a volunteer appreciation picnic.

9. Gardening Tools

• Cost: $$
• Best for: Milestone gifts, annual appreciation

For volunteers who enjoy gardening, a small set of tools like gloves, a hand shovel or a watering can make a thoughtful and practical gift. If your organization has a community garden, this could also be a great way to encourage them to get involved.

Summer – “You Brighten Our Days!”

10. Sun Protectors (Sunscreen, Sunglasses, Hats)

• Cost: $
• Best for: Outdoor events, summer volunteer programs

Volunteering outdoors can be challenging under the intense sun. A small kit with sunscreen, sunglasses or a lightweight hat can help keep volunteers comfortable.

11. Portable Mini Fan

• Cost: $
• Best for: Outdoor events, festival volunteers

A small fan can be a lifesaver on hot days! It’s a simple way to show that you care about their comfort, especially if they’re helping at summer events or working in the heat.

12. BBQ Spice Set

• Cost: $$
• Best for: Milestone gifts, summer appreciation events

A small collection of BBQ rubs or spices can be a fun, seasonal gift for volunteers who enjoy grilling. Pair it with a thank-you message like, “Your hard work adds the perfect seasoning to our success!”

Fall – “Volunteers Are Unbe-leaf-able!”

13. Fall Treat Making Kit (Caramel Apples, S’mores)

• Cost: $-$$
• Best for: Seasonal appreciation, anytime

A small kit with caramel, apples or s’ mores ingredients makes a fun gift. It’s a great way to bring warmth and sweetness to their day.

14. Gratitude Journal

• Cost: $$
• Best for: Annual appreciation, milestone gifts

A gratitude journal can encourage volunteers to reflect on their positive impact during the season of thanks. Consider adding a short, handwritten note inside to personalize it.

15. Fall-Scented Candle (Apple Pie, Pumpkin Spice)

• Cost: $$
• Best for: Seasonal appreciation, holiday gift

Nothing says fall like cozy scents. A small candle in seasonal fragrances like cinnamon, apple or pumpkin spice can make for a simple but thoughtful gift.

Winter – “Snow-Grateful for Our Volunteers!”

16. Hot Cocoa Making Kit with Mug

• Cost: $-$$
• Best for: Holiday appreciation, winter events

A festive hot cocoa kit with marshmallows, chocolate mix and a branded or personalized mug is a cozy way to show thanks. You can also include a small note inside the mug with a message of appreciation.

17. Ornaments

• Cost: $
• Best for: Year-end thank-you gifts, holiday appreciation

A small holiday ornament — especially one customized with your nonprofit’s logo or a heartfelt message — can serve as a reminder of their contributions for years to come.

18. Cozy Clothing Items (Socks, Slippers, Beanies, Scarves)

• Cost: $$
• Best for: Holiday appreciation, milestone gifts

Cold-weather essentials like warm socks, soft scarves or beanies make practical and thoughtful gifts. Consider personalizing them with your organization’s colors or logo if your budget allows.

5 Low-Cost Volunteer Gift Ideas

19. Flowers, Plant or Succulent

• Cost: $
• Best for: Anytime, project completion

A small plant is a great way to give volunteers something lasting to remind them of their impact. Whether a single flower, a potted succulent or a small herb plant, it’s a simple but thoughtful way to say thanks. Plus, plants symbolize growth, just like their contributions to your cause.

20. Framed Team Photo

• Cost: $-$$
• Best for: Milestone gifts, project completion

A framed photo from a volunteer event or project can be a meaningful keepsake. It serves as a reminder of the hard work and camaraderie shared within your organization. If possible, add a personal thank-you message on the back of the frame or include signatures from other team members.

21. Books Related to Your Cause

• Cost: $$
• Best for: Annual appreciation, milestone gifts

If your nonprofit focuses on a specific cause, gifting a book related to it can be a great way to inspire volunteers. It could be a memoir, a collection of essays or even a locally written piece. Adding a short inscription inside makes it even more personal.

22. Branded Merchandise

• Cost: $-$$
• Best for: Milestone gifts, event giveaways

Branded merchandise helps volunteers feel like part of the team. Items like keychains, tote bags or reusable water bottles are practical and budget-friendly. If your nonprofit already has merch, this is an easy and affordable way to share it. Other examples would be hats, pens, pins and towels.

23. Local Artisan Goods

• Cost: $$
• Best for: Anytime, seasonal appreciation

Partnering with a local business or artisan can be a win-win. Some small businesses are willing to donate or discount items for nonprofits. Handmade soaps, candles or locally crafted treats can make unique and special gifts without adding too much strain on your budget.

5 DIY Volunteer Gift Ideas

24. Recipe Cards from Team Members

• Cost: $
• Best for: Anytime

Ask staff, fellow volunteers or beneficiaries to share their favorite recipes, then compile them into a small set of cards or a booklet. This creates a meaningful keepsake while also celebrating the community aspect of your organization. Bonus points if you include a note about why each recipe was chosen!

25. Scrapbook

• Cost: $-$$
• Best for: Annual appreciation, milestone gifts

A scrapbook filled with pictures, quotes and memories from volunteer projects can be a heartfelt way to recognize someone’s impact. It doesn’t have to be elaborate. Even a few pages with meaningful moments will make a lasting impression.

26. Baked Goods or Treats

• Cost: $
• Best for: Anytime, seasonal appreciation

A batch of homemade cookies, brownies or muffins can go a long way in making a volunteer feel appreciated. You can also personalize the treat by packaging it with a handwritten note or a ribbon in your nonprofit’s colors.

27. Handmade Gifts

• Cost: $$
• Best for: Seasonal appreciation, milestone gifts

If you or someone on your team has a creative side, consider making small handmade gifts. A simple candle, a knitted scarf or a DIY soap bar adds a warm and personal touch that volunteers will appreciate.

28. Gratitude Jar

• Cost: $
• Best for: Year-end appreciation, milestone gifts

A gratitude jar is a simple but powerful way to show volunteers how much they’re valued. Have staff, other volunteers or community members write small notes of thanks and encouragement, then collect them in a decorated jar. It’s a heartfelt gift that volunteers can look back on whenever they need a reminder of their impact.

5 Unique Volunteer Gift Ideas

Looking for something a little different? These unique gifts go beyond the usual appreciation tokens and offer something memorable, personal or meaningful.

29. Digital Caricature or Illustration

• Cost: $$
• Best for: Milestone gifts, annual appreciation

A custom caricature or digital illustration of a volunteer can be a fun and personal way to say thank you. Many artists on platforms like Etsy or Fiverr create digital portraits at reasonable prices. If you have an in-house artist or creative volunteer, they might be willing to help!

30. Star Map

• Cost: $$
• Best for: Special milestones, long-term volunteers

A printed star map showing what the night sky looked like on the day a volunteer joined your organization is a unique and sentimental gift. Many online services allow you to customize these prints with the volunteer’s name and a short message.

31. Reusable / Eco-Friendly Goods

• Cost: $-$$
• Best for: Anytime, event giveaways

An eco-friendly gift for volunteers passionate about sustainability is a great way to align with their values. Items like bamboo utensil sets, reusable tote bags or stainless steel straws are practical and thoughtful.

32. Adopt an Animal in Their Name

• Cost: $$
• Best for: Holiday gifts, milestone appreciation

Through organizations like the World Wildlife Fund, you can symbolically adopt an animal in a volunteer’s name. This is an especially meaningful gift if your nonprofit works in environmental or wildlife-related causes.

33. Personalized Compass or Clock

• Cost: $$
• Best for: Leadership volunteers, long-term appreciation

A small compass or desk clock makes a meaningful thank-you gift. A compass symbolizes guidance, perfect for a message like “Thank you for leading the way.” A clock represents their time and effort, with an engraving like “Your time makes a difference.” Both are simple but thoughtful keepsakes to honor their impact.

Go Beyond Physical Gifts: Volunteer Appreciation Actions

Professional Development Opportunities

• Invite them to be a decision-maker – Involve dedicated volunteers in planning committees or advisory boards to show that their input matters.
• Endorsements on LinkedIn – A personalized LinkedIn recommendation can boost their professional credibility.
• Reference letters – Writing a reference for job seekers or students can be a powerful way to support their future.
• Public acknowledgment at events – Recognizing volunteers in front of their peers at fundraisers, webinars or team meetings can make them feel valued.

Appreciation Events

• Host a luncheon – A simple meal with staff and fellow volunteers is a great way to show gratitude.
• Recognition ceremony – Present awards, certificates or small tokens of appreciation at a dedicated event.
• Movie or game night – A casual and fun gathering can double as a thank-you and team-building opportunity.
• Virtual events – If in-person gatherings aren’t feasible, a video call with heartfelt messages and a slideshow of volunteer highlights can still be meaningful.
• Workshop or training event – Offering a free class, whether leadership training or a skill-building session, can be a valuable way to give back.

Volunteer Spotlight

• Volunteer of the month – Highlight a standout volunteer on your website, social media or newsletter.
• Social media shoutout – A public thank-you post with a photo and a short story about their contributions can go a long way.
• Dedicated section on your website – A page featuring volunteers and their impact adds a personal touch to your organization.
• Highlight in your newsletter – Featuring a volunteer in your nonprofit’s newsletter keeps them engaged and inspires others.
• Share an impact report – Let volunteers see the real difference they’re making by sharing success stories and metrics from their efforts.

Appreciation Messages

• Thank-you letters or emails – A heartfelt message can mean just as much as a gift.
• Happy birthday wishes – A simple way to show you care about them as a person.
• Text shoutouts – A quick “thank you” after an event lets them know their effort mattered.
• Congratulatory messages – Celebrate their milestones, like graduation, new job or significant life event.

Utilize Software To Make Volunteer Recognition Easy

Managing volunteer appreciation can get overwhelming, but the right tools can make it simple. WildApricot helps nonprofits streamline recognition efforts with features like:

• Automated emails: Schedule thank-you messages so no one goes unnoticed.
• Event management tools: Organize appreciation events with ease.
• Text messaging: Send quick thank-yous and updates directly to volunteers.
• Website builder: Create a dedicated space to highlight volunteer achievements.

Try WildApricot free for 60 days and see how it can help you keep volunteers engaged and appreciated.

The post 33 Meaningful Gift Ideas to Thank Volunteers Without Breaking the Bank appeared first on WildApricot.

