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Volunteer management is about more than just filling roles—it’s about creating a meaningful experience that keeps volunteers engaged, appreciated, and motivated to return. Have you considered what drives individuals to give their time? Are you acknowledging their contributions in a way that makes them feel valued? A strong volunteer program includes a well-planned volunteer outreach plan, effective volunteer training process, and strategies for volunteer retention that keep people connected to your mission.
By focusing on volunteer impact, organizations can build programs that recognize and celebrate volunteers at every stage. This includes volunteer milestone recognition to highlight achievements, using volunteer reporting tools to track engagement, and conducting regular volunteer program assessments to ensure ongoing improvement. Volunteers should not only feel appreciated but also see the value of their time in making a difference.
What the guide covers:
Our guide to volunteer management covers what is a volunteer, what is volunteer management, volunteer motivation and key strategies for volunteer recruitment, training, and retention. A strong volunteer management strategy includes volunteer engagement, volunteer appreciation recognition, and retention strategies to ensure long-term success. Regular program assessments, volunteer management software and an outreach plan keep volunteers connected and motivated. By prioritizing volunteer experience and contribution acknowledgment, nonprofits can build a sustainable, high-impact volunteer program.
What is a Volunteer?
A volunteer is someone who freely gives their time to support an organization or community. Their service may be long-term, short-term, or event-based, but every contribution matters. Recognizing the volunteer time value helps organizations show appreciation and measure the true impact of volunteer efforts.
What is Volunteer Management?
Volunteer management is the process of recruiting, training, and retaining volunteers while ensuring they feel valued and supported. This includes developing volunteer retention strategies, offering meaningful roles, and providing leadership opportunities. A well-managed volunteer program ensures that volunteers stay engaged, feel their work matters, and continue to support the organization over time.
By investing in these strategies, nonprofits can strengthen their volunteer programs and create a lasting impact.
Reflection Opportunity: How is your organization ensuring volunteers feel valued and inspired to return?
What Motivates a Volunteer to Give Their Time?
Volunteers are essential to many nonprofit organizations, contributing their time, energy, and skills to causes they support. Understanding what motivates a volunteer to give their time is crucial for organizations aiming to build strong, lasting volunteer programs. Volunteer motivation refers to the various reasons individuals choose to donate their time to an organization. These motivations can vary widely and often include:
Personal/Social Needs: Volunteering fulfills the desire to connect with others and build a sense of belonging within a community.
Altruism: Driven by a genuine desire to help others and make a positive difference in the world.
Personal Beliefs: Volunteers often align with causes that reflect their values or deeply held convictions.
Networking Opportunities: Volunteering provides a chance to develop professional skills and forge connections that may lead to future employment.
Feel Needed: The opportunity to contribute and be valued by community
Change of Pace: Volunteering offers a refreshing break from routine or work life.
Career Change: Exploring new roles through volunteering can help people transition into different careers.
Boredom: Volunteering provides purpose for those with extra time.
Make Friends: A great way to meet like-minded individuals and form new relationships.
Share Skills: Volunteers often enjoy using their talents and expertise to benefit others.
Learn a New Skill: Volunteering provides a platform to acquire new abilities in a practical setting.
Give Back: Motivated by gratitude and a desire to support the community that has helped them.
Act on a Passion: Passion for a specific cause can inspire individuals to dedicate their time and energy to it.
Required: Some people volunteer to fulfill a school, work, or community service requirement.
Model Good Behavior: Parents and leaders may volunteer to set an example for others.
Help Someone: A simple yet powerful motivation is the desire to lend a hand to those in need.
Examples of Volunteer Motivations in Action
Understanding volunteer motivations allows volunteers to be placed in roles where they will be most effective and fulfilled.
Personal Beliefs
Role: Policy Advocate
Volunteer Task: A volunteer with a passion for social justice might assist in organizing campaigns to support voter registration drives.
