How can you track and report volunteer hours and impact effectively?

1 Why track and report volunteer hours and impact?

Tracking and reporting volunteer hours and impact is not only a good practice, but also a requirement for some funders, partners, and regulators. By measuring and documenting your volunteer activities, you can show appreciation for your volunteers, demonstrate accountability to stakeholders and donors, evaluate performance against goals and objectives, identify strengths and weaknesses to improve processes, and attract and retain more volunteers. All of these actions can help you reach your cause's goals.

2 How to collect volunteer hours and impact data?

Tracking and reporting volunteer hours and impact starts with collecting accurate and reliable data from your volunteers. There are various methods and tools you can use, such as paper forms or logbooks, spreadsheets or databases, online platforms or apps, and surveys or feedback forms. Paper forms are simple and inexpensive, but can be prone to errors. Spreadsheets or databases are more secure, but time-consuming to update. Online platforms or apps are convenient and user-friendly, but require some investment. Surveys or feedback forms help capture volunteer impact and satisfaction, but may have low response rates or biased results.

3 How to analyze volunteer hours and impact data?

The second step to track and report volunteer hours and impact is to analyze the data you have collected and extract meaningful insights. You can use different techniques and indicators to measure and quantify your volunteer impact, such as output indicators, which are the direct results of your volunteer activities; outcome indicators, which are the changes or effects that your volunteer activities have on your beneficiaries; and value indicators, which are the monetary or non-monetary benefits that your volunteer activities generate. These could include cost savings, revenue, or social return on investment.

4 How to communicate volunteer hours and impact data?

The third step to track and report volunteer hours and impact is to communicate the data and insights you have analyzed to your relevant audiences, such as volunteers, staff, board, funders, partners, or media. To present and share your volunteer impact, you can use reports or dashboards to document and display your volunteer data and insights using tables, charts, graphs, or maps. Additionally, stories or testimonials are informal and engaging ways to illustrate and highlight your volunteer impact using narratives, quotes, photos, or videos. Lastly, newsletters or social media are frequent and interactive ways to update and inform your audiences about your volunteer impact through headlines, summaries, or links.

5 How to improve your volunteer hours and impact tracking and reporting?

Tracking and reporting volunteer hours and impact is not a one-time or static process, but a continuous and dynamic one. You can always improve your methods and practices by regularly reviewing and revising your data collection and analysis tools and techniques to ensure they are relevant, accurate, and consistent. Additionally, it is important to seek and incorporate feedback from volunteers and other stakeholders, so that they feel satisfied, involved, and valued. Furthermore, comparing and benchmarking your data with other similar or relevant organizations can help you stay competitive, innovative, and credible.

6 How to get started with volunteer hours and impact tracking and reporting?

If you are new to volunteer hours and impact tracking and reporting, or if you want to improve your existing system, there are a few steps you can take. First, you should define your purpose and goals for tracking and reporting, and ensure they are aligned with your mission and vision. Second, identify data sources and methods for collecting volunteer hours and impact data that suit your needs and resources. Third, select indicators and techniques for analyzing the data that reflect your outcomes and value. Fourth, decide on formats and channels for communicating the data that reach and engage your audiences. Finally, implement and monitor your system, evaluating and improving it regularly.

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?