Perhaps your expectations didn’t meet the reality of the program you were in, this is a familiar story for many volunteers.

If you manage volunteers and have seen this time and time again – a fresh excited group of individuals ready to support your cause that slowly fall off – you need to wake them up and bring out the enthusiasm.

You need a comprehensive volunteer engagement strategy.

In this post, we’ll cover exactly how you can develop a strategy that works for your organization, from beginning to end.

But First: What is a Volunteer Engagement Strategy

A volunteer engagement strategy is the plan for how an organization recruits, supports, motivates and retains volunteers over the course of their service. This strategy allows volunteers to remain active and interested in your organization, as well as avoiding the dreaded volunteer burnout.

Elements of a Volunteer Engagement Strategy

Engaging with your volunteers starts from the moment they show interest in your organization’s cause. When building your own strategy – we’ll get into exactly how to do that in a bit – consider these core elements.

• Volunteer Recruitment
• Volunteer Orientation/Onboarding
• Role Matching/Assignment
• Regular Communication
• Community Building
• Volunteer Appreciation
• Volunteer Feedback Survey
• Track and Measure Data

How To Develop A Volunteer Engagement Strategy in 8 Steps

As a volunteer manager you need to consider the journey a volunteer takes when they get involved with your nonprofit. At each point, you can look for new ways to build the relationship, take things deeper and connect the volunteer more with your mission.

Step 1: Effective Volunteer Recruitment

This is where you’ll define the ideal volunteer and build a plan on drawing them to your organization.

Recruitment can involve a lot of elements, depending on who and what your organization is looking for. Ask yourself what your organization’s needs are, how many hands would make the most impact and how much can we invest in recruitment?

A good volunteer recruitment process:

• Focuses on your organization’s mission
• Has a specific volunteer job listing
• Leverages all your connections from donors to local businesses
• Markets across all platforms (social media, website, email, etc.)
• Has a screening or interview phase

Having engaged volunteers means having the right people from the jump. Invest your time in recruiting volunteers who strongly align with your mission and possess the right skills for your organization’s needs. This will help you avoid the volunteers that are unable to meet the time commitment or those who aren’t excited about the work.

If you want a step by step process on recruitment, check out our blog on how to recruit volunteers.

Step 2: Establish a Volunteer Orientation/Onboarding Process

One of the biggest things a volunteer program may overlook is the importance of the onboarding process. This lets people know what they’re getting into and helps them feel more confident when they start volunteering. You need to start volunteers off on the right foot or you’ll risk losing them as quickly as you got them.

A good volunteer orientation process:

• Informs volunteers about your mission
• Educates them about different volunteer opportunities
• Establishes goals for volunteers
• Safeguards against common mishaps
• Helps you learn more about them
• Excites volunteers to make a difference

At the end of a volunteer orientation, your volunteers won’t know everything — they’ll have to volunteer for that — but they’ll have a solid grasp of your programs, their role in the mission, and what to expect. This sets them up for success and ensures that they’ll know how important they are right away.

Check out these blogs if you need an in-depth tutorial on how to train volunteers and the volunteering onboarding process.

Step 3: Proper Role Matching/Assignment

Part of a highly engaged volunteer is making sure they’re in the right role. Matching each volunteer with the shifts they’ll enjoy and be successful in is essential.

You’ll be able to get information on this from the volunteer application and interview process (if you have one) or make it a part of onboarding! Make sure you ask volunteers about their available time, special skills, which shifts they’re most interested in and which aspects of your volunteer program they are most passionate about.

Be sure to regularly visit this! A volunteer may have initially had different availability or passions when joining your volunteer program. Checking in ensures they are happy with their role in your organization and avoids lapse.

Step 4: Regular Communication

Consistent communication is a huge part of volunteer engagement. If a volunteer doesn’t know what’s going on, how can they be engaged with your organization? Keep volunteers updated through various channels like:

• Volunteer newsletter
• Social media
• Volunteer portal
• Your website
• Meetings
• Project management software like Slack, Asana, Trello or Microsoft Teams

This is where volunteers find out what shift are available, when the next meetings are happening, any potential training or development opportunities and social opportunities like happy hours or holiday parties.

Step 5: Community Building

35% of volunteers are in it for the socialization, so building and maintaining a sense of community is key.

Offer opportunities for your volunteers to meet one another and socialize outside of their volunteer shift. Sometimes this socialization could lead to one of your volunteers finding their new best friend, significant other or new job opportunity!

Consider these activities:

• Happy hour
• Holiday parties
• Team-building activities
• Game night/trivia night
• Mentoring programs
• Networking events
• Online communities
• Volunteer retreats
• Book club

Even just adding one of these could drastically impact the engagement of your volunteers and their satisfaction in your organization!

Step 6: Appreciate and Recognize Volunteers

Think back to the last time you were thanked for something you did at work.

Even though it may be a small gesture, didn’t it feel good?

You can support volunteers in many significant ways just by being there, and noticing what they’re doing. Simple feedback like, “You handled that very well,” or “That’s exactly right!” can make a big difference for volunteers.

It’s important to highlight the impact of volunteers on your mission through various recognition efforts like:

• Thank you letters
• Volunteer appreciation day/week
• Celebrate birthdays/milestones
• Volunteer spotlight (via social media, newsletter or website)
• Volunteer impact report
• Discount codes
• Professional development opportunities
• Physical gifts like merchandise or gift cards

Just remember: each volunteer has a unique set of preferences for being recognized. Some people love to receive branded tote bags and framed certificates, while others sigh and put them in the back of the closet. Be sure to ask your volunteers when you send out volunteer surveys on their preferences for recognition and appreciation.

Want to dive deeper? Check out our ultimate guide to volunteer appreciation.

Step 7: Ask for Volunteer Feedback and Have Check-Ins

You probably don’t want to do the same task over and over again… so why would your volunteers?

Interests change, and new challenges arise. Being there to support volunteers, especially those who have demonstrated a continuing commitment, requires an ongoing investment.

Establishing regular check-ins and feedback surveys ensure your volunteers are satisfied with their roles and their voices are heard. Check-ins can help you solve problems before a volunteer leaves your organization. Ask open-ended questions to encourage open dialogue. Volunteers offer a unique perspective on organizations, so make sure you include opportunities for them to bring up ideas and concerns — what you learn may surprise you.

These conversations can help volunteers feel like more than “free labour,” and have a meaningful part in shaping the organization. This also keeps volunteers engaged by giving them support, encouraging their good work and helping them grow. In the long term, it encourages volunteer retention, and allows you to cultivate deeper long-term relationships.

Step 8: Track and Measure Volunteer Data

Utilize the information you gain from volunteer check-ins, feedback surveys and volunteer data to evaluate your overall volunteer engagement.

Successful volunteer programs have high:

• Satisfaction rates
• Attendance rates (meetings, events and volunteer shifts)
• Volunteer retention rates
• Hours contributed
• Impact to the community

If you find that your organization is struggling in one of these areas, it’s time to pivot how you interact with your volunteers. Perhaps you have low satisfaction rates and your volunteer survey shows that individuals would like more time to connect with others. You should implement more volunteer events where the focus is on one another, rather than a volunteer shift.

Tips for Increasing Volunteer Engagement

1. Honor Their Commitment

Volunteers are generously giving their time and talents to your nonprofit. You aren’t paying them, but that doesn’t mean you can’t be professional in your interactions with them.

You can respect their generosity by:

Giving Them Clear Information

Be honest about what you can offer volunteers. For example, if you don’t have any open volunteer roles that work directly with animals, but that’s the goal of a specific volunteer, make sure this is clearly communicated from the start.

Being Mindful of Their Time

Start and end meetings and events on time. Be sparing with mandatory in-person meetings. Respect the time limits volunteers give you – if they say they can volunteer once a month, don’t pressure them to switch to once a week.

Being Fair

If you have a mix of “juicy” and dull volunteer tasks, make sure you’re switching things up so everyone gets a chance at something fun. It’s tempting to give these assignments as a prize to the most dedicated people, but look for other ways to reward them that aren’t at the expense of other volunteers.

Celebrating Them

Use your volunteer management database to remind you to send a birthday card, or a thank-you note on their volunteering anniversary. That way, they’ll know just how important they are to you! You can also celebrate National Volunteer Month or other meaningful dates.

2. Make It Meaningful

Just like any other job, volunteers stay engaged when their volunteer roles are meaningful to them.

People volunteer to make a difference, but they usually have their own, not-entirely-altruistic hopes, too. Maybe they’re hoping to make new friends, or improve their resume or use their professional skills. If you can help them meet these goals, they’re more likely to be one of those volunteers who reach “100 volunteer hours” or “5 years of service” milestones.

You can determine volunteers’ interests with:

• A checklist of tasks
• A list of opportunities they can rate in order of their interest
• A conversation about what they’d like to do
• An email to your current volunteer base when a new opportunity arises

And remember that people find meaning in many different things.

You might think running the sign out desk at your afterschool program is a boring assignment that someone would be in a hurry to move on from, but your volunteers might live for the fifty high-fives they get from kids on their way out.

Simply by asking the question, “Why do you choose to volunteer?” you can learn a lot. Most volunteers can quickly describe just what it is they’re getting from this commitment. People have an innate sense for what encourages their continued volunteer service.

They can also recognize the inhibitors that are discouraging for them — but they probably won’t mention either unless you ask.

3. Give Opportunities To Grow

Some volunteers will want to do the same volunteer tasks for years at a time.

They really just want to chop onions in the soup kitchen, and that’s it. But many will want to do more. So, look for opportunities to give your dedicated volunteers more responsibility. Maybe they could take on some of the menu planning, or work on the fundraising campaign for a new stove.

No matter their motivation for volunteering in the first place, people stay engaged when they feel some ownership of their volunteer roles. It’s easy to drop out of a crowd, but if you know you’re the person who drives the van, or makes the schedule, or leads the tour, you’re much more likely to feel responsible.

More than just responsible, you’ll probably take pride in your contribution.

Mentoring new volunteers is an excellent leadership opportunity for established volunteers. This recognizes and promotes their expertise. They understand volunteering in a way that you might not, and will have their own tricks and tips for newcomers.