Act on a Passion
Role: Animal Shelter Volunteer
Volunteer Task: People passionate about animal welfare can care for animals, assist with adoptions, or help organize fundraisers for shelters, aligning their enthusiasm with a cause they deeply care about.
Change of Pace
Role: Nature Trail Maintenance Volunteer
Volunteer Task: For individuals seeking a break from routine, outdoor roles like trail maintenance or park cleanup offer a refreshing and meaningful way to step away from the usual daily grind.
Altruism
Role: Disaster Relief Volunteer
Volunteer Task: Those driven by the desire to help others can contribute in emergency response teams, distributing supplies, or assisting individuals during crises, where their efforts have immediate and meaningful impacts.
Reflection Questions for Nonprofit Professionals to Manage, Lead and Support Volunteers
Understanding Volunteer Motivation:
What are the primary motivations of the volunteers in your organization?
How can you gather more insights into the personal and social needs that drive your volunteers?
Are there patterns in the motivations of your volunteers that could inform how you structure your programs?
Building a Volunteer Program:
How can you design a volunteer program to address the motivations of your volunteers?
What opportunities can you create within your program to help volunteers develop professional skills and build networks?
Placing Volunteers in Roles:
How can you match volunteers to roles that align with their motivations and interests?
What processes can you implement to regularly assess and reassess whether volunteers are satisfied with their roles?
How can you create opportunities for volunteers to provide feedback about their experiences and motivations?
Enhancing Volunteer Engagement:
What strategies can you use to ensure that volunteers feel connected to the community they are serving or connected with other volunteers?
How can you recognize and celebrate the diverse motivations of your volunteers in a way that encourages ongoing commitment?
Thinking about these reflection questions can help you understand what motivates your volunteers and how to shape your program to support them. When you match volunteer roles to their interests, offer chances to grow, and keep volunteers engaged, they are more likely to stay committed. As you go through this guide, consider how you can use these ideas to improve your volunteer program, making sure volunteers feel valued, connected, and excited to continue their volunteer work.
What is Volunteer Retention:
Volunteer retention means keeping volunteers active and involved in an organization. Nonprofit leaders need to focus on volunteer retention to reduce turnover, build strong leadership, and keep programs running smoothly.
Volunteer managers and nonprofit leaders can keep volunteers engaged through training, appreciation events, networking, and leadership opportunities. When volunteers feel valued and have chances to grow, they are more likely to stay involved, help train others, and find meaning in their work.
Examples of Volunteer Retention Strategies
Volunteer Training:
A skill-building workshop on conflict resolution or de-escalation for volunteers working with the public.
A hands-on crisis intervention training for hotline volunteers to practice real-life scenarios.
Volunteer Appreciation:
A thank-you breakfast with leadership sharing impact stories and gratitude.
A fun outing like a free museum visit, sports game, or community picnic.
Volunteer Networking Event:
A casual meet-and-greet where new and experienced volunteers can connect.
A social hour at a local coffee shop or park to encourage relationship-building.
A cross-organization networking event with volunteers from similar nonprofits.
Leadership Opportunity for Volunteers:
A peer mentorship program where experienced volunteers guide new ones.
A volunteer advisory board that provides input on program improvements.
A leadership training program that prepares volunteers for coordinator roles.
A volunteer-led project where participants design and run a community initiative.
Reflection: Which of these retention strategies might support your volunteer program?
Volunteer Turnover:
Volunteer turnover happens when volunteers leave their roles for different reasons, like being unhappy, getting a new job, family responsibilities, a busy schedule, or looking for new opportunities. Sometimes, volunteers leave because they want a different experience, more training or their expectations aren't met. While some turnover is normal, organizations can reduce it by using volunteer retention strategies to keep volunteers engaged and supported and volunteer recruitment strategies to continually build a leadership pipeline of volunteers.
