How to Attract and Maximize the Potential of High-Quality Volunteers.

For organizations, particularly those in their early stages, relying on the goodwill of volunteers for critical operations and growth is commonplace. Given the limited resources available, such organizations prioritize activities that can catalyze growth rather than capital expenses. Typically, these organizations rely on individuals close to them or those who share their interests to provide support in some capacity. Unfortunately, it is common for people to have a negative volunteer experience, with probabilities ranging from 5 to 7 out of 10.

These experiences may include volunteers lacking the necessary skills, causing growth to be delayed or having a volunteer make reward requests or lay claim to founder status or ownership once the organization begins generating additional revenue. Additionally, a volunteer may not fit well with the team due to differing values, and an organization may not be able to accurately measure a volunteer's contribution to their success. Despite their limited contribution, the organization must still recognize the volunteer's presence. In some instances, volunteers may come and go as they please, leading to misalignment with changes that have taken place during their absence. How can we minimize or avoid these situations?

Establish an Identity

The way people refer to your organization is largely based on what you tell them to call it. In the early stages of building an organization, the founder's personal character and values tend to rub off on it. Therefore, before seeking external support, it is important to establish the organization's desired identity. While it is a journey, the initial communication and engagement serve as an introduction, informing potential volunteers about what to expect and the kind of people the organization seeks to align with. It also helps determine who to recruit and allows individuals who are genuinely interested in the organization's mission to reach out. Reiterating this identity as frequently as possible is crucial, and any changes must be communicated clearly, if the organization pivots.

Determine Status of Volunteers

As you may already know, many volunteers initially come to an organization through friends and family. Founders can sometimes make the mistake of not formalizing a volunteer's status. However, it is essential that anyone who is involved in the organization has a defined role and that there is documentation of that role, including its duration and conditions for renewal. While our society is semi-formal, this documentation might not happen before the volunteer begins supporting the organization. Still, once it is established that they will be sticking around for a while, it is crucial to have this conversation. At the end of a volunteer's period, ensure that there is documented closure, such as an award or a letter of completion. This helps the volunteer feel appreciated and provides a record of their contribution to the organization.

Establish a Reward Policy for Volunteers

Volunteers have varying reasons for volunteering. Some might be doing it as a way of repaying a favor, while others might be driven by passion for the cause or hope for future paid employment. In some cases, volunteers might be motivated by stipends or other benefits. To ensure fairness, it's essential to have a standard reward system for all employees, including volunteers. This system might cover travel policies, accommodation, access to tools, stipends, and training. It's important to have a central point of contact for all staff welfare matters, clearly stating what benefits are available to volunteers and referring them to relevant policies. By providing volunteers with these details, you eliminate any ambiguity about what benefits they can expect, and you show that you have prepared to receive their support and have clear expectations of their performance. However, it's important to be realistic about what you promise, taking into account the financial state of your organization. For example, if a volunteer understands that there's no travel reimbursement, they can plan accordingly without making additional requests or feeling disappointed.

Establish a Review System for Volunteers

Just like every other person who is or maybe part of your organisation in future, it is important to evaluate his or her output. In the case of the volunteers, it is not an evaluation per se, it is more about documenting their contributions. Unless your reward promise is that if the volunteer achieve a certain milestone they get payment or get staff assignment, the reasonable thing to do is to document their contribution and thank them for it at the end of their service. In some cases the volunteer may voluntarily request for a formal feedback, please be clear and straight to the point and back your feedback with data or/and evidence. This documentation helps you improve on the type of people accepted for volunteering and over time drive major improvement in the quality of people you accept as volunteers – you might also share the documented information with prospective volunteers, to prepare their mind.

Be Nice and Professional

As humans, we are the ones responsible for implementing all the strategies we have discussed so far. It is not enough to have policies and guidelines in place if there are no proper communication processes or channels to follow. It is like expecting a cow to give milk without anyone milking it. Remember that most volunteers are joining your organization because they believe in its cause and its impact on the community. Similarly, you have accepted them because you believe they can help your organization grow. Therefore, it is important to treat them with dignity, respect, and professionalism. Clear communication of tasks and responsibilities is crucial, and they must be within the established deliverables. Always appreciate any extra effort they put in, and communicate any changes as soon as possible. Furthermore, it is important to respect their primary source of income and not put them in a position where they have to choose between volunteering and making a living.

I appreciate the time you've taken to read this article, and I sincerely hope that it will enhance your efforts in attracting and retaining top-notch volunteers.

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