Read More: How to Build an Effective Volunteer Management Plan in Six Steps

Engaging Your Volunteers Is A Long-Term Strategy

Keeping your volunteers engaged isn’t just a once-a-year check in to make sure you have happy volunteers. It’s about remaining active throughout the whole volunteer journey – from recruitment to onboarding and even past the “5 years of service” milestone. It’s about listening to volunteers, highlighting their positive impact and making adjustments when necessary.

A volunteer engagement strategy like the one I’ve described helps you show volunteers how important they are. It can take you away from constant recruiting, and let you build deeper, richer relationships with volunteers, making them your organization’s most valuable asset.

If you’d like to learn more about the power of volunteerism, check out our other resources!

Read More on Volunteerism

• Why Your Organization Needs Young Volunteers + How to Recruit and Motivate Them
• New Volunteer Checklist: How to Onboard and Welcome New Volunteers
• The 15 Best Software Solutions to Manage Volunteers
• How to Prepare the Perfect Volunteer Recruitment Email

The post How To Create A Volunteer Engagement Strategy that Actually Works appeared first on WildApricot.

“Volunteers are the backbone of what we do!”

“We couldn’t do it without you, volunteers!”

Sometimes it seems like everything being said about the role of volunteers at nonprofits is cliché, but…it’s also true.

Without volunteers donating their time and passion to the causes they care about, most nonprofits would be sunk. Paid staff to tutor every kid, clean up every park, and foster every shelter dog? Impossible! Volunteers make it happen. That’s why every April, we take the time to celebrate volunteers and volunteering with National Volunteer Month and National Volunteer Week.

When is National Volunteer Month?

National Volunteer Month is held in April. It’s a month dedicated to promoting and celebrating volunteerism. Nonprofits often have special projects or volunteer appreciation events during this time.

When is National Volunteer Week?

In 2025, National Volunteer Week will be April 20-26 in Canada and the United States.

Since When?

National Volunteer Month and Week aren’t new. Canada led the way by celebrating National Volunteer Week in 1943 to recognize the contributions of women on the Home Front during World War II. Celebrations dropped off after the war, and then interest resurged in the late 1960s and early 1970s. The April week of recognition was made official in 1990.

National Volunteer Week debuted in the United States in 1974 and has continued to grow every year since. In his proclamation declaring National Volunteer Week, President Richard Nixon urged all Americans to observe the week by seeking out a volunteer opportunity. He also called upon all communities to “recognize volunteers by observing the week with special ceremonies to honor those who have given countless hours for the betterment of our communities and the American way of life.”

Since then, individuals, offices, schools, and teams volunteer their time on this week to make their communities better.

How to Celebrate National Volunteer Week and Month

National Volunteer Week and Month are great opportunities to get all your volunteers together and launch efforts to recruit new ones.

Celebrating National Volunteer Week and Month has evolved over the past couple of years, making virtual recognition efforts more popular than ever.

Volunteer events and appreciation are done across all platforms and channels. From social media challenges and thank-you emails to large scale awards ceremonies and community beautification projects – there’s a way for everyone to get involved.

Even if your organization has a smaller budget or staff, you can still recognize and engage your volunteers. Keep things simple with a spotlight on your website or dedicated email to your subscribers about how wonderful your volunteers are.

There are plenty of ways to show volunteers you appreciate them, consider:

Ideas to Show Volunteer Appreciation

• Host large-scale special events like volunteer appreciation dinners, luncheons or award ceremonies
• Sharing a video message from your executive director, commending volunteers
• Provide official certificates, plaques or trophies recognizing their contributions
• Bring snacks, coffee or treats to volunteer events as a surprise “thank you”
• Gift “swag” or merchandise with your organizations logo (shirts, hats, portable chargers, tote bags, etc.)
• Milestone celebrations with pins, certificates or small gifts for “100 Hours Volunteered” or “5 Years of Service”
• Create a physical or digital “Wall of Fame” with photos and stories of volunteers’ impact
• Scheduling a one-on-one video or phone calls to thank them for their contributions and ask for their ideas
• Posting a volunteer slideshow on your social media, using pictures from previous events
• Provide special opportunities or perks like discounts, event tickets or professional development experiences like an educational seminar
• Volunteer social night where the focus is on fun like game nights, movie screenings or trivia nights

Read More: How to Write a Volunteer Thank-You Letter That’s Actually Meaningful (+ Template)

Recruitment Opportunities

With everyone’s minds on volunteering in April, this can be a great time to recruit new volunteers from your local businesses and community. Browse through your volunteer management software and see if any volunteers have special skills or experience that jump out at you to help your recruitment efforts. Consider skills like:

• Designing templates, flyers, or social media graphics
• Making phone calls to check-in with the people you serve
• Organizing files or data in the cloud (how’s your photo library organized?)
• Drafting, editing and/or proofing documents
• Launching a peer-to-peer fundraising campaign for your organization
• Helping with research

When recruiting, don’t forget the value of virtual volunteering! As you create your volunteer opportunities, consider online volunteering opportunities. This opens the door to many more potential volunteers, like people who don’t live nearby, disabled people and people with busy schedules. With remote work being as popular as it is, why not implement remote volunteering?

Celebrate Volunteerism

Now more than ever, people helping others is worth celebrating. Volunteers make so much possible and deserve our appreciation. How will you mark National Volunteer Month and Week at your organization?

Read More: How to Create a Winning Volunteer Newsletter: Ideas, Examples and Templates to Inspire

The post How to Celebrate National Volunteer Month appeared first on WildApricot.

Do a quick check-in: how many volunteers do you have? Are you struggling to gain more? Is your volunteer recruitment process in need of an update – or perhaps a complete overhaul?

Have no fear, we’re here to help.

From planning to post-recruitment analysis, we’ll show you step by step how to build a volunteer recruitment strategy that works for your organization. Whether you’re the only person managing the volunteer program or you have a whole team, you’ll see success in your recruitment efforts!

Once you reach the end of the post, be sure to check out the volunteer recruitment checklist for a quick summary of the key steps we outline here.

The Importance of Volunteer Recruitment

Before we dive into how to recruit volunteers, we wanted to remind you why volunteers are so important for your organization. Volunteers provide essential support that allows you to achieve your mission, expand your impact and build stronger relationships with your community.

As you build your recruitment strategy, keep those three things in mind. Your volunteer recruitment efforts bring so much more to your organization than an increased amount of volunteers.

Successful volunteer recruitment:

• Expands your nonprofit’s capacity and reach. You’ll be able to serve more people, run additional programs and bring awareness to a wider audience. Plus, an increase in volunteers can free up staff time on simple admin tasks, allowing more time to focus on strategic priorities.
• Cost-effective. An increased volunteer base provides valuable labor to your organization without the financial cost of hiring additional staff. This allows you to allocate your limited funds toward other things that drive your mission like impactful programs and fundraising efforts.
• Fosters long-term supporters. By willingly giving their free time to your organization, volunteers are personally connected to your mission. This often leads to long-term relationships, like becoming donors, advocates or even board members.
• Boost fundraising efforts. As major advocates for your cause, volunteers’ passion can motivate potential donors to give. Chances are that volunteers are staffing your fundraising events, sharing your organization with others and even donating themselves!

How to Create an Effective Volunteer Recruitment Strategy

Building your volunteer recruitment plan is easier than you think! You just have to break it up into 4 major sections: planning, recruiting, applications and onboarding.

To have a successful volunteer recruitment process, you need to include the prep-work and follow-ups in your plan. Plus, you’ll end up with increased engagement, more qualified volunteers and higher retention!

Phase 1: Volunteer Recruitment Planning

If you’re new to volunteer recruitment, or if your organization doesn’t have a formal process in place, you’ll need to do a little planning before you launch that first volunteer job posting.

As volunteer manager(s) – if you have one at your organization- you should be asking yourself the following questions during the planning phase.

1. Who Will Recruit Volunteers?

If your organization has a volunteer manager, that person should be leading the charge.

But if no one person is responsible for volunteer recruitment, consider gathering your existing Event Committee Chairs or your Board of Directors to establish a volunteer recruitment team to help identify, screen, orient and manage event volunteers. This could be a team of long-time dedicated volunteers who are familiar with your operations and can provide valuable insights into your volunteer program.

2. What Are Our Volunteer Needs?

To help find your target audience for a prospective volunteer, it’s important to define specific volunteer assignments or roles. This will make your job easier when qualifying candidates and give applicants a positive experience. No one wants to fill out an application for a position they wouldn’t enjoy/weren’t able to do due to time commitment, requirements or location.

If your organization has been around for a while, you’ve probably got this covered. If not, though, here are a few questions for you to consider.

3. Where Do We Need Volunteers?

For day-to-day operations? Special programs? A specific event?

Don’t forget to keep an open mind. Even if a volunteer doesn’t immediately seem to suit your organization due to their schedule, you might be able to find a task that’s previously been neglected that they can take on.

Sometimes individuals can volunteer from home! A great example is from the Charlotte Humane Society, they offer virtual volunteer opportunities to transcribe voicemails. This saves staff from listening to every voicemail, taking notes and following up appropriately. All they need to do is read the notes in the excel sheet and follow up with the caller!

4. How Many Volunteers Do We Actually Need?

If you’re building a house, you may need a whole crew. But if you’re supplementing the staff at your local library, you may only need 4 to 5.

The number of people you need will influence what positions you list, how many volunteers you can take for those opportunities and how you should prioritize your recruitment efforts.

5. What Skills Are We Looking For?

Do you need volunteers who can lead teams, speak on behalf of your organization or work independently? Do you need a certain amount of volunteer experience?

It’s important to be clear about what you need, so that you’re not wasting your time or potential volunteers’ by talking to people who aren’t the right fit. Everyone has valuable skill sets, but not every prospective volunteer will be the right fit for your available positions.

Choose a Recruitment Strategy

There are several approaches to recruiting volunteers, each suited to different types of volunteer opportunities.

Mass appeals

When you need a large number of volunteers, but don’t need them to have any special skills. Sometimes called “warm body recruitment,” the goal is to attract as many people as possible. Tactics include publicizing your call for volunteers in the media, posting your message on all your communications channels, sending mass emails and putting a sign out in front of your building.

Targeted recruitment

When you need specific skills for your volunteer positions. Tactics include reaching out to groups like professional associations, university programs or clubs to find individuals who want to share their expertise.