Some organizational challenges that may occur as a result of volunteer turnover:
decreased volunteer morale
loss of program or institutional knowledge
the need to recruit and train new volunteers
Increase demand or burn out on remaining volunteers
To mitigate volunteer turnover, organizations want to have an ongoing focus on volunteer recruitment, retention and volunteer appreciation.
Volunteer Recruitment: The Importance of Volunteer Recruitment
We can no longer expect volunteers to simply show up—active and ongoing recruitment is essential for a strong volunteer program. Hoping people will give their time without outreach and engagement is unrealistic. Volunteer recruitment is an ongoing process that requires clear communication, creative outreach, and targeted strategies to connect with the right volunteers.
How Current Volunteers Can Help Recruit New Volunteers
Make it easy for active volunteers to help recruit by providing clear volunteer role descriptions with key details, such as:
Time commitment (e.g., flexible, one-time, or ongoing)
Location (in-person, hybrid, or remote)
Expectations (what they will do and how they will contribute)
Training requirements and timeline
Encourage current volunteers to share testimonials and personal experiences to inspire new volunteers to get involved. Offer simple sign-up instructions to reduce barriers and ensure a smooth intake process.
The Power of Word-of-Mouth Volunteer Recruitment
Word-of-mouth remains one of the most effective volunteer recruitment tools. Ask past and current volunteers to:
Share opportunities on social media
Text a friend or invite them to join
Bring a friend to a “Volunteer with a Buddy” day
Refer someone and earn recognition or small incentives
Referrals are especially helpful when nonprofits are rebuilding their volunteer base or launching new programs.
Volunteer Recruitment Strategies for Different Audiences
For Families:
Host a family-friendly volunteer day with tasks for all ages.
Create take-home volunteer kits so families can help from home.
Offer weekend opportunities that fit into busy family schedules.
Promote opportunities at schools, libraries, and parent groups.
For Youth Professionals (Early-Career Adults):
Offer short-term projects that fit into busy schedules.
Provide networking events where young professionals can meet others.
Connect with young professional associations and alumni groups.
Promote skills-based volunteering to build resumes.
Create team volunteering challenges to encourage group participation.
For Mid-Career to More Established Professionals:
Offer high-impact, skills-based volunteering for professionals.
Host volunteer leadership events with networking built-in.
Create a corporate volunteer challenge for teams.
Provide sponsorship+volunteer opportunities
Offer board membership or committee roles to connect professionals with leadership opportunities
For Senior Citizens:
Highlight flexible and remote roles that allow them to volunteer at their own pace.
Offer mentorship opportunities to share their expertise with younger volunteers.
Partner with senior centers, AARP, and retiree groups.
Provide social opportunities so volunteering becomes a way to connect.
Promote low-impact volunteer roles suited for mobility limitations.
For High School Students:
Work with schools to provide service hours for graduation requirements.
Create fun, interactive roles that allow students to be creative.
Offer leadership opportunities through youth advisory boards.
Host school-based volunteer fairs with sign-ups on the spot.
Run a social media challenge where students promote volunteering.
For College Students:
Partner with student clubs, student housing and Greek life to make volunteering social.
Offer internship-style volunteer roles that build career skills.
Provide group based volunteer opportunities so students can volunteer together.
Work with student advisors to integrate service-learning into courses.
Host volunteer mixers where college students meet like-minded peers.
For Parents:
Create “volunteer while your child participates” opportunities.
Offer flexible, short-term projects that fit around parenting schedules.
Partner with daycares and schools for parent-led volunteer days.
Promote family volunteering to engage both parents and kids.
Highlight remote and at-home opportunities for busy parents.
Reflection: These strategies help recruit the right volunteers for your program, ensuring long-term engagement and a strong community impact. Which approach do you think would work best for your nonprofit?
What is Volunteer Appreciation?
Volunteer Appreciation: Nonprofit leaders recognize the value, contributions and efforts of volunteers. Volunteer appreciation expresses gratitude and acknowledges the time, skills, and energy that volunteers dedicate.
