Communicating with remote volunteers can be challenging, especially if you are used to working with them face-to-face. However, with the right tools and strategies, you can keep them engaged, motivated, and informed about your nonprofit's mission and goals. Here are some tips on how to communicate with remote volunteers effectively.
When selecting communication platforms that suit your needs and preferences, there are many options to consider. Factors such as the size and diversity of your volunteer team, the frequency and purpose of your communication, the accessibility and reliability of the platforms, and the level of interaction and feedback you want to provide should all be taken into account. For example, email can be used for formal and official communication, video conferencing for regular meetings and training, instant messaging for quick updates and questions, while social media can be used for sharing stories and recognition.
We love Zoom, but for many international and rural US volunteers, Zoom can be resource-heavy (not enough computing power, limited internet power) to rely on. We find that use of WhatsAp is the best way to connect with our international and rural US volunteers.
Of course, the usual 21st-century suspects, Zoom-type platforms, and social media, I worked in Germany where our staff was spread out to different countries ranging from England to Turkey, this was pre-internet days. Scheduled communique via phone/postal, in-person visits centered around activities such as training events and recognition events. I believe in-person appearances of leadership are so important for volunteers who are working remotely seeking direction, leadership, and keeping that sense of belonging alive and preventing volunteers from feeling isolated because of the remoteness.
The second step is to set clear expectations for your remote volunteers. This involves defining their roles, responsibilities, and goals, as well as the communication norms and etiquette. You should communicate these expectations clearly and consistently, and provide them with the necessary resources and support. For instance, you may ask them to submit a weekly report via email, attend a monthly video meeting, use a specific instant messaging app for urgent matters, and respect the time zones and working hours of others. Additionally, you should communicate the scope and duration of their tasks and projects, the deadlines and deliverables they need to meet, the frequency and format of reports and feedback, and the preferred channels and methods of communication. Lastly, you should also specify the response time and availability of you and other staff members.
The third step is to build rapport and trust with your remote volunteers. This requires creating a sense of connection and belonging, as well as showing appreciation and recognition. You should communicate with your remote volunteers regularly and personally, while also encouraging them to communicate with each other. To build rapport and trust, you can use their names and personal details, ask about their interests and hobbies, share your vision and values, celebrate their achievements and milestones, solicit their feedback and suggestions, or address their concerns and challenges. For example, you may send a personalized welcome email to a new remote volunteer, share a video message about your nonprofit's impact, send a thank-you card or a gift card to a remote volunteer who completed a project, ask for their input on a new initiative, or offer a mentorship or coaching session to a remote volunteer who is struggling. All of these actions will help foster trust and connection between you and your remote volunteers.
The fourth step is to adapt to different styles and needs of your remote volunteers, which requires recognizing and respecting their diversity and individuality. You should communicate in a way that suits their personalities, preferences, and situations. Factors such as cultural and linguistic backgrounds, communication styles, motivation and engagement levels, skills and competencies, availability and flexibility should all be taken into account. For instance, you may use simple language for someone who is not fluent in English, a friendly tone for an outgoing volunteer, a positive tone for a new volunteer, a detailed tone for an analytical volunteer, or a flexible tone for someone with a busy schedule.
What I feel has been crucial in my journey is using "voice notes" on WhatsApp for instructions and important communication. Sometimes, calling for an online meeting at one hand requires a lot of coordination of time, and simply sending an email or text fails to deliver the correct tonality in my communication. Voice notes turn out to be an effective medium which ensures clarity in instructions, better transmission of energy and reducing the time spent typing a detailed text message.
The fifth step is to monitor and evaluate your communication with your remote volunteers. This means tracking and measuring the effectiveness and impact of your communication, as well as making improvements when necessary. You should communicate with your remote volunteers regarding the progress and outcomes of their tasks and projects, as well as the feedback and results of your communication. To do so, consider using surveys and polls, interviews and focus groups, reports and analytics, testimonials and stories, or reviews and ratings. For instance, you may send a survey to assess satisfaction and engagement, conduct an interview to gain insights and opinions, review reports and analytics to assess frequency and quality of communication, collect testimonials to showcase impact and experience, or ask volunteers to rate or review your communication. By following these steps, you can communicate with your remote volunteers effectively while fostering a strong relationship with them. Connecting with remote volunteers can be very rewarding, as you can leverage their skills, talents, and passions to advance your nonprofit's mission.