Networking

Use the relationships of your existing volunteers to find more. This includes tactics like informal referrals and more formalized mixers or networking events. This works best if you’re just looking for a few volunteers, or know that the people who already work with you have the skills you need.

However, before setting out to recruit anyone, think about your organization’s goals.

What positions do you really need to fill right now?

Look at your current volunteers’ demographics and skill sets, focus your strategy around finding future volunteers that fit those same characteristics – they’re more likely to be long-term, dedicated volunteers for your organization.

Phase 2: Active Volunteer Recruitment

Recruiting volunteers doesn’t usually require creating a lot of new material. With a section on your website and a good volunteer job description, you can go a long way.

Add Positions to Your Website

For many potential volunteers, your website will be the first place they look for information. Make it easy for them to find out about volunteering, which roles are available and how to get involved. Simplify your application process with an online form and a clear call-to-action. This will eliminate the hassle of waiting for someone to email or call them back, improving the volunteer experience.

Create a Volunteer Job Description

People like to know what they’re getting into. Volunteer job descriptions make the expectations clear, and help organizations ask for the help they really need. They also make it easier for volunteers to connect with the roles that will be most meaningful to them.

Your volunteer job description should include:

• A title. Give the role a name, like “Tour Guide” or “Office Support,” or “Tutor”. That will make it easier for volunteers to list it on their CV later, and provides a good overview of the role for anyone scrolling through quickly.
• Necessary qualifications or experience. Does the person need a driver’s license? A/V experience? Experience working with kids? That way, people can eliminate themselves right off the bat if they don’t have the requisite skills.
• Specific responsibilities and typical tasks. What are the major features of the role? Again, this can people decide if the role is suited for them before you go through the interview process.
• Time commitment. When do you need them? For how long? Is this a long-term assignment, or a one-day commitment?
• Supervision. Who oversees the role? Who is their contact person within your organization?
• Benefits. What does the volunteer get out of this?

How to Target Potential Volunteers: Ideas for Volunteer Recruitment

What’s scarier: asking a total stranger for some of their time, or chatting to a friend of a friend about open opportunities at your organization? Most people would say the latter.

The good news is that many of your future volunteers are probably already marginally connected to you. They know someone you know, are in the neighbourhood, or frequent the same events or places that your organization does. They’re former donors, friends of your club members, and people who care about your cause.

When you think about recruitment more as connecting with these people, instead of as convincing complete strangers to give a chunk of their time to your organization, it seems a lot more possible, doesn’t it?

So, before you launch a full-scale publicity campaign, reach for the lower-hanging fruit: the people you know.

Reconnect with Previous Volunteers

Sometimes organizations without a recruitment process still get offers from people interested in volunteering. If you’ve collected names and contact information, now is the time to get in touch. Reach out to past volunteers, too. They may be ready to come back.

However, if there is no pre-existing list or database of volunteers, you’ll need to develop one going forward by creating a process for gathering and storing this information. This could involve creating a volunteer application form, a volunteer database or at the very least, a spreadsheet.

Leverage Your Existing Connections

Create an email list of potential contacts from your current volunteers, recruitment team/staff and board members. This could be anyone in their circle like friends and family, co-workers, neighbors and community members (religious organizations, clubs, sporting teams). Reach out to these lists and

Create Engaging Marketing Materials

If you’re having trouble identifying enough volunteers within your immediate circle, consider promotional efforts. These marketing strategies will allow your message to be shared with a wider audience – allowing you to reach more potential supporters who might not know about your volunteer opportunities.

Share Impact Stories

Writing a newsletter article or a post for your organization’s blog/forum is a great way to share impactful stories and recruit volunteers. Personal stories can be very motivating for others to get involved and highlight the impact of volunteering. Put calls to action at the bottom of the article/blog for readers to join your efforts and become a volunteer.

Post on Social Media Platforms

Sharing open volunteer opportunities on your social media channels will make it easy for a wide audience to hear about your organization and become new volunteers.You can post compelling videos or photos of past volunteering events and ask for new recruits, then follow up with anyone that “Likes” your post. Chances are these supporters are the target audience and your ideal volunteer.

Don’t forget to utilize hashtags, reposts from your current supporters and popular trends to have reach even further.

Email Marketing

Regularly update your existing supporters and contacts about new volunteer opportunities via email. Make it easy for them to forward these opportunities to friends who might be interested.

If you already have a list of potential volunteers, segment them based on their previous involvement or interests. Send targeted messages to individuals based on what you know about their preferences.

Host Volunteer Recruitment Events

Whether your organization is attending or hosting a volunteer fair, you can share about your organization’s cause and volunteer positions in a location where people are already looking to contribute their time and services. Provide a volunteer application and contact form for individuals to take immediate action.

If you want to share more about your organization in real time, host a volunteer open house where people can learn about opportunities and sign up right away. These events can also provide hands-on experience, such as a mini-project or introductory activity to give prospects an idea of what a volunteer shift might be like.

Volunteer Matching Websites

Signing up with a volunteer-matching site like VolunteerMatch takes the guesswork out of recruitment by connecting your organization’s needs with people who are already looking to give their time. Don’t forget to include your volunteer job description on your listing to be connected with the ideal volunteer candidate.

Community Partnerships

Local businesses, schools, colleges, and other organizations will allow you to access a broader volunteer pool. Consider:

• Putting an ad in your community newspaper
• Posting a request through your municipal or state/province volunteer centre
• Posting a request at a local high school, college or a student volunteer centre
• Connect with faith-based organizations to share your cause with their members
• Ask local companies to include your volunteer appeal in their employee newsletter or storefront window

Corporate Partnerships

If you need to find volunteers with specific skills or experience (like web development, PR or social media expertise), this is where you want to connect with businesses who specialize in those areas. These businesses might even have employee volunteer programs and offer volunteer time off, allowing your organization to acquire volunteers with professional skills without volunteers losing out on their income or vacation time.

Read more: Why Your Organization Needs Young Volunteers + How to Recruit and Motivate Them

Phase 3: Applications and Screening

So, you’ve started recruiting and gotten a few responses. Now you need more information about your prospects.

An informal chat or a formal interview will help both the organization and volunteer get the relevant details about each other and set appropriate expectations.

During this time:

• Introduce the organization and outline the event or program that needs volunteers
• Describe specific volunteer roles, including time commitment and tasks
• Discuss the person’s past volunteer and/or professional experience
• Determine what role might suit this individual, based on their interests and qualifications
• Explain the next steps toward volunteering
• Answer questions or provide a contact person for questions

Some nonprofit organizations may have a more formal volunteer interview processes, occasionally a request for references. However, this is usually for more specialized volunteer jobs, or ones that deal with vulnerable populations.

Most will hire for volunteering opportunities like manning a booth at the state fair, which has a much simpler process. It really just depends on what kind of position your organization is looking for, and on the type of person/skills you need.

Phase 4: Onboarding

Informing and onboarding your new volunteers is phase of the recruitment process that is often overlooked. If you wait too long to get back to potential volunteers, they’ll take their time and talents elsewhere.

Clearly communicate your timeline for making decisions about volunteer assignments during the end of phase 3. It shows volunteers that you value their time and contributions — meaning they’re likely to start off on a much better foot and speak more highly of your organization.

Read more: New Volunteer Checklist: How to Onboard and Welcome New Volunteers

How to Politely Reject a Volunteer Applicant

And what about the people who aren’t quite right?

It’s not as much fun, but you must also contact these people to explain you will not be moving forward — it’s not fair for them to have to wait and wait without getting a response from you. Thank them for their interest, and if they take it well, you can offer other ways to get involved with your cause.

If the timing just wasn’t right, you can also offer to contact them again in the future, or ask them to reach out in a few months to see if there are opportunities more suited to their skills.

Welcoming Your New Volunteers

Now that you’ve made the decision about which volunteers you are bringing on board and which roles they’ll play, the onboarding process can officially begin. We’ll cover the basics but to dive further into volunteer onboarding, check out our blog here.

Send your new and eager volunteers a welcome email, complete with the job description, time commitment, relevant dates and times and contact person at your organization. Again, this sets clear expectations for everyone.

Outline the next steps they’ll need to take to start volunteering. Introduce them to your volunteer orientation process, and any other training they’ll need to complete before they take on their role.

That way, there won’t be any misunderstandings about timing and they’ll know what’s required at every step of the way.

Orientation

Volunteer orientations give new volunteers an overview of your organization and an understanding of how their help fits in. It can also help them feel included in your community and get excited about their role.

While orientation sessions will differ depending on the volunteer job tasks, here is an overview of the type of information you might want to include in your orientations:

• An overview of the organization – mission, vision and values
• Description of the program or event and its objectives (show a video, photos, etc.)
• Outline of the specific volunteer job and tasks
• Details on planning – schedule of meetings, activities, list of responsibilities etc.
• Information on resources that pertain to their role, necessary record or document keeping, and support systems.
• Confirm their contact information – name, email address, residence, phone number etc.
• Complete any necessary paperwork like waivers or media releases.

Mentorship Program

Implementing a mentorship program can provide new volunteers with one of the most excellent resource they could have – your most passionate volunteers!

A mentor program will recognize your committed volunteers by asking them to take new volunteers under their wing; sharing their experiences and advice. This will build an active community amongst your volunteers where newbies can have their questions answered, a friendly face at volunteer functions and ultimately a support system.

Maintain the Volunteer Relationship

A successful volunteer recruitment strategy will always rely on help from your current volunteers. They’ll be your biggest supporters and vital for your volunteer recruitment efforts. Its important to build a relationship during the active recruitment phase, nurture it during the onboarding phase and maintain it as you grow your volunteer base.

Here’s some ideas to implement for maintaining the volunteer relationship:

• Show volunteer appreciation
• Build a strong volunteer network
• Listen to feedback from volunteers
• Offer networking opportunities
• Implement email newsletters
• Stay active on social media channels
• Provide exciting volunteer opportunities
• Be considerate of volunteer time

If you followed our tips, your organization will increase volunteer engagement, boost retention rates and make a larger impact for your mission!

Read more: How to Write a Volunteer Thank-You Letter That’s Actually Meaningful (+ Template)

For a complete guide on how to get new volunteers set up with your organization, check out this article, as well as this checklist of everything you need to do to welcome your new volunteers.

Volunteer Recruitment Doesn’t Have To Be Hard

With effective planning and volunteer management tools in place, the volunteer recruitment and retention process should be streamlined and less stressful. Soon, you’ll be bringing in a steady supply of new people who are excited to get involved with your organization!