Why is Volunteer Appreciation Important?
Keeps Volunteers Motivated and Committed: Saying "thank you" regularly makes volunteers feel valued and respected. When they know their work matters, they stay motivated and are more likely to keep coming back.
Improves Volunteer: Volunteers who feel appreciated often work harder and take pride in their roles. A positive and supportive environment encourages them to do their best, inspires others to join and stay involved as volunteers.
Builds Stronger Connections: Showing gratitude strengthens relationships between volunteers and the organization. When volunteers are recognized publicly, it also helps the organization gain more support and attract new volunteers.
How to plan and schedule volunteer appreciation
Showing volunteers you appreciate them is important! A good plan makes sure they feel valued all year long. Here’s how to schedule and organize volunteer appreciation:
Pick Key Dates: Plan around special times like:
National Volunteer Week (usually in April)
Your organization’s anniversary or major events
Year-end holiday celebrations or seasonal milestones
Create an Appreciation Calendar:
Plan big events like an annual awards ceremony or appreciation dinner.
Mix in small gestures throughout the year, like handwritten thank-you notes or social media shoutouts.
Schedule fun surprises, such as coffee gift cards, volunteer spotlights, or appreciation emails.
Get Staff and Leadership Involved:
Have staff personally thank volunteers during meetings and events.
Ask leadership to attend appreciation events and share their gratitude.
Encourage board members to write thank-you letters or make short thank-you videos.
Listen to Your Volunteers:
Ask for feedback on what makes them feel appreciated.
Adjust your plans based on what volunteers enjoy most.
Make appreciation personal and meaningful by recognizing individual contributions.
By planning ahead and mixing small, everyday gratitude with big celebrations, your organization can keep volunteers engaged and excited to continue their work!
Different types of volunteer appreciation events:
Publicly Recognize Volunteers: Highlight volunteers on social media, newsletters, or your website to celebrate their contributions and connect them with the community.
Encourage Volunteer Networking: Host virtual or in-person gatherings to build connections among volunteers, strengthening your team and boosting retention.
Offer Professional Development: Enhance volunteering by providing skill-building opportunities through training and development sessions.
Host Appreciation Events: Celebrate volunteers with creative in-person or virtual events. Consider family-friendly options, especially in the summer.
Send Birthday Cards: Track birthdays and mail cards to celebrate volunteers.
Social Media Shout-Outs: Recognize volunteer milestones with posts on social media.
Send Thank You Texts: Text volunteers to show appreciation and build morale.
Survey Volunteers: Gather feedback to find out how the volunteers want to be recognized.
Inspire Volunteers: Invite speakers or experts to motivate and energize your team.
Give Volunteer Awards: Honor dedicated volunteers with meaningful recognition to celebrate their efforts.
Send E-Cards: Use e-cards to thank volunteers when mailing addresses aren't available.
Recognize Retiring Volunteers: Acknowledge volunteers who are stepping away to create a culture of appreciation.
Reflection: Which volunteer appreciation strategies and events do you want to explore for your volunteer program?
Nonprofit Technology and Volunteer Management Platforms
Managing volunteers effectively requires the right technology to streamline recruitment, scheduling, tracking, and engagement. Fortunately, there are many volunteer management platforms designed to help nonprofits find, organize, and support their volunteers. These tools range from simple sign-up systems to comprehensive management platforms that track volunteer impact and integrate with donor systems.
Volunteer Recruitment and Matching
VolunteerMatch | volunteermatch.org
A platform that connects volunteers with nonprofit opportunities, helping organizations find the right volunteers for their needs.
Price: volunteermatch.org/nonprofits/gettingstarted
Free Version: Yes
Starting Price: $9.95 per month for enhanced features.
Get Connected by Galaxy Digital | galaxydigital.com
A volunteer management system that connects volunteers with opportunities and tracks their impact.
Price: galaxydigital.com/pricing
Free Version: No
Starting Price: $2,500 per year.
