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How can you develop effective policies and procedures for volunteer management?

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Volunteers are essential for many nonprofits, but managing them effectively can be challenging. You need to have clear policies and procedures that define the roles, responsibilities, expectations, and benefits of volunteering for your organization. In this article, you will learn how to develop effective policies and procedures for volunteer management, and how they can help you improve your volunteer performance evaluation.

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1 Why policies and procedures matter

Policies and procedures are the foundation of your volunteer program. They provide guidance, consistency, and accountability for both your staff and your volunteers. They also help you comply with legal and ethical standards, protect your organization from liability, and communicate your mission and values. Policies and procedures should cover topics such as recruitment, screening, orientation, training, supervision, recognition, feedback, and termination of volunteers.

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Patrick Segawa. MPH, MA

Transformational System Leader I Performance Management I Capacity Building I Quality Improvement I Community Engagement I Nonprofit Executive I Social Entrepreneur I Dynamic Speaker
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To develop effective policies and procedures for volunteer management, we conducted regular training sessions, provided clear guidelines, and established open channels for feedback. This enabled us to streamline our polices and procedures to ensure volunteer engagement and impact

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2 How to create policies and procedures

Creating policies and procedures for volunteer management requires planning, consultation, and documentation. You should start by reviewing your organization's strategic goals, vision, and values, and aligning them with your volunteer program's objectives and outcomes. Then, you should consult with your staff, volunteers, board, and stakeholders to identify their needs, expectations, and challenges. You should also research best practices, standards, and regulations for volunteer management in your sector and location. Finally, you should document your policies and procedures in a clear, concise, and accessible format, such as a handbook, manual, or website.

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Jerome Yuen

Non-Profit Strategist and Management | Mentor | Board Director | Social Sector Singapore #nonprofitmanagement #nonprofitstrategist #nonprofitmentor #nonprofitboarddirector #nonprofitfundraising #eldercare #humanitarian
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We are very blessed in Singapore because the National Council of Social Services focuses on volunteer management in a big way. So, charities in Singapore do not have to develop their base template and just have to put in their specific charity identity for volunteer management. For me, I have developed a few first drafts for my own charities as well as help others to develop their policies and procedures. Don't be afraid to copy if you find good quality stuff.

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3 How to implement policies and procedures

Implementing policies and procedures for volunteer management requires communication, education, and evaluation. You should communicate your policies and procedures to your staff and volunteers, and make sure they understand and agree to them. You should also educate your staff and volunteers on how to follow and apply them, and provide them with the necessary tools and resources. You should also evaluate your policies and procedures regularly, and update them as needed to reflect changes in your organization, your volunteers, or your environment.

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Teresa Huff, ACNP

Nonprofit Grant Strategist | TEDx Speaker | Grant Writing Simplified Podcast | Grant Writing Workshops | Grant Writer Coaching | Advanced Certified Nonprofit Professional (ACNP)
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Be proactive to introduce policies and procedures during the onboarding process. It shouldn't be a scrutinizing or "watch out or you're in trouble" kind of atmosphere. Make it about the mission and keeping everyone safe.

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4 How to use policies and procedures for performance evaluation

Policies and procedures can help you measure and improve your volunteer performance evaluation. You can use them as a basis for setting goals, expectations, and standards for your volunteers, and as a tool for providing feedback, recognition, and support. You can also use them as a framework for collecting and analyzing data on your volunteer program's impact, outcomes, and satisfaction. By using policies and procedures for performance evaluation, you can ensure that your volunteers are contributing to your organization's mission and goals, and that they are receiving the benefits and rewards of volunteering.

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5 How to involve volunteers in policy development and review

One way to enhance your policies and procedures for volunteer management is to involve your volunteers in their development and review. This can help you gain valuable insights, feedback, and buy-in from your volunteers, and increase their engagement and commitment. You can involve your volunteers in policy development and review by inviting them to participate in surveys, focus groups, interviews, or committees. You can also ask them to share their stories, experiences, and suggestions for improvement. By involving your volunteers in policy development and review, you can foster a culture of collaboration, respect, and appreciation between your staff and volunteers.

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6 How to handle policy violations or disputes

Despite having clear and effective policies and procedures for volunteer management, you may encounter situations where your volunteers violate or dispute them. You should handle these situations with professionalism, fairness, and respect. You should follow a consistent and transparent process for addressing policy violations or disputes, such as a warning, mediation, or termination. You should also document the incident, the actions taken, and the outcomes. You should also learn from the situation, and use it as an opportunity to review and revise your policies and procedures if needed.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Dr. Femi Ogunrinde C.Dir, ASC

Visionary Leader | AI Advocate in Healthcare & Business | Executive Coach | Chartered Director | Grant Writing Expert
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Here are some more recommendations for creating strong volunteer management rules and procedures: Benchmark and use best practices from other successful volunteer programs. Ensure that policies for volunteers conform with applicable labour regulations. Provide staff and volunteers with extensive training on the defined criteria. Implement systems for regular policy evaluation and revisions as needed. Establish explicit procedures for reporting infractions in a confidential and non-retaliatory manner. Consider creating an advisory council with volunteer representatives to get their support.

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How can you develop effective policies and procedures for volunteer management?

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1 Why policies and procedures matter

2 How to create policies and procedures

3 How to implement policies and procedures

4 How to use policies and procedures for performance evaluation

5 How to involve volunteers in policy development and review

6 How to handle policy violations or disputes

7 Here’s what else to consider

Non-profit Leadership

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How can you develop effective policies and procedures for volunteer management?

1

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3

4

5

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7

1 Why policies and procedures matter

2 How to create policies and procedures

3 How to implement policies and procedures

4 How to use policies and procedures for performance evaluation

5 How to involve volunteers in policy development and review

6 How to handle policy violations or disputes

7 Here’s what else to consider

Non-profit Leadership

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