Read More: How to Create a Winning Volunteer Newsletter: Ideas, Examples and Templates to Inspire

The post How to Recruit Volunteers from Start to Finish: 4 Phases to a Successful Volunteer Program appeared first on WildApricot.

Are your volunteers’ inboxes full of “Opportunity/People needed/Come out to help with this thing”? Because of this you may deal with poor engagement, low open rates and maybe even lapsed volunteers.

If this sounds like your organization then it might be time for a volunteer newsletter.

What is a Volunteer Newsletter

A volunteer newsletter is a regular email you send to your volunteers, this could be on a weekly, monthly or quarterly basis. It will contain all the information your active volunteers need to know, plus this is a great way to show appreciation and build a stronger relationship.

Rather than sending an individual email every time there’s a new volunteer opportunity or project update, you can compile this into one monthly newsletter. Plus your volunteer newsletter can share information on social events for volunteers, show appreciation and share impact stories from their efforts.

Keep in mind this will be different than a member newsletter. This email is just for your volunteers, ensuring they get the vital information they need about volunteering.

What Does a Volunteer Newsletter Do?

Sending out a volunteer-specific newsletter can reduce email by corralling all the necessary information into one place. While you’ll still need to send reminders and updates, a volunteer newsletter can do a lot of the heavy lifting for sharing information.

Remember: Many of those reminders and updates won’t go to your whole volunteer contact base – just the ones signed up for the opportunity and involved with the project. These reminders might also be in the form of a text notification or an alert from your volunteer app (if you have one).

How to Build a Proper Volunteer Newsletter in 5 Steps

Even if you don’t have a ton of volunteers or many opportunities to wrangle, a regular volunteer newsletter can accomplish a lot. Plus, it doesn’t have to be a huge time commitment! Here’s 5 simple steps to build a proper volunteer newsletter your volunteers will actually read.

1. Create a Simple Template

To save time building your newsletter each week, month or quarter, utilize a template. This will be the basic structure of every piece of communication you send to your volunteers. A good starting point is:

Straightforward Subject Line

Make sure your newsletter recipients know what you’re sending with a straightforward subject line. This could be something as simple as “[Organization Name] Volunteer Voice – November 2024 🍁” or “Shaping Change: [Organization Name] Volunteer Updates & Opportunities”

Upcoming Volunteer Opportunities

Highlight any opportunities to give time and make an impact on the community. Add a small description, number of hours and an easy link to sign up and volunteer.

Volunteer Recognition and Impact

In this section, you should be highlighting the good work your volunteers do. You can have a couple of things depending on the goal of your volunteer email newsletter. Consider including:

• Volunteer of the month spotlight
• Number of hours volunteers have contributed (this month, this year or last month)
• Impact story from a recent service opportunity
• Thank you note to all volunteers

Event Calendar

If there are upcoming volunteer events, share them in a calendar format to make scheduling easy. This will be things like larger community service projects, social events for volunteers, training opportunities, etc.

Organization Updates

This is where you can briefly update volunteers on your organization as a whole. For example, the amount raised during your last fundraising event or if renovations have been completed on the office.

Volunteer Resources

If you have content like blogs, webinars or case studies that your volunteers would find useful, link them here. This is all about offering tips on how to develop as a volunteer and providing educational resources.

Calls to Action (CTA)

Encourage your volunteers to be even further engaged by including a CTA to donate, attend an event, sign up for shifts or share feedback. You can even sprinkle these throughout your newsletter if they’re more applicable in other sections.

Footer

This is where you link all the organizational information a volunteer might need. Include contact information, social media, volunteer portal sign in, unsubscribe link and your organization’s website.

2. Determine Relevant Content

Your newsletter should only have information that relates to your volunteer-base. What you put in your email should help you achieve your purpose – informing, recognizing and encouraging volunteer engagement.

When looking for pieces to include, ask yourself if a volunteer would find it helpful to their volunteer efforts. It’s always good to get their feedback too on what they’d like to receive to their inbox!

3. Establish a Consistent Schedule

Depending on how robust your volunteer program is, you may want to send a volunteer newsletter more or less frequently. Many organizations see success with a monthly email, but weekly or bi-weekly might be needed. Use your best judgement – you know your organization the best! Don’t forget to ask your volunteers what they would prefer for the most engagement.

Once you establish your schedule, stick to it. Your volunteers will expect your newsletter on a specific day on a regular basis – don’t leave them hanging or confused by sending newsletter sporadically.

4. Analyze, Monitor and Improve

Use analytics to track how well your newsletter is performing. If volunteers aren’t opening your newsletters and you’re getting a high unsubscribe rate, you’ll need to pivot. Maybe the email is too long, the content isn’t relevant to volunteers or something else. Metrics like open rates, click-through rates and which links are clicked can guide you in refining future editions.

5. Utilize Software

Chances are your organization uses some sort of membership management software to communicate with members already. Use this software for your volunteer newsletter to optimize! In a membership management software, you can:

• Build newsletters from customizable templates
• Automate sending the newsletters
• Segment your volunteer audience from the contact database
• Schedule out newsletters in advance
• Manage volunteer events and build online registration forms
• Analyze data and report on newsletter success

Our software, WildApricot, can do all this and more! If you’re curious about implementing software to help manage not only your volunteers, but your whole organization, try a 60-day free trial!

Volunteer Newsletter Ideas to Include

You can use your volunteer newsletter to do a lot of things for your volunteers. Whether your goal is to highlight opportunities inform, share updates, entertain, recognize volunteers or a hybrid of many, consider including some of these in the next edition of your newsletter.

Update Volunteers on Your Organization

Your volunteers might not be aware of changes to your organization, including this in your newsletter will keep them up to date. These changes could be leadership changes, building renovations, fundraising initiatives or events.

Highlight New Volunteer Opportunities

Volunteers are connected to your organization to…volunteer – surprising I know. So make sure you highlight any chances to let them sign up and give their time. This allows them to have all new opportunities in one email in their inbox, ensuring they never miss a service moment.

Celebrate Good News and Break Bad News

If your organization has volunteer goals, such as hours or specific community accomplishments, you’ll want to share this news. If you’ve surpassed your monthly goal for hours on the third week, celebrate and share in the email. If something has set you back for completing a service job, like a shipping delay on building materials, include this bad news too.

Remind Volunteers of Important Dates

Any important dates your volunteers need to be aware of should be put in your volunteer newsletter. Consider dates like:

• Registration deadlines
• Due dates for forms, payments and hour submissions
• Service project days
• Volunteer appreciation events
• Social get-togethers

Alert Volunteers to Community Opportunities

Your volunteers likely share common interests, if there are opportunities in your community that align with those, highlight them in your newsletter. Some examples are free CPR training, an exhibit at a local museum, a book discussion, seminar with an important speaker etc.

Address Common Issues

Having a regular volunteer survey will allow you to see if volunteers are having issues with your volunteer program. Address these issues in your newsletter to offer solutions and make sure volunteers feel hear. These challenges could be:

• Transportation to service jobs
• Resources available for volunteers during activities
• Number of available opportunities (too many or too few)
• Digital issues (logging volunteer hours, signing up, editing profiles in the portal)

Introduce Volunteers to Each Other

Whenever you have new volunteers join your organization, it’s nice to highlight them in the newsletter. Make it easy for other volunteers to connect with one another and learn about the new faces they’ll see at service opportunities.

Thank and Appreciate Volunteers

Volunteers need to feel recognized for the hard work and time they contribute to your organization. Be sure to say thank you in every newsletter. A little appreciation can go a long way and you can even highlight upcoming appreciation events in your emails too. Implement a volunteer of the month spotlight to recognize someone who goes above and beyond each month!

Impact Stories

The work your volunteers do for your organization and community is substantial and needs to be heard by all. After a successful service job, ask the individual or community how your volunteers benefitted them. Put together an impact story and share it in your newsletter. This will go a long way in making volunteers feel recognized and a good way to improve engagement.

Answer FAQs

There will always be frequently asked questions about your volunteer program, use space in your newsletter to answer them! These questions could be about what to wear when volunteering, what to bring to events, how to get to a service job or how many hours they need to maintain “active volunteer” status.

Link to the Volunteer Portal

Your volunteers should know how to log into your volunteer portal and track their hours, but they may have lost the link or forgot how to get there. Having a clear link in your volunteer newsletter will save them time searching on their own (or messaging the volunteer coordinator).

Share Helpful Content

Including new educational content for your volunteers in your next newsletter can help them grow. This could be an on-demand webinar from someone in the industry about volunteer impact, a blog on sustainability and recycling or maybe a how to on safe practices for trapping stray animals. Depending on your organization and your specific mission, the resources you share will be different for every volunteer program.

Consider the most important things to include in your newsletter. You don’t want to overwhelm volunteers with too much information. Perhaps your monthly newsletter focuses on 3 things: share opportunities, appreciate volunteers and update them on the organization. Feel free to pick and choose from this list of ideas when building your next newsletter.

5 Tips for the Best Volunteer Newsletter

Of course, publishing a volunteer newsletter is only the first step. It takes a little more thought to make it a useful resource that your volunteers will want to read.

1. Keep It Short

If you want volunteers to read your newsletter, don’t overload them with content. If you’re mailing a print newsletter, you may be able to include some extras, but if you’re sending an email newsletter, brevity is in order. If you have longer stories to share, consider including a paragraph or two, and linking to the rest of the story on your website.

2. Highlight the Most Important Information

What’s the most important thing for your volunteers to get from the newsletter? Highlight that information with design elements like boxes, lines, and bold text. Put it in a prominent part of the newsletter, and include links so that they can take action immediately.

3. Consult with Volunteers

What do volunteers want in a newsletter?

If you don’t know, don’t just guess: ask them! Take a brief survey, bring it up in a meeting, or casually chat about it with volunteers. You’ll learn a lot and start off headed in the right direction.

As time goes on, you can also check in with your audience by looking at your email analytics. What kind of links do they click on? Which emails never get opened? That’s all data about what your volunteers want in the newsletter, too.

4. Create a Strong Brand

Your volunteer newsletter can help volunteers connect with your organization and build community. Volunteer newsletter names, fonts, and layout can all work together to make your newsletter feel like something special. Use a template to easily keep your newsletter consistent from month-to-month.