Voly | voly.org
A volunteer management platform that connects nonprofits with volunteers and simplifies volunteer engagement.
Price: voly.org/pricing
Free Version: Yes
Starting Price: N/A
HandsOn Connect | handsonconnect.org
A volunteer management platform that integrates with Salesforce to help nonprofits manage volunteers and track impact.
Price: handsonconnect.org/pricing
Free Version: No
Starting Price: $2,500 per year.
Volunteer Management and Scheduling
Better Impact | betterimpact.com
A volunteer management software that simplifies volunteer recruitment, scheduling, and communication.
Price: betterimpact.com/pricing
Free Version: No
Starting Price: $120 per year (for very small organizations).
VolunteerHub | volunteerhub.com
A cloud-based volunteer management platform that helps nonprofits recruit, track, and manage volunteers.
Price: volunteerhub.com/pricing
Free Version: No
Starting Price: $150 per month.
SignUpGenius | signupgenius.com
A tool that simplifies volunteer sign-ups and event organization with easy-to-use online sign-up forms.
Price: signupgenius.com/pricing
Free Version: Yes
Starting Price: $8.99 per month for advanced features.
Volgistics | volgistics.com
A comprehensive volunteer management system that assists with volunteer scheduling, tracking, and reporting.
Price: volgistics.com/pricing.htm
Free Version: No
Starting Price: $18 per month.
Rosterfy | rosterfy.com
A volunteer management software that helps organizations recruit, train, and manage large volunteer teams.
Price: rosterfy.com/pricing
Free Version: No
Starting Price: $1,000 per year.
Volunteer Tracking and Impact Measurement
Track It Forward | trackitforward.com
A platform that enables organizations to track volunteer hours and manage volunteer programs efficiently.
Price: trackitforward.com/pricing
Free Version: Yes
Starting Price: $12 per month.
Civic Champs | civicchamps.com
A volunteer engagement platform that offers tools for tracking hours, managing volunteers, and analyzing impact.
Price: civicchamps.com/pricing
Free Version: No
Starting Price: Contact for pricing.
All-in-One Nonprofit Management
CausePilot | causepilot.com
A volunteer management and event planning software that streamlines volunteer coordination and communication.
Price: causepilot.com/pricing/
Free Version: No
Starting Price: Contact for pricing.
Giveffect | giveffect.com
An all-in-one nonprofit management software that includes volunteer management, donor management, and more.
Price: giveffect.com/pricing
Free Version: No
Starting Price: Contact for pricing
Selecting the right volunteer management platform can improve efficiency, enhance volunteer engagement, and strengthen program impact. Whether a nonprofit needs help with recruitment, scheduling, or tracking volunteer contributions, there are tools available at different price points and features. Investing in the right software can save time, improve communication, and increase volunteer retention. By leveraging technology, nonprofits can build stronger, more connected volunteer communities and maximize their impact.
Building a Leadership Pipeline of Volunteers
Moving volunteers from one-time helpers to committed leaders strengthens nonprofit programs, increases impact, and ensures long-term sustainability. A volunteer leadership pipeline helps organizations identify, nurture, and develop dedicated volunteers who can take on greater responsibilities over time. This not only benefits the organization but also provides volunteers with valuable leadership skills, confidence, and deeper connections to the mission.
Steps to Build a Leadership Pipeline and Get Volunteers as Committed Leaders
Engage First-Time Volunteers with a Positive Experience
Ensure first-time volunteers feel welcome and appreciated.
Assign meaningful tasks where they can see their impact.
Offer flexible, low-pressure opportunities to encourage return participation.
Example: A one-time food bank volunteer starts by sorting donations, continues to show up week after week for several shifts and receives a thank-you email with an invitation to return for volunteer committee leadership role.
Encourage Repeat Volunteering with Relationship-Building
Follow up with personalized messages or a thank-you call.
Offer increasingly engaging roles to keep them involved.
