How can you create an effective volunteer exit process?

1 Plan ahead

Don't wait until the last minute to say goodbye to your volunteers. Plan ahead and communicate with them regularly about their expectations, goals, and satisfaction. If you notice signs of burnout, frustration, or disengagement, try to address them early and offer support. If they decide to leave, respect their decision and thank them for their contribution. Inform them about the exit process and what steps they need to take, such as returning equipment, completing paperwork, or attending an exit interview.

2 Conduct an exit interview

An exit interview is a great opportunity to learn from your volunteers and get their honest feedback. You can conduct it in person, over the phone, or online, depending on your preference and availability. Ask open-ended questions that encourage them to share their experiences, opinions, and suggestions. For example, you can ask them what they liked and disliked about the program, what they learned and achieved, what challenges they faced, and what improvements they would recommend. Listen attentively, acknowledge their input, and avoid being defensive or argumentative.

3 Provide recognition and appreciation

Volunteers deserve to be recognized and appreciated for their time, skills, and impact. You can show your gratitude in various ways, such as sending a personalized thank-you note, giving a certificate or a gift, hosting a farewell party or event, or featuring them on your website or social media. You can also ask them to share their stories or testimonials with other volunteers, staff, or donors. Make sure your recognition is sincere, timely, and meaningful.

4 Maintain contact and connection

Just because your volunteers leave your program, it doesn't mean they leave your network. You can maintain contact and connection with them by inviting them to join your alumni group, newsletter, or social media. You can also update them on your progress, achievements, and opportunities. You can also ask them to be ambassadors, mentors, or advocates for your cause. By staying in touch, you can foster a sense of belonging, loyalty, and community among your former volunteers.

5 Evaluate and improve your program

The exit process is not only about the volunteers, but also about your program. You can use the information and feedback you gathered from the exit interviews to evaluate and improve your program. You can identify the strengths and weaknesses of your program, the needs and preferences of your volunteers, and the areas for improvement or innovation. You can also use the data to measure your impact, report your outcomes, and attract new volunteers.

6 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?