5. Always Include an Appreciation Section

Your volunteer newsletter is not just about news, it’s also an opportunity to tell your volunteers how much you appreciate them. Include your newsletter in your larger appreciation strategy by showcasing volunteers’ contributions, thanking them publicly and celebrating their service.

Read more: How to Write a Newsletter Your Members Will Actually Want to Read

5 Volunteer Newsletter Examples

If you’re looking to get started (or have a long-standing newsletter you just want to revamp) here are a few examples to inspire you.

1. Palatine Parks Volunteer Voice

This volunteer newsletter has a strong brand, with a name, logo, and photos of volunteers in action. It highlights upcoming opportunities by putting them in a brightly-colored box at the top of the document.

2. Brightwater Group

Brightwater Group has a print-style newsletter that they publish online. The information is presented in small sections with engaging headlines so that viewers want to read further.

3. Louisiana Master Naturalist Greater New Orleans

This is another print-style online publication, with the most crucial information confined to the front page. The main body features bold text so that even if you skim, you know how to join a committee. The list of volunteer events is succinct, with the option to click the title for more information.

4. Food Share

Page through the online edition of Food Share’s volunteer newsletter, and you’ll see how it helps volunteers learn more about new opportunities, like on this page about the senior nutrition gardening program. Eye-catching photos combine with just enough text so that volunteers know what the program is about and how to get involved.

5. KMC Red Cross

This volunteer newsletter from KMC Red Cross is a good example of keeping things to the point. The front page prioritizes two urgent volunteer opportunities and one short report on the organization’s service stats, along with an events calendar. The following pages dig in more with information about health and safety, youth volunteering, and more calendar dates.

Three Volunteer Newsletter Templates to Send the Perfect Email

If you’re using WildApricot, you’ll already know that we offer a wide variety of email templates that you can use to communicate with volunteers as well as members and donors.

(And if you’re not — you can start your free 60-day trial today.)

If you want to start sending out a volunteer newsletter, all you have to do is select one of our many templates. You can then customize the text and format to your liking using our drag-and-drop email editor. All of our templates are also mobile-friendly, so they can be opened on any device.

To get you started, here are a few we provide that would be particularly applicable:

1. For When You Want to Feature an Image

This template is ideal for situations in which you want your newsletter to have an image that pops to attract immediate interest, such as sharing a new initiative with volunteers.

2. For When You Have a Lot to Share

If you have a lot of blog updates or other links that you want to share with your volunteers, this template is a great choice!

3. For When You Just Want Something Simple

Don’t want anything too complicated? This template is great for simple text updates.

And even if none of these are quite right, it’s easy to create your own email template.

Bring Volunteers Into the Loop

Starting a volunteer newsletter at your nonprofit doesn’t have to be overwhelming. Ultimately, volunteers will get involved and stay at organizations where they feel included, welcomed, and appreciated and your volunteer newsletter can help them have those experiences. Even a short monthly missive, easily created with a template, can make your volunteers feel more included and keep them up-to-date on everything they need to know about your organization.

Over time, you’ll notice that volunteers seem more aware of each other and all of the volunteer opportunities, not just what they were personally involved with. And volunteers will be so glad you don’t send a million emails anymore!

The post How to Create a Winning Volunteer Newsletter: Ideas, Examples and Templates to Inspire appeared first on WildApricot.

In this guide, you’ll learn the essential features these tools offer, review the top software available and get tips on selecting the perfect solution for your needs.

Integrating volunteer management plans with modern technology can help your nonprofit to boost productivity and focus more on its mission.

What Is Volunteer Management Software?

Volunteer management software is specialized software that assists nonprofits in optimizing volunteer recruitment, scheduling and engagement.

Unlike general management software, which is tailored for broad business processes like billing, inventory and payroll, software to manage volunteers focuses specifically on the needs of nonprofits that rely on volunteer efforts.

For example, while a typical CRM system might track sales and customer interactions, volunteer software tracks volunteer hours, schedules and engagement activities.

You can use volunteer software to:

• Streamline your administrative tasks.
• Improve communication with volunteers.
• Manage scheduling with greater efficiency.

Why Do You Need Volunteer Management Software?

Implementing volunteer management software can dramatically upgrade how you operate and interact with your volunteers so their efforts are impactful.

Organization benefits

Software to manage volunteers streamlines administrative tasks, making it easier to manage large amounts of data and complex logistics.

One vital aspect is onboarding volunteers. Maintaining organized profiles is critical for a smooth integration process. This new volunteer checklist covers all the necessary steps to onboard new volunteers seamlessly.

Volunteer software promotes communication with volunteers by providing platforms for updates and feedback. This benefit keeps everyone informed and engaged.

Then, there’s successful event execution for your ongoing projects.

You can use volunteer software to schedule and plan your events so you can coordinate your volunteer activities more accurately and efficiently.

Volunteer benefits

For volunteers, this software simplifies access to scheduling and roles. This benefit makes it easier for them to see where and when you need them.

Better communication channels guarantee that volunteers receive timely updates and can easily connect with coordinators and each other. This benefit fosters a collaborative environment. Systematic feedback and recognition functionalities boost volunteer engagement by acknowledging their contributions and providing clear paths for development and involvement. Their approaches help retain volunteers and attract new ones who are assured of a rewarding experience.

Must-Have Features of Volunteer Management Software

Here’s each essential feature, why it matters and how it translates into better volunteer management practices.

Volunteer Recruitment

Volunteer recruitment features include tools for posting volunteer opportunities and managing applications online.

Effective volunteer recruitment goes beyond filling positions. It requires attracting the right individuals who align with the organization’s mission.

The right volunteer management software also helps you prepare interviews where you can ask meaningful volunteer interview questions. This approach smoothens your volunteer onboarding process so you can select suitable volunteers for your nonprofit organization.

For example, a nonprofit focused on environmental conservation can use these features to quickly fill positions for a community clean-up event. This way, they have enough hands on deck for various tasks such as waste sorting and public outreach.

Volunteer Profiles

This feature allows you to create and manage detailed profiles for each volunteer, including personal information, skills and availability. This approach optimizes the allocation of tasks and roles.

Accessing detailed profiles streamlines the matching of volunteer skills with your organization’s needs. This approach improves productivity and volunteer satisfaction.

A literacy nonprofit organization can use volunteer profiles to match tutors with learners so that volunteers with teaching experience are paired with learners who need the most support.

Volunteer Scheduling

Volunteer management software with scheduling features enables easy planning of shifts, events and roles.

Scheduling helps you verify that all volunteering activities are covered. This feature facilitates smooth event executions and ongoing volunteer engagements to prevent scheduling conflicts.

For example, during a large fundraiser, you can use volunteer scheduling software to manage shifts of hundreds of volunteers, ensuring that all stations are crewed throughout the event without overlap or under-staffing.

Volunteer Tracking

Tracking features allow organizations to log volunteer hours and contributions systematically.

Tracking volunteer hours and contributions helps you acknowledge their efforts and understand the impact of their work. With this feature, you can recognize and reward your volunteers appropriately. You can also report and strategically plan for future events when you know which volunteers drive the most impact.

For example, a food bank can use volunteer tracking features to monitor volunteer hours. Then, it can use this data to recognize top contributors and assess volunteers’ contributions to monthly operations.

Volunteer Communication

The right software to manage volunteers includes features for sending newsletters and announcements and facilitating direct messaging. Maintaining clear and consistent communication with volunteers helps keep them informed and engaged.

For example, a disaster relief organization can use volunteer communication features to send urgent updates and instructions to volunteers during crisis response so you distribute critical information quickly.

Effective communication enables you to appreciate volunteers.

This approach motivates volunteers so they feel valued and part of your team. Communication isn’t a one-way street. By understanding how volunteers feel about your nonprofit’s mission, you can resonate with them better and improve their performance.

Conduct volunteer surveys to gather feedback and improve their volunteer experience.

Mobile App

A volunteer software with a mobile app provides a portable interface for volunteers and managers to access the software from anywhere.

This feature is beneficial for real-time updates and accessing information on the go so that volunteers and coordinators can remain flexible and responsive.

With a mobile app, volunteers can easily:

• Check in
• Update their availability
• Communicate with coordinators

Say you have a community outreach program. Volunteers can use the mobile app to adjust their schedules in real time, respond to changes and access information about their tasks from their phones.

Data and Reporting

This feature includes analytics tools that help measure the impact of volunteer activities. Analyzing data provides insights that you can use to make informed decisions to improve your strategies, prove your impact and secure funding or support.

For example, an organization dedicated to youth mentorship uses analytics tools to report volunteer engagement and mentees’ progress.

By analyzing this data, they noticed that evening sessions have higher attendance and positive feedback compared to other times. They use these insights to adjust their scheduling, focusing more resources on evening sessions, which leads to increased participation and more impactful mentorship outcomes. This data-driven approach can strengthen their funding proposals by demonstrating successful engagement strategies backed by tangible results.

Our Top 15 Picks of Software to Manage Volunteers

Get Connected by GalaxyDigital

Get Connected’s standout features are the streamlined event and group management capabilities and the robust volunteer profiles, which foster increased engagement and facilitate the development of long-term relationships with volunteers.

Its key features include:

• Volunteer profile
• Volunteer tracking
• Volunteer scheduling
• Mobile volunteer app

Pricing: Demo available on request. GalaxyDigital typically offers tiered pricing to accommodate various types and sizes of users, from small nonprofits to large institutions.

ivolunteer.com

ivolunteer.com stands out with its commitment to privacy and data integrity, combined with its ability to handle small-scale events and large-scale volunteer operations.

Some of its features include:

• A verification process for volunteers through confirmation emails
• Re-usable and customizable sign-up sheets
• Volunteer tracking
• Data and reporting

Pricing: A free plan is available. Paid plans start at $20/month with up to 50 participants, unlimited customizations and volunteer tracking.

Volgistics

Volgistics combines customization, advanced security measures and tools that promote efficiency and compliance, to make volunteer management easier.

Volgistics’s features include:

• Volunteer self-scheduling
• Unlimited, customizable reporting
• Integration with your existing website
• Unlimited online volunteer application forms

Pricing: Starts at $17/month.

Volunteer Impact by Better Impact

This volunteer management system offers responsive, free support through various channels, including online chat, phone and email. It includes extensive online training resources.