Assign them to consistent volunteer shifts to build routine and familiarity.
Example: A festival volunteer returns to help with event setup year after year and is later invited to co-lead a team of new volunteers.
Provide Training and Development Opportunities
Offer workshops, mentoring, or shadowing opportunities for interested volunteers.
Encourage skill-building through trainings on leadership, communication, or program management.
Recognize volunteers who show potential and give them roles with more responsibility.
Example: A tutoring volunteer starts as a 1:1 tutor and then receives training to train new volunteer tutors.
Create Leadership Roles for Experienced Volunteers
Develop tiered leadership positions (e.g., Lead Volunteer, Team Lead, Shift Coordinator, Volunteer Liaison, Volunteer Trainer, Volunteer Coordinator, Committee Member, Committee Chair, Volunteer Mentor, Board Trainee, Junior Board Member and Advisory Board Member).
Offer mentorship opportunities where experienced volunteers train newcomers.
Give leadership volunteers a voice in program decisions to deepen their investment.
Example: A shelter volunteer who regularly helps with intakes is invited to serve as a volunteer team leader and mentor new volunteers.
Recognize and Celebrate Volunteer Leaders
Publicly acknowledge leadership volunteers through awards, newsletters, and social media spotlights.
Provide exclusive opportunities, such as networking events or advanced training.
Keep leadership volunteers engaged by inviting them into strategic planning or advisory roles.
Example: A long-term volunteer is honored at an appreciation event and later asked to serve on the nonprofit’s volunteer advisory board.
How Building a Leadership Pipeline Strengthens Nonprofits and Volunteers
Increases Impact: Committed volunteers take on larger roles, allowing staff to focus on bigger organizational goals.
Reduces Turnover: Volunteers who feel valued and engaged are more likely to stay long-term.
Builds Future Leaders: Volunteers gain leadership experience that can help them in their careers and communities.
Creates a Support Network: A strong leadership pipeline fosters a culture of mentorship and peer learning.
By building a volunteer leadership pipeline, nonprofits can develop a dedicated, skilled, and passionate team that drives long-term success and strengthens the organization’s mission.
Recommended Trainings and Resources on Volunteer Management
Effective Volunteer Management: Recruitment, Training, Retention, Committees & Manage Difficult Volunteers - This training covers key aspects of volunteer management, including recruitment strategies, effective volunteer training methods, and best practices for volunteer retention. Participants will learn how to build a leadership pipeline, handle challenging volunteer situations, and update volunteer protocols using practical samples and templates for a volunteer program.
Trauma Informed Facilitation: Incorporating TI Practices in Group Conversations & Training - This workshop will cover how to use trauma informed facilitation practices to plan, create and design. Using trauma informed principles of facilitation, we will cover the structure and format of facilitated experience, review how to create an agenda, design a facilitated experience, and how to handle disclosures, disruptions, and other facilitation challenges. This workshop is for facilitators and trainers who lead community-based conversations with adults where difficult topics may arise or in-depth discussions may occur.
We all encounter ethical dilemmas in our daily work with and for community, but rarely do organizations focus on ethics related to volunteer engagement. This session provides an opportunity for practitioners to understand the difference between personal, organizational and professional ethics. The core values and principles identified by the Council for Certification in Volunteer Administration (CCVA) will be shared. Participants will learn a process for ethical decision-making that can be applied in any situation, and then practice this using real-life scenarios related to volunteers. Finally, several specific strategies will be offered for increasing awareness of ethics within an organization and helping both volunteers and staff become more effective at handling ethical dilemmas.
Free Guidebook: What You Should Measure from your Volunteer Program
Essential guide for measuring volunteer program impact, offering metrics to improve effectiveness and drive sustainability.
This a-to-z guide outlines effective volunteer strategies for your charity golf tournament. From recruiting and onboarding to managing and engaging volunteers, you’ll get ideas and tools to leverage volunteers to help make your golf fundraiser a success.