Here are some of Volunteer Impact’s features:

• Volunteer scheduling
• Volunteer portal and app
• Customizable volunteer profiles
• Volunteer training and onboarding

Pricing: Starts at $35/month.

SignUp.com

SignUp.com supports volunteer sign-ups from any device at any time to improve accessibility and convenience. Features include:

• Volunteer invitations via email or social media
• Automated waitlist notifications
• Mobile-friendly sign-up pages
• Customizable sign-ups

Pricing: A free plan is available. Paid plans start at $8.34/month, including unlimited text reminders and waitlist notifications.

VolunteerMark

VolunteerMark is mobile-friendly and has excellent accessibility and ease of use for managing volunteers. It has the following features:

• Import volunteer information from spreadsheets
• Targeted volunteer assignment
• Volunteer tracking

Pricing: A free plan and a 30-day free trial are available. Paid plans start at $34/month and include unlimited scheduling positions, unlimited volunteers and a volunteer sign-in/sign-out kiosk.

POINT

POINT serves nonprofits and facilitates partnerships with businesses and schools for co-hosted events. The platform offers one system for all aspects of volunteer management, including sign-up, check-in and reporting. It also has live analytics and automatic report generation. POINT’s features include:

• Streamlined event integration
• Multi-shift volunteer sign-up
• Automated time tracking:
• Volunteer mobile app

Pricing: A free base plan is available. The pro plan starts at $120/month and includes volunteer documents, background checks and offline time tracking.

Rosterfy

Rosterfy stands out with its approach to gamification in volunteer management. This makes it an attractive platform for volunteers who enjoy interactive and rewarding experiences. The platform’s strong focus on workflow automation also reduces the administrative burden on staff.

Features include:

• User-friendly volunteer portals
• Gamified recognition system
• Workflow automation

Pricing: Demo is available on demand.

SignUpGenius

SignUpGenius excels in volunteer recruitment, providing tools that are user-friendly and effective.

Here are some of its features:

• Custom form fields
• Customizable sign-up forms
• Auto-generated email and text notifications

Pricing: There’s a free plan. The premium plan starts at $11.99/month for theme designs, email and text reminders and ad-free sign-ups.

Helper Helper

Helper Helper is ideal for organizations with layered structures, such as colleges or companies with multiple departments. It can segment volunteer opportunities and generate detailed reports to manage complex or large-scale volunteer efforts.

Its features include:

• Mobile app
• Volunteer tracking
• Data and reporting

Pricing: A demo is available on demand.

360MatchPro by Double the Donation

360MatchPro proactively markets corporate volunteer incentives so organizations can maximize support without the need for extensive manual research. Its main aim is securing additional funding through corporate volunteer grants.

360MatchPro’s features include:

• Integrations with donation forms and CRMs
• User-friendly volunteer database
• Comprehensive data coverage
• Automated email streams

Pricing: Starts at $999/year.

Bloomerang

This volunteer software has flexible customization and comprehensive functionality that supports a nonprofit’s unique needs. The platform’s focus on retaining supporters and enhancing volunteer practices helps nonprofits maintain and grow their support base.

Features include:

• Mobile app
• Volunteer reporting
• Customizable forms
• Volunteer scheduling
• Automated data transfers

Pricing: Starts at $119 per month, with scalable options depending on the number of volunteer records maintained.

VolunteerLocal

The platform’s user-friendly interface allows staff and volunteers to have a positive experience, while the integration with 360MatchPro opens up new avenues for funding through volunteer grants.

VolunteerLocal’s features include:

• Mobile app
• Volunteer scheduling
• Volunteer hour tracking
• Data management and reporting
• Automates sign-up and cancellation notifications

Pricing: A 14-day trial is available. Pricing has two categories (for single and ongoing events), starting at $630/year and $200/event.

Golden

This volunteer management software can scale to manage large groups of volunteers across multiple chapters or regions, providing a scalable solution that grows with the organization. Its global capabilities make it a good choice for organizations operating in multiple regions or countries.

Golden’s features include:

• Integrations with platforms like Salesforce and Microsoft Dynamics
• Recommends location-based opportunities
• Localization of volunteer engagement

Pricing: A free plan is available. Paid plans start at $110/month.

How To Choose the Right Software for Your Organization

Selecting the ideal software to manage volunteers requires careful consideration of several key factors.

• Assess the size of your volunteer base. A larger pool of volunteers might need more robust features like bulk scheduling and advanced communications platforms.
• Budget constraints help you to find a solution that offers the necessary features without straining your financial resources.
• Consider specific needs such as mobile access for on-the-go management and the ability to integrate seamlessly with other tools used by your organization. This can include compatibility with fundraising databases or email marketing software, which can increase efficiency.

A thoughtful assessment based on your nonprofit’s particular needs and resources will help you make the right decision. By understanding these factors, you can choose software that fits your current requirements and supports future growth and development.

The post The 15 Best Software Solutions to Manage Volunteers appeared first on WildApricot.

According to AmeriCorps’ Volunteering and Civic Life in America research, around 60.7 million Americans formally volunteered with organizations between September 2020 and 2021, serving about 4.1 billion hours in total. These numbers effectively capture just how much value volunteers can provide to your organization’s goals and overall success.

To ensure that they’re appreciated for all that they do, it’s essential to have a comprehensive strategy not just for managing volunteers, but for recognizing their impact as well.

Finding consistent and creative ways to say “thank you” can go a long way toward building a loyal volunteer base and encouraging supporters to keep contributing to your mission for the long term.

To help your organization maximize its volunteer appreciation efforts, let’s discuss the basics of recognizing your volunteers along with several best practices and ideas.

What is Volunteer Appreciation?

While your organization may certainly appreciate your volunteers’ investment in your mission, it’s all the more important to communicate this appreciation to them frequently and thoughtfully. This will ensure that both returning and new volunteers have a positive experience with your organization’s volunteer program and remain enthusiastic to continue their involvement year after year.

Effective volunteer appreciation involves sending volunteer thank-you letters, hosting celebratory events and gifting meaningful items that bring volunteers closer to your organization.

To hone your volunteer recognition strategy, it’s first important to understand the motivations behind your volunteers’ involvement.

Why Do People Volunteer?

In their annual Industry Insights report on volunteer engagement, Sterling Volunteers and Volunteer Match found that 83% of volunteers considered “making a positive impact in the community” to be their top motivator, while around 20% were interested in building their skill sets. Also, many people choose to volunteer to:

• Meet and network with other people
• Find a sense of community
• Support their friends’ or family members’ interests
• Make a difference toward a personally relevant cause
• Fulfill religious obligations or values
• Discover their strengths and boost self-esteem

These diverse motivations can lead to productive and efficient volunteer teams with individuals of varying strengths, skills and interests. Encourage each of your supporters to fulfill their personal drive to volunteer by understanding and recognizing the value of their contributions.

Why is Volunteer Appreciation Important?

By making it a regular priority to demonstrate gratitude for all those who support your mission, you’ll develop a healthy culture of appreciation and recognition within your organization. Just as you need to take the time to value your donors, actively thanking your volunteers will keep them eager to continue their support and to speak positively about your organization to others.

Appreciation for volunteers can significantly boost your reach, improve your reputation and make it easier to reach your overall goals. Aim to create a memorable and fulfilling experience for your volunteers from their recruitment to their ongoing engagement. This will build long-lasting relationships that you can count on in the future.

9 Best Practices for Volunteer Appreciation

While your organization’s appreciation for volunteers will differ depending on your priorities and resources, it’s important to come up with a detailed strategy that successfully gets the message across. Follow these best practices as a starting point:

Prioritize volunteer appreciation

Designate someone in your organization to be responsible for the ongoing recognition of your volunteers and sending regular appreciation messages. Depending on the size of your volunteer program, this could be a singular person or a small team of individuals who plan your recognition activities, gifts, letters and events like a volunteer appreciation day.

Say “thank you” often

Develop a schedule for thanking volunteers throughout the year. For instance, be ready to appreciate your volunteers after one of your organization’s events or on a special holiday.

Your team should always send a thank you letter or email after each volunteer event. You can automate this through volunteer management software to save your organization time.

Be creative

Vary your recognition efforts, from informal thank-you’s to more formal events, to maximize engagement. Consider your volunteer demographics and host fun activities that your volunteers will really enjoy.

Keep in mind the level of your appreciation should depend on the extent of the volunteer’s contribution to your organization. A volunteer that gives their time once every other month won’t need the same level of recognition as someone who volunteers twice a week.

Focus on the individual

Emphasize how their efforts played an important part in your success. Try to include personal details such as their names, interests and specific involvement to make them feel individually valued.

Make it prompt

Be sure to appreciate your volunteers in a timely manner to make your gratitude feel more impactful.

Use your organization’s volunteer management software to stay on top of these recognition efforts. Gather relevant information about your volunteers, such as their skills and interests, to segment them for more effective communications and follow-ups.

Volunteer Recognition Planning

To craft an optimized recognition plan for your organization, gather your team and answer the following questions:

Who are your volunteers?

Consider the characteristics of your typical volunteers. Do they tend to be older or younger? Students or seniors? The more you understand your organization’s volunteers, the better prepared you’ll be to recognize them in ways that matter most.

What are the purpose and desired results of your volunteer appreciation?

For instance, you could be looking to deepen volunteer engagement or attract new support. Make a list of activities that will help achieve these goals to keep everyone on track.

What’s your budget?

Determining your budget for volunteer recognition upfront will allow you to plan effectively moving forward. That being said, remember that there are ways to meaningfully appreciate volunteers that appeal to all budget sizes. A personalized thank you letter or acknowledgements in newsletters won’t cost your organization money like gift cards will.

What are some opportunities for recognizing your volunteers?

While you’ll definitely want to create a recognition plan for National Volunteer Month in April, brainstorm other key opportunities for expressing your gratitude. Consider holding your own volunteer appreciation party on a meaningful day specific to your mission. This will help you stay connected with volunteers year-round.

How will you measure success?

Measuring success is vital for keeping track of your organization’s progress and pinpointing areas for improvement to help you meet your goals. Keep an eye on metrics such as volunteer retention rate and the number of hours volunteered to evaluate how well your volunteer recognition efforts are paying off.

Try implementing an annual volunteer survey to get feedback. This will help you make informed decisions on how to improve your volunteer program, show volunteers that you value their efforts and ultimately enhance the volunteer experience.

Before launching your new volunteer recognition strategy, make sure you’re asking whether your current volunteers feel valued by your organization. Use their responses to guide your efforts and regularly follow up to make further improvements down the line.

Volunteer Appreciation Ideas

There are so many ways to appreciate your volunteers. Your volunteer recognition plan should include both formal and informal levels of volunteer recognition to achieve the greatest results.

Formal recognition involves planning in advance and typically includes scheduled activities that occur annually, like a volunteer appreciation week.

Informal recognition is much more personal and spontaneous, like a message of appreciation. Your volunteers may prefer one type over the other, so keep that in mind as you start planning.

Regardless of how you’re recognizing your volunteers, be sure to say “thank you” and emphasize the impact of their work. Remind them that they’re making an important difference in helping your organization fulfill its mission. As you begin identifying ways to appreciate your volunteers, get inspired with these popular formal and informal ideas for volunteer recognition:

Formal Volunteer Appreciation Ideas

Use your volunteer recognition plan and volunteer profiles to guide you in determining which of these ideas can best be incorporated into your organization’s annual activities.

Send birthday cards

Keeping track of birthdays is an impactful opportunity to reach out and show your appreciation. Increase efficiency and broaden your organization’s reach by opting to send birthday eCards instead of mailing physical ones.

Include volunteers in holiday cards

Always include volunteers in your holiday card mailings. This will highlight the great work they do and make them feel valued. If you send virtual holiday cards, use a management software to automate your messaging during the busy holiday season.

Publicly recognize your volunteers

Make time to acknowledge and appreciate your volunteers’ efforts at your organization’s events and other activity plans. For example, when starting your annual fun run, thank your volunteers and give attendees a moment to appreciate the work volunteers have done before you release the runners. This gives them the recognition they deserve while motivating all attendees who are there in support of your purpose.

Send impact reports.

Data talks big when it comes to the impact a volunteer’s time makes. Consider crafting a dedicated volunteer report that compiles important stories, visuals and feedback associated with your volunteers and what they do for your organization. This is a wonderful way to highlight the important role that these supporters play in furthering your purpose.

Offer discounts and perks

Leverage or build corporate partnerships that will allow you to offer rewards to your volunteers, such as free tickets to an event or discounted admission prices to a museum.

Spotlight volunteers on social media.

Creating a nonprofit social media strategy will emphasize your organization’s goals. Be sure to factor in volunteer recognition when building your content calendar by sharing posts featuring your dedicated volunteers and their impact. For example, monthly, one of your social media posts should be a photo of volunteers at your event with a caption recognizing the work they did and thanking them for making the event a success.

Celebrate volunteers on your website

Establish volunteers as vital contributors to your organization’s success by creating a page on your website dedicated to highlighting your volunteers and how they contribute to your mission. This page can also serve as a way to showcase long time volunteers with information on how many hours they’ve contributed and what impact that’s made on your mission.

Volunteer of the month

A “Volunteer of the Month” is a great way to not only inspire others to volunteer but also recognize the efforts of each individual in your volunteer program. This can be a highlight of a recent volunteer and their efforts with your organization. Share a photo of the volunteer (perhaps at your most recent event), a quote or testimony of their experience with your organization and information on how their time has benefited your organization’s mission.

Share your volunteer of the month on multiple channels such as social media, your monthly newsletter and the volunteer page on your website.

Create a volunteer thank-you video.

A thank-you video can be a powerful way to express gratitude to your volunteers, showing that you put time and thought into appreciating their efforts. Bring a smile to their faces by featuring clips of your staff and beneficiaries thanking volunteers for their impact in the video.

Thank-a-thon

Enlist your staff members to connect directly with your volunteers by setting aside a couple of hours to call and personally thank them. This is a thoughtful way to brighten their day and make them feel genuinely valued by your organization.

Volunteer Appreciation Event Ideas

Host exclusive events just to celebrate your volunteers and their investment in your organization. This can be anything from a single event to a week-long celebration. Here’s our favorite picks:

In person events

These ideas will be events your volunteers can attend in person, think the classic type of event you’d attend. Consider the costs when building your budget, as you will need to book a venue (if your organization doesn’t have the physical space).

Celebratory meals

Arrange for a meal or a coffee outing as a chance for volunteers to relax and connect with staff and other volunteers. Depending on the level of recognition you want to give, you can go to a fancy restaurant or have a laid back catered meal at your office.

Movie night

Renting out a movie theater or hosting a movie night at a venue with a projector will give your volunteers time to relax and enjoy a new film. Provide snacks like popcorn, candies and pizza to give your hard working volunteers the full experience.

Themed party

Everyone loves a themed party with an opportunity to dress up and relax. Consider putting on a volunteer appreciation party with themes like a masquerade ball, 80s retro or a tropical luau. To make it even more engaging, have friendly competitions over who has the best costume, most creative, most historically accurate, funniest, etc.

Volunteer Recognition Ceremony

Holding an annual formal event dedicated to recognizing individual volunteers with awards and certificates is sure to give your volunteers the appreciation they deserve. Include a keynote speaker or a presentation highlighting the impact of their work.

Game Day

Plan a day of friendly sports or games, such as a soccer match, relay races, kickball, video games or board games. Organize teams, have small prizes for winners, and don’t forget to fuel your volunteers with a barbecue or picnic afterward.

Virtual events

Just like with in person volunteer appreciation events, you want to give exclusive access to volunteers to recognize their efforts. Virtual events can maximize attendance by alleviating your guests from any travel or babysitting costs. Plus, these ideas could be executed in a hybrid setting if your venue has access to video conferencing!

Online Trivia or Quiz Night

Organize a virtual trivia game or quiz competition with tools like Kahoot or Quizizz to create interactive quizzes and offer fun prizes for winners. Your trivia could be anything from fun questions about your organization to pop culture to general trivia.

Virtual Escape Room

Just like a trivia night, who doesn’t love to challenge their mind? Engage and appreciate your volunteers by holding a virtual escape room challenge. Choose a theme that aligns with your organization’s mission and provide a debriefing session afterward to discuss the experience.

Virtual Art or Craft Workshop

Host an online art or craft session where volunteers can create something together. All you need is to send out craft kits or provide a supply lists in advance. Then use video conferencing, like Zoom to guide the activity.

Exclusive workshops or training

Investing in your volunteers’ personal and professional development shows that your care about them on a deeper level. Provide access to special workshops or training sessions – this could be certifications for the industry your organization is in or a class on resume building. Many of these courses could be done via zoom or in a traditional classroom setting, the choice is yours!

Informal Volunteer Appreciation Ideas

While it’s essential to have organized plans in place to thank your volunteers, incorporating some informal recognition practices throughout the year will maximize your results. For instance, don’t forget to:

Be available for feedback and questions

Make sure your volunteers have plenty of opportunities to share their experiences, provide feedback and get their questions answered with your organization.

Name badges

Creating fun name badges for volunteers will help them feel like part of the team. This is something you can give at their orientation or first volunteering event.

Offer thank-you gift cards

Presenting a $5 gift card to a local coffee shop or store can be a quick and cost-effective way to appreciate an individual volunteer. Purchase a bunch of them ahead of time and hand them out to volunteers after your events. If you partner with local businesses you may be able to obtain gift cards for free or discounted.

Provide ways for volunteers to recognize one another

According to eCardWidget’s peer-to-peer recognition guide, peer recognition can be just as effective for boosting morale, results and teamwork. Offer volunteers ways to easily acknowledge one another for their good work through eCards or social media shoutouts.

Small treats

Bringing homemade baked goods, coffee, candy or chips can be a thoughtful treat to brighten your volunteers’ day while they’re helping your organization.

Merchandise

Providing customized shirts, hats, mugs or water bottles for your volunteers gives a sense of camaraderie and allows them to showcase their passion for service. To make these specialized to your volunteers and not just your organization, include an inside joke or volunteer-themed design.

Gift Ideas for Volunteer Appreciation

Meaningful gifts can be another effective and long-lasting way to demonstrate your appreciation to volunteers. With your organization’s budget in mind, review your volunteers’ demographics and interests to determine which types of gifts will be most impactful. Some thoughtful and creative gifts to consider include:

Books for learning new skills

Offering educational materials to contribute to your volunteers personal growth is another way to show the that you appreciate your volunteers.

Exclusive training opportunities

Are there opportunities in your organization to train your volunteers for leadership opportunities? Offer these to your most passionate volunteers and recognize their efforts.

Seasonal items, such as hats or mittens

Everyone loves a cozy beanie or scarf for those winter months. Appreciating your volunteers by warming them up with seasonal gifts.

Tickets to local events or experiences

Does your community have local concerts, sporting events or comedy shows? Get tickets to these events and gift them to your volunteers to recognize their contributions and allow them to have some fun with their fellow volunteers.

Photo albums

Sharing a collection of photos from your volunteers’ experiences with your organization is another way to connect with your volunteers and give them memories of their experience with you.

Gift baskets

The great thing about a gift basket is that you can put a wide variety of things in them for your volunteers. We suggest snacks, drinks, tea towels, preserves or anything local to businesses in your area.

Transportation passes or gas cards for traveling to service sites

Offering transportation (whether its Uber, Lyft, taxis or other local transportation services) alleviates the pressure of getting to service sites for your volunteers. Plus, it saves them gas money!

Additionally, look into some corporate gifting solutions that may fulfill your volunteer gifting needs. These companies make it easy to brand and send items to strengthen your organization’s relationships.

No matter which ideas you choose, the key to effectively recognizing your donors is learning what draws them to your organization and reinforcing that connection. Help them understand just how important they are to your everyday success.

The Impact of Appreciating Volunteers

By consistently incorporating these practices into your organization’s volunteer engagement and communications efforts, your staff will soon be effortlessly cultivating stronger relationships with your supporters that will stand the test of time.

Volunteers are at the heart of so many nonprofit organizations. Keep them centered in your appreciation efforts to retain their support and involvement with your mission. Developing a strong, year-round volunteer recognition plan ensures that those who give their time to your organization feel appreciated in return.

By nurturing your nonprofit-volunteer connections, you may even encourage them to deepen their engagement by becoming donors or involving those from their personal networks to support your organization. This leads to lasting support and a stronger organization for years to come.

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